[Convention] Convention - Decision Needed on Interim Registration Period

[Jim Bosman]

Adcom and Conv Com, please read and comment. This
email involves a decision about a plan to implement an
interim registration period so that we can do some
more recruiting to get people to the convention and
still offer the food. If we are going to move forward
with this we need a decision asap so we can get the
new form generated and send it to the various email
lists. I would like any email announcements about the
interim registration to go out with the full blessings
of and actually on behalf of the Convention Planning
Committee:

1) Food deadline extension possibility

During my first conversation with Devens Conference
Center today, they indicated that since it is going to
be a small order (25-30 covers) they could push back
the deadline on giving them the meals order to Friday,
April 9th. During my second conversation, they
indicated that we could even push it back to
Wednesday, April 21st (basically 10 days before the
convention). 

2) Childcare

Adcom will take responsibility for arranging
professional childcare for the convention. Dan has
posted an email to statecom and adcom lists indicating
that it might be a $360 expense.

3) Modified Interim Registration Form

We can add an interim registration period between now
and some date before the 21st, depending on what works
for people. There would be a special form for it. The
form would be posted on the website for the period
that it is valid, and it would be sent in an email to
various lists including the announcements list.

The form would be like the long Registration Form
except for the following:

A) No Green Hours Discounts Offered

B) No Long Distance Bus Transportation Offered

C) Use the "Full Price" sliding scale from the Late
Registration form.

4) Notification

People would be required to fax the form to Dan's fax
number and also mail their form and payment. In the
email letting people know about the interim
registration we could also ask any folks intending to
register "day of" if they could email or call the
office to let us know so we can get a better picture
of the expected attendance.

5) The "Scrap It and Have a Minimalist Convention"
Scenario

The suggestion that the Devens May 1+2 convention be
scrapped and replaced with a minimalist convention  at
an undetermined date and location to try to save money
needs to be examined thoroughly. A $1500
non-refundable payment has been made to Devens
already, and if we want to notify the entire
membership about the change, it would be a postcard
mailing costing $2000-$3000. There would still be
photocopying and other expenses.

6) Going from a 2-day to a 1-day Convention at Devens
to try to lower the cost

Lynn, the general manager at Devens C.C. was supposed
to get back to me today regarding the possible
scenario of going from a 2-day to a 1-day convention
there. As of 6 p.m. I have not heard from her. I will
call again in the morning.








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