1. District Convention Planning

2. INCLUDED IN THIS PLANNING WORKSHOP
Length of Convention
Quality Speakers
Effective training & workshops
The Bare Bones Agenda
Host Club or Convention Committee
Fall Workshop/Fall Council
Hotel & Food Planning
“To swag or not to swag”
The Convention Matrix
Value for Time & Money
“We’ve always done it this way”
Conclusion/Questions

3. LENGTH OF CONVENTION
24 Hour
1 day
2 day
3 day

4. QUALITY SPEAKERS Refer to your District Budget
Local Speakers from other Non-Profit Organizations
Local Speakers from Colleges or Universities
District Club Members as a Speaker
Speakers who visited a Club Meeting
Community Member
Brain Injury Survivor

5. EFFECTIVE TRAINING & WORKSHOPS
Appointee Workshops
President/President-Elect Workshops
Secretary/Treasurer Workshops
Brain Related Workshop
Pick-Me Up Workshop
Caregiver Workshop
Energetic Workshop

6. BARE BONES CONVENTION AGENDA
Call to Order
Registration Committee Reports
Determination of a Quorum
Acceptance of Registration Report
Acceptance of Convention Rules
Approval of Business Agenda
Approval of Prior Convention Minutes (or report on approval)
New Business
Amendments to Standing Rules
Approval of Budget
Election of Officers
Adjournment

7. HOST CLUB OR CONVENTION COMMITTEE
Location selected by Governor or pre-existing schedule
Volunteers from local club
Amount of work for one club
New club/location each year
Convention Committee
Location selected by Governor, after Committee prepares possible centralized locations
Rotating members each year
Volunteers from up to 4 clubs
Option of multiple years at one convention hotel

8. FALL WORKSHOP/FALL COUNCIL
No Business Conducted
Speakers or Workshop
Brunch or Lunch Provided
Host Club Opportunity
Pick Me Up for Local Community
District Updates
Usually a ½ day long
Fall Council
Business Conducted
Delegates Required
Speakers or Workshop
Brunch or Lunch Provided
Host Club Opportunity
Sometimes a full day or multiple days

9. HOTEL & FOOD PLANNING Size of Group vs. Size of Rooms
Economically priced food options
Hotel vs. Other Venues
Multiple years at same venue?
Don‘t let food costs be over 60% of your registration fee

10. “TO SWAG OR NOT TO SWAG” Bags Snacks Toiletry Items Cups Pens
Tissues/Wipes
T-Shirts

11. THE CONVENTION MATRIX Why Do I Need One? Who updates/fills this out?
What needs to be on it?
Who needs to see it?
When do I start one?
What if I don’t know how to use Microsoft Excel or Google Sheets?

13. VALUE FOR TIME & MONEY Worth their time?
How much of someone’s week or weekend will be spent at or traveling to/from Convention?
Time off work
Time away from Family
Social time
Number of meals provided
Cost of additional supplies
Number of hotel nights required
Travel
Special Project or Donation
Silent Auction
Other meals/beverages

14. “WE’VE ALWAYS DONE IT THAT WAY”
Change is Good
Give Attendees a Variety
Encourage the attendees want to come back next year
Determine the best plan for you and your team to make the best Convention possible.

15. CONCLUSION

16. QUESTIONS?

17. Pilot Club of Lawrence, KS
CONTACT INFO
Mindy Morgan
Pilot Club of Lawrence, KS ©
Cathy Schultz Pilot Club of Denham Springs, MS ©