Volunteers for Conference committee

a wunnerful, wunnerful, wunnerful. I leave for just a bit and the seeds are already germinating in record time. I have chill bumps just thinking about the possibility of this coming true. Of course, it goes without saying that I will help.
I am a super good follower with high enthusiasm. (sometimes I I lead. But I also recognize my limitations and there are others far more suited to the job). Sounds I have some local connections that could help me with estimates and places just for a quick look at the when and how much. I propose that we keep on talkin' it up. Get 'em in the room with us so we can get a better feel for numbers. Do you realize this was an impulse as of only last Thursday night and look at us now! wooohoo!
We haven't even taken the first step and we are on our way. I feel sure we will have Dave and all of the staff not only "behind" us but in lockstep beside us. They are just overwhelmed with the jobs they have at hand now and need this grass roots thing to develop with our help. Remember our motto " For Gardeners...By Gardeners". Dave has given us the place to even know we wanted to know each other better...now it is up to us. Go team! Go! (always did want to be a cheerleader)

And a great one you are.

I'll help with anything I can. Let me know. I'll be watching for the breakdowns to see where I'm needed the most.

Debbie

How about this as a place to start?

1) We ask Terry to do a Voting Booth poll to get a possible number of attendees, or at least an idea about what kind of event (3-day vs. 1-day plus options, say) people would attend, or how far they would be willing to travel and so forth. Answers could be something like a) There's no way I could come, b) I would be there with bells on, c) I'd come if it's within driving distance, d) I'd come depending on price -- you get the idea.

2) We take those Voting Booth numbers, present them to the DG members with a challenge to find the best location and have the honor of being the host team. There would have to be parameters, of course, just like any bidding process for a convention. I think an important parameter is the fact dave said he'd come if it were within 500 miles or so. dave's attendance will affect overall attendance because he's a draw. Another parameter would be number of sleeping rooms required, airport access, camping options, etc. Chambers of Commerce are anxious to help with this kind of thing. Even though we may end up in most of you folks' backyard, everyone would have an equal chance to check out facilities in their area, get the best deal, and have the honor of being the host city. The host team would have to have a chairperson responsible for communicating with everyone else.

Just thinking aloud here and writing it down. I'm not married to this idea as a place to begin. If anyone else has a different perspective on a starting point, please feel free to share.

Mitch's wife is absolutely right about speakers and so forth not wanting to deal with more than one person. Same for exhibitors and/or vendors. It is cause for confusion for them, and if they become confused, they start thinking the whole event is a big mess.

It's great to see the enthusiasm about this idea. With people like you this event will happen.

I'd like to chime in with my 2 cent suggestions if I may.

The key to any successful project is defining very clearly what you want to achieve and then detailing what it will take to achieve it. So now that Dave has weighed in, perhaps the first step is to define what we mean by having a convention and to make sure that people are pretty much on the same page as to what that means.

Once that's done, we can begin to break that goal down into manageable tasks that will lead to the achievement of that goal..

So the first step is to come to a somewhat mutual agreement are what we are trying to accomplish.

I'm gonna cry. My cup runneth over.

Good point, BB! I thought we'd done that, but I bet I dreamed it all. :-)

My thought was vendors with exhibits, presentations both live and in speaker/lecture type format, breakout workshops on specific topics and/or regions, hospitality rooms for visiting and trading, optional outside activities like a visit to the local arboretum or botanical garden or a garden tour of the local DGer's, etc. What was everyone else thinking?

That didn't make sense. I meant presentations including live demonstrations and speaker/lecture format. Sheesh! Must slow down.

I have been focusing heavily on the social aspects of meeting those people with whom we correspond almost on a daily basis. Will not name names but there are those that are automatic teachers on each forum. It is obvious they are very skilled in their given topic. When I am in need of information about say , a rose, I go to the Rose Forum and skim until I find a certain person that I know really knows their stuff. That is the basis of Dave's. These are the people that we already depend on. Not a professional vendor. Although we truly want the vendors participation. Not necessarily in the forum of lectures. Think about how we interact here. Very informal, respectful and with anticipation of talking with a close friend about our obsessions, whatever plant or hobby that may be.
Maybe take a close look at the Dave format and rework it to fit face to face.
Not your usual, but neither is this entire group. From one corner of our planet to the other we are obviously the cream of the crop.

McGlory when discussing with the vendors, would it be an advantage for them to participate, if they brought product, (or catalogs),or samples for us to purchase or order. It would go without saying that they would volunteer free shipping, so we wouldn't have to carry everything around with us. Discounts to DG's etc. DG is the largest Garden Audience in the U.S. Also, we have our own Master Gardeners and Teachers right here at DG that could teach us workshops. MitchF for a great example.

OK...I'm here at last...and the only expertise I have is in starting a RU...and attending RU's.

I think a Planning Commitee should be appointed and then ask dave to set up a "private" Forum for this commitee only. If you try to get too many people involved...you go backwards. I still would like to see an open thread such as this so that things can be put out for the interested membership...and not be going behind anyones back for decisions. JMHO

Jo

Right and I would like to see if with Q and A from each person...

LouC, confirmation. We had the same thought at the same time. You posted while I was typing.:)

Jo I agree - the starters can throw ideas around there talk about things and really see if we can do this.

Good Ideas Glory!

But we have some homework to do before I think we even get to that point. Here's some things that we can start with?

General Questions
What is the event? Is it going to be regional or national? Is it going to try to cover the full variety of subjects at DG? Or will it just cover a subset of topics that has a lot of interest? How often will it occur? Every Year, Every Two Years?

Participation
What type of event makes sense for the majority of our members? How many could afford to go and at what price point would they be comfortable? If a very important DG member cannot afford the cost of the event, how will it be handled? Do a majority of DGers think this is a viable idea?

Marketing
How will the event be marketed? Solely through DG or will it be open to non-DG members? Will there be a vendor area? If so, what type of vendors will be allowed and who will vette them? Does the marketing material for the event need to be approved by DG?

Legal
Who is actually putting on this event and will be legally liable for any incidents? What will our legal obligations be if we decide what to move forward? Do we need to form a legal entity to handle this?

These are just some of the issues that need to be discussed as a part of this process

BB -

Here is my best guess ...

General Questions - World Wide, and once every two or three years afterwords would be great... Topics - well we need some folks to set that out. We will only have so many sessions...

Participation - No idea... need a roup to takle all this.. lot of details in this part.

Marketing - DG - I would think DG only at least for the first few.. vendors only the ones with good ratings here.


Legal - I had not even thought of this.. good q to ask.

Mitch:

I think your first step should be to set up a couple of brainstorming forums or sessions with people who would have valuable input.

I would strongly suggest that you solicit feedback from everyone that has organized a Roundup. They are probably your greatest potential resources as you pursue this idea. I've never been to a roundup but it seems to me that they have a leg up on organizing DG members to attend an event.

BB

Keep those cards and letters coming...the more you talk the better it gets. Only as of this morning did Dave give us his blessing and look how far we have come. I am in favor of some sort of notice that will be seen by the entire membership, not just subscribers. Dave and his staff will know how to accomplish that. That will in some way give us a feel for numbers. If you go to the top of this thread. Numbers was agreed to be of utmost importance before we can move forward to the rest of the list. We here are such a small, small group that it is imperative that a greater number participate or we are doomed from the start. I'm thinking that the chairman of the board is right here among us now. But only 5-6 hours of mulling it around is a bit quick to make hard and fast decisions. Put out every single thought you may have even though it may sound trivial. There are no trivial ideas. It takes all to make a whole. I picture this project as a massive 5000 piece board puzzle. It will take every single piece to put it together. No holes allowed.

Ok Team. Let's go get 'em!

I don't think the Voting booth is the way to go for estimates, it never gets much more than 2 or 300 replies and that is too small a survey for an undertaking such as this.

BB - Round Ups I have done, me and Frostweed get together the North Texas Round Up each year - and yes we need to brainstorm but also we need to know who to talk too....

As far as legal liabilities; can we have someone, perferrably an artoney to draw up a waver for willing participants? After all this is like a nonprofit comittees, and its DG's families/friends. We're doing this for enjoyment purposes, and not for business (making a profit) ????

What's a better way than the Voting Booth? Sort of an all-call kind of thing on the home page like Dave had about the photo contest? I agree that the Voting Booth doesn't get enough voters, but it's all I could think of. I agree with three gardeners, there's gotta be a better way.

Good idea about vendors giving discounts and free shipping drapelady! LouC, I think we were on the same page, but you communicate better than me. :-) I, too, would like to see the folks we know from forums doing the workshops and such.

Vendors and sponsors provide money. I think dave mentioned them on the first thread. The numbers here are all hypothetical -- If we get a facility for $5000 and 500 people show up, that's $10 in registration per DGer just to have the facility. If we get 10 vendors to pay $500 each for an exhibit booth, then the registration fee can be $10 less.

In all the facililities I've worked with, they did not require insurance from the organization or anything legal other than a signed contract from a representative of the organization. The contract, of course, is binding, and states what they will provide and what we will pay. There are tax ramifications, however, and those are different depending on amount of receipts. The fiduciary responsibility here is huge, but perhaps dave or NM would allow us to use their EIN. The person in charge of the finances, collecting money in particular, would need to be someone the DG members and DG staff trust. Is there an attorney or CPA in the house?

Glory is an apt name for you. You have wonderful skills and ideas. As I stated, could be our CEO is already in our midst. Much earlier today I suggested that this just sort of ride until after the new year. We all have so much on our plates for the next two months. Not to say to discontinue the dialogue. That is what will determine the acts of the new year. Many people do not have the "vote" enabled so we would still miss a lot of folks. Dave is in charge of knowing just how to reach the masses so we would kick the ball into his court. Along the lines of what I just said, we are more apt to meet the negative while others are thinking of the expense just ahead. Thanksgiving, Christmas, property taxes, etc. all those things that weigh us down. Don't want to add another burden to the think process. Still in awe of how far and how fast this idea is coming to fruition.
This morning I received a d-mail in advance of Dave's post as a courtesy. His comment was to start small. He is wise beyond his years. Perhaps we should consider his council.

Boy..this moves fast..I was still on the other thread....anyway...here is my 2 cents.
I think listening to the folks on the thread, the common denominator is price, subject and location.

The questions would be:
1)Anyone connected with a large hotel organization in suggested locations
to work on a hotel/food/buffet package
2)Approaching an airline with receiving a special group rate under the DG
Group umbrella / other travel discount suggestions?
3) Topics and forums. Since we come from everywhere, interests and gardening techniques are - from everywhere. Main Topics can be something general and appicable to most gardening like Composting and Soils, Propagaton, photography, sustainable alternatives and host of other general topics that most of us are interested in. That is not to say however that specialized topics should be excluded, sometimes these subjects offer others a "rest" during the busy convention.
4) Who presents topics? There is enough talent here at DG that soliciting volunteers should be easy, whether it is or not remains to be seen.
other ideas for speakers: Approach local Arboretums and Botanical gardens

These can be focus items to begin with.

Rj

A small gathering is a RU, not a convention or Expo. Dave deals with thousands of people, so I would imagine his small and our small are two different things. Maybe he meant not to try to go global or something.
Lots and lots of details will have to go into this, and I can imagine that it wont be too small after all. It can't be. You won't be able to get good hotel rates or speakers if you only have a small group. Vendors don't cater to small groups, neither do greenhouses, garden tours, etc.
I have been so impressed with all of the ideas and the fact that you all seem serious and know what your doing. The talent to get this done is here, and that's a blessing. Now is a great time to brainstorm and gather facts together, while we are not having alot a gardening to do. You've all been extremely quite for a few hours now. Hope your just eating supper and thinking:)

time for "Dancing With The Stars"..time out..

Some helpful links
Home and garden Convention info
http://findarticles.com/p/articles/mi_m1365/is_n6_v23/ai_13264924

http://www.catb.org/~esr/writings/sfshows/

http://www.convex.co.jp/eng/conven/index.html

http://www.homeedmag.com/HEM/171.00/jf_art_cnvt.html

http://www.urbanagenda.wayne.edu/pdf_files/convention.pdf

http://www.apexfinder.com/subject/meeting+planning

Convention Software
http://www.123signup.com/corp/products/eventManager.asp?gclid=CLmp7Z3q7I8CFQ66PAodySBzNQ


A footnote for the DFW area. Please keep in mind that Dallas is home to a large retailers market - aka the Dallas Market Center. This is HUGE and usually the big markets are in Spring, Mid Summer and Fall- Hotel rooms are full full full, there are also mini markets in between.

There are several HUGE BIG areas here in Dallas - and way to many hotel rooms. That will not be an issue.

Well, economical hotel rooms might be. I use to go to DFW market

Just for fun... Here is a map showing a 500 mile circle around Bryan, Texas. (As usual, I think it is kinda funny that that 500 circle includes parts of Tennessee, but not all of Texas!) Dallas sounds like a very reasonable place to have at least the first DG'vention, but there are a lot of big cities in that circle. Memphis, for example, is a little more central and might be close enough to drive to for a lot of people that wouldn't drive all the way to Dallas.

This message was edited Nov 20, 2007 9:24 PM

OMG soooo much to read and catch up on.
I have to agree with bronx and drapelady the points he/she is making as guides to getting started and the things to be considered.

Planning is the key to making it successful and Dave is right start small.

Heck everyone is making great suggestions.

I think I am going to have to call my friend in Az as the online women's group I direct had a few "conventions" several years ago and I bet she can give me some tips to help us along too.

so do we have a listing of who is helping with what yet??? or a "leader" other the LouC the instigator..hahahaha

Thanks, Marylyn! I don't know how you did that, but it's just what we needed.

I am currently an associate at the Dallas Market Center and my sister is a full time employee. They have their own travel agency and all the facilities in their records. There are many meeting areas in the Center itself. The next mega-market is in January. Super Market is in June. I work both of them. There are numerous small markets all along. Market hardly makes any impact on Dallas other than the immediate area around the Market Center. Not suggesting we come to Dallas. The information I will be able to obtain will be a ballpark figure for other large cities. Just as a guideline. We will need to be mindful of the transportation available for those that fly in. Dallas does have mass transit but probably not where anyone of us would want to go. There are multiple cities around Dallas of 100,000 to 500,000 that could easily accomodate a convention/conference, whatever. Grapevine, Arlington, Ft. Worth, Plano, Irving, and a dozen more.
This is a metroplex of 3 million people and growing. That being said, until we know how many are interested in even leaving home, we are dead in the water and just conjecturing without enough information.

A head count is good but the date could have an impact on who could attend.
maybe a couple of different dates should be thought of to see what would work for those interested to start.
then after the dates are picked deciding on where to do it. as the date and location have an impact as things progress depending on date location and cost some that want to come may not be able to.

then calling to see what kind of pricing is out there for holding it and motel costs...of course alot of places give discounts for groups/conventions etc.

some vendors travel some don't ...local nursery's would most likely be willing to come and there is always the chance of asking the mail order places we all order from to see if they have anything they could do.

Hey look at the map there I am Tyler...Short stem rose capital with alot of nurseries....*giggling*

This message was edited Nov 20, 2007 11:01 PM

I will be there. I thought this was a thread to get a count.I know absoutly nothing about putting something like this together. Not my talent.

This message was edited Nov 21, 2007 6:53 AM

Things that come to mind for Memphis: Elvis, Missippi, Blues/Jazz, BBQ spring cookoff festival in downtown Memphis, the pyrmiad shaped convention centere there, Nashville 'down the road', Ozarks 'up the road'.

Thanks so much Marylyn for the great map.

I sure from all of the positive responses that their will be enough people that want to go. It will take alot of planning, but I am very encouraged with the people who will take care of the details. I'm sure there will be a brain storming forum as mentioned above, with the planning committee, which seems to be already forming. I have read and listened to their expertise and they know exactly how to get this fantastic gathering in motion. I am too excited. Many thanks to all of the above postings and wonderful ideas and considerations. I look forward to tomorrows post.

Debbie

Just a thought on getting the word out to survey about numbers for a convention, perhaps having a streaming banner some where on the Home page to catch the eyes attention? Or perhaps have an DG email sent to all members? I check my hotmail and always usually see what's going on with the email notifications from DG as well as just logging onto the Home page.

Just a thought in trying to help get the word out and get #s for how many potential attendees.

Another thought if it has not already been mentioned - a state rep for contacting garden centers/vendors, etc. Like I am from NC, you could have 1 or 2 people contact local nurseries in that state. One person take half the state, the other person take the other part of the state and then both could report in as their result findings. Of course, starting with those centers who are DG preferred vendors. Like gardening clubs, aboretums, nurseries, etc to be contacted as potential vendors/contributers. For example, I purchased items from Woodlanders Nurseries because why? they were listed in DG nursery and had a good rating overall. I contacted later in the year to ask some maintanence questions and they were very happy to hear from a customer who's plants are doing well from their nursery. Little did they know I was DGer. The free ad potential/exposure for them would be greatly increased. It's a feather in their cap and a potential vendor for us.

r30



This message was edited Nov 21, 2007 12:55 AM

Excellant r30

I don't get on here enough to read ALL the posts but I vote that McGlory heads it up; she is a sweetheart and would work well with eveyone. She has great organizational skills and will "Get R Done"

This message was edited Nov 21, 2007 6:03 PM