Missouri Basketweavers Guild - Convention Guidelines

Back to Index

MBG Annual Convention Guidelines - August 2005

	GUIDELINES COVER SHEET
	CONVENTION MISSION
	1.	DATE
	2.	SITE
	3.	CONVENTION AND COMMITTEE CHAIRS
	4.	CONVENTION TREASURER
	5.	BUDGET
	6.	CONVENTION THEME AND LOGO
	7.	PUBLICITY
	8.	PRINTING AND PUBLICATIONS
	9.	WORKSHOP PROPOSALS AND TEACHER INFORMATION
	10.	JURY AND WORKSHOP SCHEDULES
	11.	VENDOR CHAIR
	12.	VENDOR SALES
	13.	CONVENTION BROCHURE AND PACKETS
	14.	VOLUNTARY DONATIONS
	15.	ATTENDANCE
	16.	MAIL-IN REGISTRATION
	17.	CANCELLATION POLICY AND RETURNED CHECKS
	18.	WORKSHOP SCHEDULE AND ASSIGNMENTS
	19.	WORKSHOP ROOM
	20.	ON-SITE REGISTRATION
	21.	NAME TAGS
	22.	VISITOR DAY REGISTRATION
	23.	TEACHER AND VENDOR RECEPTION
	24.	FIRST TIMERS’ RECOGNITION
	25.	WELCOME BAG AND PARTICIPANT GIFTS
	26.	ON-SITE CLASS SALES
	27.	CONVENTION LOGO WARES
	28.	VOLUNTEERS
	29.	HOSPITALITY ROOM
	30.	MARKET PLACE SALES
	31.	PATTERN ROOM
	32.	EXHIBIT ROOM
	33.	RAFFLE ROOM
	34.	VOLUNTEER RAFFLE
	35.	BANQUET AND PROGRAM
	36.	SCHOLARSHIPS
	37.	BASKET SWAP
	38.	TRAVELING BASKET
	39.	CONVENTION AND WORKSHOP EVALUATIONS
	40.	CONVENTION MBG ANNUAL BUSINESS MEETING
	41.	SHIPPING
	42.	CONVENTION GUIDELINE AMENDMENTS
	EXHIBIT ITEMS

	Click for printable version of guidelines

Proposed changes to the Convention Guidelines must be submitted to the President.

CONVENTION MISSION
The Missouri Basketweavers Guild’s mission is to perpetuate the art of basketry, to stimulate interest and knowledge in all phases of basketry, and to promote public interest in the historic craft. To fulfill that mission, it is our intention to hold a basketweaving convention each.

1.	DATE
	A.	The date for the annual MBG Convention will officially begin on the first or second Friday of August with participating activities on Friday, Saturday and Sunday. Activities may also be scheduled on Thursday evening.
	B.	The MBG Board will determine dates of convention based on availability of convention hotel facilities.
	C.	A convention timeline document (Exhibit #1) should be established to help aid in the planning of the event.

2.	SITE
	A.	Prospective convention location sites, site specifications, contracts and cost must be submitted to the MBG President by the Convention Chair (or the Hotel Accommodations Chair if there is one) for review and approval at a minimum of three months prior to the current year convention. No contract is to be signed without the approval of the MBG President.
	B.	Hotel/Convention contacts will be limited to only the current convention year. Legal counsel for protection of the MBG interests may review contracts.
	C.	Hotel negotiable and contractual items should include but not be limited to:
			Release of unreserved rooms on a predetermined date. Additional complimentary sleeping and meeting rooms.
	D.	The convention must be held within the state of Missouri. The exact location to be determined by the MBG President and the Convention Chair.
	E.	Site selection is based on adequate space to house the many aspects of the convention. Consideration must be given to the following factors:
			A facility with enough sleeping rooms to accommodate attendees in compliance with the Americans with Disabilities Act of 1990 Affordable room cost for attendees, and adequate convention rooms and amenities Accessibility by automobile, air and other means of transportation Parking Weaving room size Food availability Pattern, Exhibit, Raffle, and Hospitality areas/rooms Vendor sales area/room Business meeting area/room Safety and security
	F.	The Convention Chair (or the Hotel Accommodations Chair) will provide hotel information, travel and transportation information for the Convention Book and later for the Welcome Packet.
	G.	Meal vouchers may be used to guarantee meal participation requirements.
	H.	The Convention Chair (or the Hotel Accommodations Chair) will be responsible to monitor contractual requirements by both the hotel and by the MBG convention.
	I.	The Convention Chair or the Hotel Accommodations Chair will be responsible for reconciling hotel charges with the hotel and submission of related charges to the Convention Treasurer.

3.	CONVENTION AND COMMITTEE CHAIRS
	A.	Any member wishing to serve as Convention Chair should apply to the MBG Board, detailing his/her qualifications. An applicant should have the following qualifications:
		1.	A minimum of one year experience serving as a convention committee with significant responsibility and exposure to the convention process such as Teacher Liaison Chair, Workshop Assignment Chair, Registration Chair.
		2.	Or, at least two years experience serving as chair of any combination of other committees.
		3.	Or, equivalent professional experience including event planning.
	B.	The MBG Board will determine the Convention Chair or Co-Chairs.
	C.	Convention guidelines will be available to all volunteers and chairs. The MBG Secretary, in consultation with the MBG President, Convention Chair and other convention committee chairs will be responsible for updating committee descriptions and responsibilities as necessary. The Convention Chair will provide all committee chairs with a copy of the convention guidelines.
	D.	MBG Board members, Convention Chair and/or Committee Chairs are personally responsible for their own lodging, convention registration, and class and all other expenses. The only exception allowed is for complementary items that may be offered at no expense to the MBG or convention and there is no convention registration fee for the Convention Chair (or Co-Chairs).
	E.	A Time Line will be developed by the Convention Chair to assist in convention planning.
	F.	Committee Chairs are to exercise sound judgment in relation to expenditures to keep costs at a minimum. Any expense over $50.00 requires approval by the Convention Chair.
	G.	All contracts entered in on the behalf of the MBG must have approval of the MBG President, Convention Chair and Convention Treasurer. No one other than the President (or designee) may enter into a contract on behalf of MBG.
	H.	All agreements, changes, cancellations and contractual requests must be confirmed in writing.
	I.	Convention letter head or convention logo will be used for all correspondence (when possible).
	J.	Appreciation for donated items and services must be expressed in written form by individual letter or published in the Twining Times.
	K.	Final receipts for reimbursement of committee expenditures must be submitted within 30 days of the end of the convention. No late submissions will be accepted without prior arrangement with Convention Chair and Convention Treasurer
	L.	The Convention Chair and Convention Treasurer will be responsible for the submission of the treasurer’s report to the MBG Board within 60 days of the convention.
	M.	All reports and written evaluation (Exhibit #2) from each committee chair is to be submitted to the Convention Chair no later than 30 days after the convention ends. Evaluations should include proposed revisions to the convention guidelines, suggestions for improvements, areas of concern and other items pertinent to the committee and convention.
	N.	Suggested convention committee chairs:
			Banquet Decorations and program Basket Swap Convention Brochure Convention Logo Design Convention Logo Wares Convention Treasurer Exhibit Room Extra Classes Sales First Timers Hospitality Hotel Accommodations / Banquet Jury Coordinator Mail-in Registration Market Place Name Tags On-Site Registration Pattern Room Printing and Publications (including proofreading) Publicity Raffle Room Scholarships Student Assignments Teacher/Vendor Reception Vendor Liaison Voluntary Donations Volunteer Coordinator Welcome Bag Workshop Assignments Workshop Room Workshop Schedules *Note: Some chair responsibilities may be combined.*

4.	CONVENTION TREASURER
	A.	Convention Treasurer will establish any/all necessary checking or savings accounts for convention.
	B.	Expenses will be submitted on expense vouchers (Exhibit #3) with receipts attached and signed by the submitter. The Convention Treasurer will number each voucher by year and in order of payment, and will file and retain all vouchers and receipts.
	C.	The Convention Treasurer will be responsible for following Generally Accepted Accounting Principles (GAAP) in all record keeping and in preparing reports. Reports will be prepared monthly and as necessary for convention committee meetings. Copies will be forwarded to the MBG Board Treasurer. The final report, monies and all supporting documentation will be turned over to the MBG Treasurer within 60 days following the convention.
	D.	Reports will be prepared with a breakdown of all cash receipts by function and all cash disbursements by committee and by type of expense.
	E.	The Convention Treasurer is responsible for the record keeping and preparation of all financial reports related to the convention. A Treasurers Report (Exhibit #4) will be submitted to the President and the Convention Chair within 60 days of the convention.
	F.	The Convention Treasurer will issue teacher workshop payments at a predetermined time.
	G.	The Convention Treasurer will receive all monies and related accountings from various chairs during the convention.

5.	BUDGET
	A.	A budget must be presented by the Convention Chair to the MBG President for approval in November prior to the annual convention.
	B.	The MBG Board will have oversight of the convention budget and expenditures.
	C.	The convention cost, with the exception of the printing and mailing of the brochure and associated items, are self-sustaining.
	D.	The budget should be prepared on a break-even projection. The budget should be prepared with significant consideration to the two previous year's attendance and expenses. A Budget worksheet (Exhibit #5) should include but not be limited to the following categories:
			Expenses: Banquet Dinner expenses - both for the participants and subsidy from the Guild (optional) Banquet Program - table decorations, printed program (optional) Exhibit Room and awards expenses (optional) First Timer’s Gift (optional) General Office Supplies Hospitality expenses (optional) Hotel Meal expenses - Cost of meals, printing of meal vouchers (optional) Hotel Space expenses - Banquet, Exhibit Room, Hospitality Room, Meeting Room, On-site Reception Area, Pattern Room, Raffle Room, Special Programs, Teachers/Vendor Reception, Workshops Jurying expenses Mailings and Postage - Cost not associated with the convention brochure packet Miscellaneous Administrative expenses Name tags and holders Pattern Room expenses (optional) Phone Charges Photography Printing and Publication Raffle Room expenses - Tickets, containers Special Program Speaker - if offered Teacher and Vendor Reception Expenses - drinks, food, paper products Teacher’s Payment Traveling Basket expenses - drawing tickets Vendor Bucks expenses (optional) Volunteer Raffle expenses - items and tickets (optional) Welcome Bag and Souvenir Gifts Work Station expenses Income: Logo Ware Sales Market Place Pattern Room (optional) Raffle Room Registration Visitors Day (charge to attend optional)
	E.	Registration fees will be determined from the prepared budget with an estimate of 40% of membership attending. Every effort should be made to keep registration fees at a consistent amount year to year and affordable to MBG members.
	F.	The convention is prohibited from raising funds for the general membership.
	G.	Copies of tax-exempt status forms will be made available to committee chairs.

6.	CONVENTION THEME AND LOGO
	A.	The convention theme and logo should be used for the following:
			Convention Brochure Banquet Program and table decorations Convention Welcome item Convention Logo ware Door signs Letters of appreciation Letters of correspondence Logo ware order form Name tags Raffle pattern book cover Registration forms
	B.	The Convention Logo Chair is responsible for the logo design. Proposals must be submitted to the Convention Chair for approval.

7.	PUBLICITY
	A.	Publicity for the convention should begin one year in advance at the current year's convention. Convention news articles are to appear in each Twining Times edition during the year preceding the convention.
	B.	Basket Bits and other Basket publications should be advised of convention dates and activities on a periodic basis.
	C.	Request MBG Convention information be included in newsletters and other mailings by vendors and other state guilds.
	D.	Convention packet should be posted on the MBG web site.
	E.	Local media (print and broadcast) should be contacted for convention coverage.

8.	PRINTING AND PUBLICATIONS
	A.	Every effort should be made to establish one printing and copy source for convention materials for consistency, and reasonable, competitive prices.
	B.	The Printing and Publications Chair will solicit bids for printing the convention brochure and packet as well as other bulk material needed for the convention. Bids will be submitted for approval to the MBG President and Treasurer, and Convention Chair and Convention Treasurer.
	C.	The Printing and Publications Chair should be the primary (designated) proofreader for all convention materials. An additional proofreader should also be appointed. The proof reader(s) should review all printer materials for content accuracy, consistency, and presentation.
	D.	The Printing and Publication Chair is responsible for coordination of all convention room signs and convention posters needed for the various committees.
	E.	For the protection of the guild and guild members, printed material with names, addresses, MBG exclusive and other sensitive information must contain copyright information (example: “Copyright [year] Missouri Basketweavers Guild”
	F.	The Printing and Publications Chair will work with committee chairs to determine and coordinate printing and proofreading needs.
	G.	The Printing and Publications Chair is responsible for pickup of all signs at the end of the convention.

9.	WORKSHOP PROPOSALS AND TEACHER INFORMATION
	A.	Workshop proposals
		1.	An article (or letter) to prospective teachers and basket submission proposal application (Exhibit #6) for the following year's convention should be printed in the Fall issue of the Twining Times. The application may also be made available at the present convention.
		2.	A letter, teacher application, and MBG membership application may be mailed to potential teachers who are not current members.
		3.	The following points must be included in the article (or letter) and the proposal application.
			a.	All teachers must be a MBG member at the time of submission and at the time of the convention. (Membership checks and applications received with submissions will be forwarded to the MBG Membership Chair.)
			b.	Any basket that was (or will be) taught at any other organized function in the state of Missouri within the year of the convention is not eligible for submission to the MBG convention. For example, if a basket will be taught at any other organized function within the state of Missouri in 2006, that basket is not eligible to be submitted for the MBG 2006 convention.
			c.	Teachers submitting must complete the required information on the application/proposal form for each basket submitted.
			d.	All proposal baskets must be woven by the submitting instructor. No fume causing agents will be allowed in the workshop areas. Water-soluble products only are to be used. Furnishing of all equipment needed (drills, dryers, projectors, etc.) will be the responsibility of the teacher.
			e.	A $5.00 jurying fee to cover return shipping and handling for each basket submitted will be due with proposal submissions. Checks should be made payable to the “MBG Convention.”
			f.	If a teacher has had a basket accepted for teaching at a MBG convention within the last three years, they may submit up to 8 photos of each basket proposed and not be required to submit the actual basket. These photos must be hard copy prints (not electronic files). If photos are submitted, the $5.00 jurying fee will be waived. If teachers require that their photos be returned, they must include a self-addressed envelope with sufficient postage. Teachers will be required to submit an electronic photo of any of their baskets selected for the convention in order for it to be included in the catalog.
		4.	Teachers will be notified of their selection as quickly as possible after jurying occurs. At this time contracts will be mailed to the teacher with a return date stipulated.
		5.	Baskets submitted for potential workshop consideration will be return shipped to the teacher as quickly as possible after jurying occurs.
	B.	Teacher fees
		1.	The instructor will receive $35.00 per hour for each workshop hour with 9 to 12 students, $30.00 per hour for workshops with 6 to 8 students, and $20.00 per hour for workshops with fewer than 6 students. Classes with fewer than 6 students will be subject to cancellation by the Convention Chair.
		2.	The MBG will collect and hold the workshop material fee from each student, on behalf of the instructor (checks made payable to the instructor and post dated for the convention date).
		3.	Student material fee checks and workshop hour fees will be distributed to teachers during the MBG convention by the Convention Treasurer or the Student Assignments Chair.
		4.	The Teacher Liaison Chair or the Registration Chair will provide the Convention Treasurer one week prior to the convention the names of teachers, classes to be taught and the number of hours for each class for the preparation of teacher payments.
	C.	Teachers may sell extra kits, workshop related tools, patterns and/or their books to workshop members at the end of official workshop hours. All sellers are individually responsible for all applicable state and local sales tax.

10.	JURY AND WORKSHOP SCHEDULES
	A.	Five voting members of the Jury Committee will be selected by the Jury Chair in consultation with the Convention Chair. The Jury Chair is not a voting member of the committee for basket selection purposes. Convention committee chairs may be jurors. Members of the jury committee are ultimately responsible to uphold the quality standards for projects taught at the MBG Convention. Names of the jury will not be disclosed to the general membership and teachers. Anonymity will be maintained.
	B.	The Workshop Schedule Chair must be present to ensure appropriate numbers of baskets are selected. (This person is not included in the 5 voting members of the Jury Committee and does not vote on the selection of projects.)
	C.	Workshop evaluations from the previous convention will be considered in teacher and basket selection.
	D.	Previous convention class interest should dictate the number of full (8 hours or more) day or partial day classes. Sunday classes should be limited to 4 hours. Previous year's basket workshop interests should be considered for class numbers, varieties and types.
	E.	Review and judging of baskets by jury members will be conducted based on proposed basket with teacher unrevealed.
	F.	Efforts should be made to select 25% beginner, 50% intermediate and 25% advanced baskets for workshops. Attention should be paid to previous year’s tallies when considering the number of each kind of workshop selected (e.g. willow, Nantucket, oak, etc.) Consideration for selection will be based on:
		1.	The skill and techniques taught in the workshop.
		2.	The quality of workmanship of the basket submitted.
		3.	A variety of skill levels, materials, and techniques to accommodate the various abilities of convention students.
		4.	Requests for the teacher or basket - based on previous convention participation.
		5.	Fair and equitable material cost.
		6.	Proposed basket must be an original design of the submitter or have written permission of the originator.
		7.	Every effort should be made to have teachers selected for their minimum number of workshops.
		8.	All prospective teachers for workshops must be MBG members at the time of submission deadline. Membership checks and applications received with submission will be forwarded to the MBG Membership Chair.
	G.	The Jury Chair will:
		1.	Receive proposed baskets and teacher applications and be responsible for returning all baskets to submitting teachers.
		2.	Prepare jury voting ballots (Exhibit #7a) and have sufficient copies available at the jury session. Instruct jurors in the process and the criteria required for selection.
		3.	Tabulate the results of the voting. (Exhibit #7b)
		4.	Assist the Workshop Schedule Chair in scheduling the selected baskets if necessary.
		5.	Arrange for photography of selected baskets at the time of jurying.
		6.	Prepare and mail the teacher contract.
	H.	Special Programs
		1.	To enhance the learning of convention students, an effort should be made to provide a variety of lectures and demonstrations. These should be selected by the Convention Chair, Teacher Liaison Chair, Workshop Schedule Chair and Jury Chair.
		2.	Instructor/presenters may receive a predetermined fee allocated in the convention budget.
	I.	Teacher Contracts
		1.	Teacher contracts (in duplicate) should be mailed out following jury selection and after pictures have been proofed. Ideally contracts should be returned with the basket submission, if possible.
		2.	Contracts (Exhibit #8) should include:
			a.	Workshops to be taught, date, time, hours and material fee
			b.	Amount paid per hour based on class size
			c.	Class cancellation by MBG policy and class cancellation by teacher policy
			d.	Teacher agreement to teach basket as submitted
			e.	Teacher agreement that MBG will not assume responsibility for injury to persons, and/or loss or theft of property.
			f.	Information on printed pattern requirement for workshop.
			g.	Solicitation for donation of pattern for Convention Workshop Raffle Book
			h.	Emergency procedures that prevent a class to be taught
			i.	Conditions for teachers wishing to enroll as a student
			j.	MBG contact information
		3.	All teachers must sign the contract and return. Teachers are also required to complete and return the convention registration form.

11.	VENDOR CHAIR
	A.	In consultation with the Convention Chair, the Vendor Chair will determine any fees for vending and whether vending will be conducted from sleeping room or a centralized location.
	B.	The Vendor Chair will be responsible for providing vendor packets and contract to MBG members interested in vending at the convention. Vendor applications will be published in the fall edition of the Twining Times (Exhibit #9).
	C.	The Vendor Chair will consult with the Convention Chair to determine the number and selection of vendors for the convention. The Vendor Chair will provide Vendors guidelines and contracts (Exhibit #10) including cancellation policy.
	D.	Only basket related items are to be sold by the Vendors.
	E.	The Vendor will be responsible for providing contracts to the Vendors. The Vendor Chair, in consultation with the Convention Chair, will determine the number of vendors that the registration for the convention can support.
	F.	The Vendor Chair will supply sales tax tables to vendors.
	G.	The Vendor Chair will coordinate with Printing and Publications Chair for any signs.
	H.	Vendors wishing to enroll in workshop classes must pay the full convention registration fee plus any applicable extra hour fees if there is no Vendor fee. If there is a Vendor fee, convention registration will be half price.
	I.	All Vendor cancellations must be in writing to the Vendor Liaison Chair. It is the vendor's responsibility to cancel hotel arrangements. Any vendor fee or vendor registration fee collected will be refunded up to 45 days before the convention begins.

12.	VENDOR SALES
	A.	All vendors are individually responsible for all applicable state and local sales tax. Sales should be based on retail prices, with convention specials allowed.
	B.	All items for sale should be basket related.
	C.	Vendor Sales Area
		1.	If vending from sleeping rooms, vending space is on a first come, first served basis through registration with the contract convention center/hotel. If vending from a central area, the Vendor Liaison will determine the layout of the area.
		2.	Vendors must be open during the visitor's day hours of the convention.
		3.	The Convention Chair and Vendor Liaison will determine vendor hours of operation.
		4.	Vendor shops will be closed during Market Place and the MBG business meeting.
		5.	Vendors at the convention are required to be MBG members.
	D.	Vendor Bucks [Optional]
		1.	Vendor bucks may be provided to registered attendees to stimulate vendor sales.
		2.	Vendor bucks may only be redeemed from registered vendors. They may not be redeemed at Market Place.
		3.	The number and amount of vendor bucks will be determined by the Convention Chair.
		4.	Vendor bucks will be included in the MBG convention budget.
		5.	Vendor bucks need to indicate valid redemption dates and should not be good on Sunday to permit the vendors time to receive reimbursements while still at the convention.
		6.	Vendors will exchange vendor bucks for payment from the MBG Convention Treasurer on Sunday of the convention at a predetermined time. If payment is needed earlier, arrangement should be made with the MBG Convention Treasurer.
		7.	The Vendor Liaison Chair will convey the procedures for receiving and redeeming Vendor Bucks to the Vendors.

13.	CONVENTION BROCHURE AND PACKET
	A.	Packet should contain:
			Convention schedule of events Workshops offered including a color picture of each basket, size, description, material/preparation fee, teacher's name, day and time of workshop Teacher Biographies Registration information, including costs, payment instructions, returned check fee and cancellation policies, contact information, and deadlines, Convention registration form (Exhibit #11) must provide entry for the following information: Member name, address, phone number, and e-mail address Requested classes Special accommodations needs Banquet dinner and other meal purchase, if applicable Basket Swap participation Market Place participation First Time Attendee indicator Requests for volunteer help and donations to be used as door prizes and raffle items Returned check fee policy Hotel and accommodations information Transportation information Pattern room registration form and information if applicable Market Place registration information Committee chairs and names Convention Logo ware order form Checklist for Registration
	B.	The cost of printing the convention brochure and related forms and the mailing of the Convention Packet will be paid by the MBG general treasury.
	C.	The Convention Brochure Chair will coordinate with the Convention Chair, the Mail-in Registration Chair and the Workshop Assignment Chair on the design development and publication of the Convention Packet.
	D.	The Convention Packet must be proofed prior to release to the printer to ensure accuracy. A proof copy from the printer must be reviewed before printing the complete order.
	E.	All costs for producing and mailing the Convention Packet will be paid by the MBG Treasury.
	F.	To ensure prompt delivery, first class mail delivery will be used.

14.	VOLUNTARY DONATIONS
	A.	The MBG, under the state of Missouri, is classified as a “Not for profit educational organization.” Therefore, donations made to the organization are not tax deductible as charitable contributions. However, it may be emphasized that donations are advertisements for businesses, tokens of good will and promote interest in the craft of basket weaving.
	B.	A list of donations and donors will appear in the first "Twining Times" issue following the convention.
	C.	The Voluntary Donations Chair will be responsible for solicitation all items and services suitable for Welcome Gifts, Raffle Room, and other areas where donations would be appropriate. A request letter may be mailed or e-mailed (Exhibit #12a, Exhibit #12b).
	D.	Donated items received should be tagged with donor’s name, and should specify the intended category (Raffle Room, Welcome Bag gift, etc.)

15.	ATTENDANCE
	A.	Only MBG members can register to attend the convention and only convention registered members can participate in convention activities. The exception to this is Visitor Day.
	B.	MBG membership is required for all registered attendees, Vendors and Teachers.
	C.	MBG Convention name tags are to be worn at all times for admittance to convention activities.
	D.	The MBG convention is a non-smoking convention.
	E.	The MBG convention is for adults (18 or older).
	F.	Non-members and members who are not registered at the convention may attend during "Visitor's Day." A visitor fee may be charged.

16.	MAIL-IN REGISTRATION
	A.	The Mail-in Registration Chair must coordinate with the MBG Membership Chair to ensure all registrants are members.
	B.	The Convention Chair and Mail-in Registration Chair should establish a cut off date at least 30 days prior to convention. After this date no registrations should be accepted and no refunds allowed, except for special circumstances as the Convention Chair and Mail-in Registration Chair determine.
	C.	The Mail-in Registration Chair will work with the Workshop Assignment Chair and MBG Convention Treasurer to develop the procedure for handling received convention forms and monies.
	D.	The Mail-in Registration Chair will provide information to the respective chairs needing information from the registration form.
	E.	MBG contact information
		1.	Original copy of registration form to Workshop Assignment Chair.
		2.	Attendee names to On-Site Registration Chair, Name Tag Chair, Scholarship Chair, Convention Chair and Convention Treasurer.
		3.	First Timer names to First Timers Chair (if needed).
		4.	Attendee count to Welcome Bag Chair, Hotel Accommodations Chair and Hospitality Chair.
		5.	Names of member interested in a Market Place space to the Market Place Chair.
		6.	Members willing to volunteer time at the convention to the Volunteer Chair
		7.	Banquet attendees to the Banquet Chair, Hotel Accommodations Chair and (if applicable) Name Tag Chair.
		8.	Names of members interested in the Basket Swap to the Basket Swap Chair.
		9.	Names of members interested in providing donations to the Voluntary Donations Chair.
	F.	Convention registration fees must be forwarded to the Convention Treasurer with an accounting of the monies received.
	G.	Teachers who wish to enroll as a student must pay one-half of the current convention registration fee, the material fees for the workshop selected and any applicable extra hour fees.
	H.	Vendors wishing to enroll in workshop classes must pay the full convention registration fee plus any applicable extra hour fees if there is no Vendor Fee. If there is a Vendor Fee, convention registration will be one-half of the current registration fee.
	I.	MBG membership information and fees received will be forwarded to MBG Membership Chair and MBG Treasurer.
	J.	Address change information received will be forwarded to the MBG Membership Chair.

17.	CANCELLATION POLICY AND RETURNED CHECKS
	A.	The cancellation policy will apply to all registrants (including teachers and vendors).
	B.	All cancellations must be in writing to the Mail-in Registration Chair.
	C.	The cut off date for refunds is 30 days before convention begins (no refunds after that date except in extreme emergencies as determined by the Convention Chair).
	D.	A processing fee of $25.00 will be deducted from registration refunds.
	E.	The cutoff date for workshop material fee refunds is approximately 21 days before convention begins. After that time workshop material fee refunds will be at the discretion of the teacher.
	F.	Teacher cancellations are to be addressed in the teachers' contract.
	G.	All Vendor cancellations-must be in writing to the Vendor Liaison Chair. It is the vendor's responsibility to cancel hotel arrangements. Any vendor or vendor registration fees collected will be refunded up to 45 days before the convention begins.
	H.	A processing fee of $35.00 will be assessed for all checks returned from financial institutions for insufficient funds. MBG membership may be permanently revoked for failure to make settlement of returned checks and/or processing fees. Money orders should be required to settle bad debts.

18.	WORKSHOP SCHEDULE AND ASSIGNMENTS
	A.	In general, there will be a maximum of 12 students in each workshop. Teachers can specify the maximum number of students they can accommodate in a class.
	B.	From registration forms postmarked on or before the registration due date (known as first day registrations), workshop assignments will be done on a random basis, which each student assigned their first workshop. When all first day registration participants have been assigned one workshop, the second workshop assignments will be done on a second random basis, and if space is available, third workshops assigned to those wishing a third workshop, etc.
	C.	Late Registrations will be assigned classes in the same random manner after all on-time registrations are completed.
	D.	Workshops that have fewer than five (5) registrants are subject to cancellation. This determination will be made by Convention Chair, Teacher Liaison Chair, and Workshop Assignment Chair. Small size classes should be canceled before any workshop assignment letters go out to students.
	E.	Teachers will be notified of class sizes below 6 number of students and determinations made if teacher still willing to hold the class.
	F.	Notification of workshop assignments and deadlines for payment of material/preparation fees will be sent to all participants. These should be proofread to ensure that teacher and fee information are correct.
	G.	Workshop fees must be received by the stated date on the workshop confirmation letter or the registrant may forfeit that workshop.
	H.	A list of available workshops and procedures for requesting available workshops may be sent to registrants with the workshop conformation letter. Available workshops can also be posted on the web site. Priority consideration will be given registrants with less than 12 assigned workshop hours.
	I.	General convention registration includes up to 14 workshop hours. Extra class hours will be assessed at $2.50 an hour and forwarded to the Convention Treasurer with an accounting of the monies received for extra hour fees.
	J.	Teacher’s material fee checks will be organized by class and teacher and forwarded to the Convention Treasurer for distribution to the respective teachers at the convention. Teachers will receive a roster of registered students for their classes with their material fees checks.

19.	WORKSHOP ROOM
	A.	Teachers and students will be provided workstation locations at time of on-site registration.
	B.	The Workroom Chair will work with the Hotel Accommodation Chair and Workshop Assignment Chair for weaving room set up and design. The Workshop Room Chair should design the layout of the weaving stations and should assign classes to workstations with space considerations for basket construction needs (i.e. basket size, electrical needs, etc.).
	C.	The Workshop Room Chair is responsible for retrieval and storage of workshop room convention materials and ensuring the following items are available at each workstation:
			Trash bags Teacher Class Signs Candy (optional) Band-Aids Blank Class/Teacher Evaluations
	D.	Water containers should be refreshed prior to each workshop session. Empty water containers should be provided for dirty water. This will be coordinated with hotel staff.
	E.	If possible, an open weave area for those who wishing to weave when not in a class.
	F.	The Workshop Room Chair is responsible for overseeing cleanliness of the workshop area and final break down of the workshop areas.

20.	ON-SITE REGISTRATION
	A.	On-site Registration Chair will coordinate the Registration desk at the convention. On-site registration consists of:
			Verifying convention registrants. (Mail-in Registration Chair will provide listing of participants.) Issuing name tags to convention participants and visitors. (Name tags are required at all times for security reasons.) Distributing the materials fee checks and class roster, along with the class hour payment checks should be provided to the teachers at this time. Distributing Welcome Bags. Distributing any other materials that may be provided. Assisting in the Extra Workshop Sales if needed. Selling Visitor Passes and be responsible for monies collected, if applicable. Selling additional Banquet or lunch meals if applicable. Providing attendees convention information as needed.
	B.	If someone wishes to join the convention, they may do so on-site provided they are a MBG member and pay the convention registration fee.
	C.	All monies and accounting will be turned over to the Convention Treasurer at the close of every session. Envelopes will be provided to organize all payments at the Registration desk. The On-site Registration Chair is responsible to ensure the recording of all income in a method to provide accountability for all money received.
	D.	Checks are to be made payable to the “MBG Convention” and the reason for the payment annotated on the memo line or the front of the envelope. Each individual cash payment should be placed in a separate envelope and the front annotated with the payee name and reason for payment.
	E.	The On-site Registration Chair will coordinate with the Volunteer Chair for staffing for the On-Site registration area.

21.	NAME TAGS
	A.	Name tags will be provided to every convention attendee including participants, teachers, vendors, and visitors.
	B.	Name tags should include the participant’s name, attendance status (i. e. attendee, teacher, vendor, visitor, MBG Board member, MBG convention committee chairs, First timer, etc.) and should be proofread. The convention schedule may be printed on the back of the name tag or included in the name tag packet.

MBG Annual Convention Guidelines - August 2005

Table of Contents