Missouri Basketweavers Guild - Convention Committee Chair Duties at a Glance

Convention Committee Chair Duties at a Glance

Please take a look at the many fun convention Chair jobs and decide where you can help for the next or future conventions. More detailed descriptions of the responsibilities can be found in the MBG Convention Guidelines. (Click here for guidelines).

Convention Chair(s) - Coordinates the planning and execution of the entire convention. Makes decisions in conjunction with the MBG President, and oversees all of the Convention Committee Chairs. Two people can serve as Co-Chairs and share the duties.

Basket Swap – Organizes the display and conducts the swap of baskets (made by those who wish to participate). Submits a list of participants to the Twining Times editor.

Convention Brochure – Coordinates the development and publication of the convention book and packet, including designing and producing the product for the printer. Coordinates with the MBG Membership Chair on the mailing of the convention packet.

Convention Logo Design – Designs the logo to be used for all convention publications and logo wares.

Convention Logo Wares - Coordinates the selection of items to be sold, selection of the supplier and sales price; designs order form for convention packet; receives and processes orders and deliveries; and provides a detailed accounting to the Convention Treasurer.

Convention Treasurer – Handles all monies and financial record keeping for the convention, issues payments to teachers, provides change for the area that require cash, collects all monies from the various Chairs at the end of each day of convention, and provides a final financial report to the Convention Chair.

Scholarship – Coordinates the awarding of scholarships as outlined in the MBG Bylaws. Prepares the certificates and coordinates with the MBG Treasurer to obtain the scholarship checks.

Exhibit – Determines exhibit categories, encourages submissions, displays the baskets and oversees balloting.

Extra Classes Sales – Creates poster of available classes for sale by staff at the Registration table.

First Timers – Creates some type of special recognition of first time attendees to the convention.

Hospitality – Organizes the supplies and food items through donations or purchase. Coordinates the operation of the Hospitality room.

Hotel Accommodations / Banquet – Coordinates with MBG President and Convention Chair to negotiate a contract with a hotel as outlined in the Convention Guidelines, and sees that all necessary information is submitted for the convention packet and welcome packet.

Jury Coordinator – Receives & returns proposed baskets or pictures, schedules time and place for jurying, prepares ballots and method for tabulating, instructs jurors in process of selection, and issues teacher contracts.

Mail-in Registration – Coordinates with Convention Chair on registration form content, receives registrations, confirms membership with Membership Chair, coordinates with Workshop Assignment Chair, provides detailed accounting to Convention Treasurer, and provides information to all chairs needing registration related details.

Market Place – Coordinates the Market Place by issuing information and contracts, receiving signed contracts from sellers, assigning spaces, providing MO sales tax table and information to each seller, and overseeing set up of space.

Name Tags – Prints name tag for each registered student, teacher and vendor; and provides blank name tags for volunteers and visitors.

On-Site Registration – Issues name tags and distributes welcome packet, registers visitors and issues visitor name tag/pass, conducts the sale of open classes, and coordinates with Volunteer Chair to make sure registration table is staffed at all times.

Printing and Publications – Solicits bids from printers, coordinates all items to be printed for convention, and coordinates convention room signs and posters.

Publicity – Coordinates all website, newsletter, and publication articles concerning Convention.

Raffle – Organizes (and if necessary solicits) items for the Raffle by maintaining a list of items and donors, tagging all raffle items, and obtaining all necessary supplies for the raffle room. Ensures all money collected each day is turned over to Convention Treasurer. Draws winning tickets and presents items to winners.

Teacher Liaison – Acts as a point of contact for the teachers by providing information on the number of students assigned and assistance with any issues that arise for teachers.

Teacher/Vendor Reception – Coordinates donations and purchase of food and supplies for the reception to be held the night before the official beginning of the convention.

Vendor Liaison – Provides vendor applications, receives the completed applications, issues vendor contracts and provides vendor packets which includes guidelines, cancellation policies and tax information. Coordinates with Convention Chair on vendor fees, and Hotel Chair and vendors on vending space needs.

Voluntary Donations – Solicits and coordinates donations for the welcome bag, door prizes, and the Raffle.

Volunteer Coordinator – Recruits and organizes volunteers to help during convention, schedules and assigns work duties, and informs Chairmen of their scheduled helpers.

Welcome Bag – Coordinates with Convention Chair on items to be given and packaging method. Coordinates with the Voluntary Donations Chair for items to be used in bags and with the Volunteer Chair for help to assemble the welcome bag.

Workshop Assignments – Assigns classes and notifies students of their class assignments. Receives and organizes materials fee checks from students.

Workshop Room – Creates class signs for each weaving station and ensures trash bags, candy, band-aids, and teacher evaluation forms are at each work station. Coordinates with Hotel Chair on weaving space set up, including workstation assignments. Oversees set-up including water stations, over-all clean-up of weaving room, and break down and storage of MBG property at the end of the convention.

Workshop Schedules – During the jurying process, determines the number of baskets that can be offered and determines the schedule for classes.

Note: Some positions are not offered each year and some of the chair responsibilities can be combined.

Contact or to volunteer.

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