TWS Convention Steering Committee
Charter

I. Committee Purpose

• 1.   select a Chapter from among those who want to host a convention,
• 2.   utilize the experience of Steering Committee members to provide guidance to the Host Chapter as required (thus eliminating the need for a chapter to reinvent the convention wheel every two years),
• 3.   coordinate TWS’s financial responsibility for the convention,
• 4.   fulfill the role of convention host in the event that no Chapter volunteers for the job.

II. Primary and Ancillary Committee Members

• 1.   The Primary Committee is comprised of volunteer TWS members who have previously organized at least one TWS convention. Current Committee members are Elin Woodger (chair), Elliott Milstein, Jean Tillson, and Kris Fowler.
  • a.   There may be no more than five Committee members at any time; members who have served the longest will rotate off the Committee as new members are added.
• 2.   Primary Committee members will approve future convention sites according to the guidelines set out in the sections below.
• 3.   Each Primary Committee member will act as TWS Convention Facilitator (see Section III, no. 4) on a rotation basis that will continue with the addition of future Committee members.
• 4.   Ancillary Committee members will consist of the TWS President, who will be responsible for signing all convention-related contracts (or approving a designated signer, as recommended by the TWS Convention Facilitator); and the TWS Treasurer, who will manage the Society’s Convention Fund and approve and sign all checks for convention-related expenses. (See Section VI, Financial Oversight.)

III. Committee and Chapter Responsibilities

• 1.   The Primary Committee will entertain bids from Chapters interested in hosting a convention, as per Section IV, Convention Bid Requirements.
• 2.   The Committee will choose a winning bid according to the criteria set out in Section V, Selection Criteria and Deadlines.
• 3.   The Committee will create (and modify as necessary) a convention-planning checklist, which will be made available to all chapters requesting it.
• 4.   The TWS Convention Facilitator will have the following responsibilities:
  • a.   The Convention Facilitator will liaise with the Chapter’s convention coordinator (see Section IV, no. 2) to discuss plans for the convention and to agree on a budget for it. Additional guidance will be provided to the convention coordinator as required.
  • b.   The Convention Facilitator will examine and approve contracts with hotels or other bodies providing convention services; contracts can only be signed by the President of TWS (or the Host Chapter’s convention coordinator, if approved to do so).
  • c.   The Convention Facilitator will monitor and advise on convention planning and expenses but will not interfere in a Chapter’s plans unless it involves an expense the Facilitator feels is unaffordable or if local planning falters—that is, if planners fall seriously behind schedule, neglect important areas, get struck by lightning, etc. (See also Section VI, Financial Oversight.)
  • d.   The Convention Facilitator will consult with the other Primary Committee members, as appropriate, on actions to take if and when any difficulties arise.
• 5.   The Host Chapter will agree to work with the TWS Convention Facilitator to ensure that TWS standards and financial responsibilities are observed. If, however, the Chapter feels the Convention Facilitator is being unreasonable in any way, the group can appeal to the TWS President, who will act as mediator and determine whether another Facilitator is needed.
• 6.   Convention coordinators must supply to the CSC data regarding the planning, organization, and administration of their conventions. This should include such details as fees charged, expenses, “goodies,” timetables, numbers of participants, final costs (divided by event), problems in planning, and so on. From this information, the CSC will maintain a convention database and supply the relevant figures to the organizers of subsequent conventions, along with suggested guidelines for planning that are maintained and updated by the CSC.

IV. Convention Bid Requirements

• 1.   Chapter information. How long has the Chapter been in existence? How many members does it have? How often do they meet? What other projects has the Chapter successfully organized? Are the majority of members in favor of the Chapter’s hosting a convention?
• 2.   Convention coordinator. Who will be the Chapter’s convention coordinator? What position (if any) does he or she hold within the Chapter? Has he or she attended other TWS conventions? Does he or she have any experience in organizing a major event? (Note: Such experience is not essential but obviously would be useful.) Will there be a backup coordinator, and if so, who will it be?
• 3.   Venue information. City information (distance from a major airport, types and quality of public transportation, tourist attractions, etc.), and hotel information (room rates, amenities, nearby restaurants, etc.). Also, information on alternative lodging options (this usually means less-expensive hotels or B&Bs, but in certain circumstances it could mean more posh ones).
• 4.   Convention information. Proposed dates and activities (cricket match? bus tour to nearby site of interest? nude sword-fighting exhibition?). The Chapter should also review the selection criteria outlined in the next section as guidance for the best way to “sell” its bid.

V. Selection Criteria and Deadlines

• 1.   The Committee will consider the following factors in selecting a winning convention bid:
  • a.   Chapter enthusiasm and ability. The Chapter as a whole—not just one or two members—must be willing and able to devote the necessary time and energy to making the convention work. It is essential that the designated convention coordinator have the appropriate backup and support from Chapter members.
  • b.   The proposed location. The location must be viable as a venue in its own right, but also preferably not in the same region of the country as the most recent convention (in order to spread the travel burden around). Also, a place where we’ve never held a convention before would, all other things being equal, be given preference over a place we’ve already visited.
  • c.   Chapter experience. Chapters who have not hosted before, if they are capable of handling the job (and, again, all other things being equal), will be given preference over those who have already had a turn.
• 2.   Deadlines for bid submission and consideration:
  • a.   Chapters wanting to host a convention must submit their bids to the Committee Chair at least nine months before the next planned convention. For example, Chapters wanting to host the 2013 convention will need to submit their bids by January 14, 2011 (because the 2011 convention starts on October 14).
  • b.   The Committee will notify bidding Chapters whether their bids have been successful at least six months before the next planned convention. For example, Chapters wanting to host the 2013 convention will be notified by April 14, 2011.
  • c.   If the Committee receives no satisfactory bids by the nine-month deadline, they will use that nine months to either (1) persuade a likely Chapter into making a bid, or (2) make their own convention plans—that is, pick a suitable site, recruit volunteer helpers as appropriate, and carry out planning according to TWS standards.

VI. Financial Oversight

• 1.   The TWS bank account will be used for conventions. This frees the host chapter from the responsibility of opening their own convention bank account and from the anxiety of financial commitment.
• 2.   Convention planners will NOT have the authority to write checks on the TWS account—they will submit bills and receipts to the TWS Treasurer for checks, with copies to the TWS Convention Facilitator.
• 3.   With the cooperation of the Chapter’s convention coordinator, the TWS Convention Facilitator will monitor the Chapter’s budget and outlays and intervene as necessary to ensure that no unnecessary purchases or excessive expenditures are made by the Chapter. (The Steering Committee will draw upon its knowledge of past convention budgets to provide necessary financial information and guidance to the Chapter.) The Chapter may request extra monies from the Convention Reserve Fund according to the guidelines in Section VII.
• 4.   As previously noted, all convention-related contracts are to be signed by the TWS President as the official Society representative. Alternatively, the TWS Convention Facilitator may recommend a reliable individual in the Host Chapter to sign contracts, with the written approval of the TWS President.

VII. Convention Reserve Fund (CRF)

• 1.   The Wodehouse Society Convention Reserve Fund (CRF) is primarily intended for the use of convention planners according to the following criteria:
  • a.   To lend the Chapter sufficient funds to meet up-front, start-up convention costs, with the understanding that the money will be repaid in due course.
  • b.   To cover any expenses should a convention end up in deficit.
  • c.   To provide “extras” for the convention that will enable planners to keep fees down as much as possible or allow for a special event.
• 2.   The amount in the Fund available for convention extras will depend on how much surplus there is in the CRF. The hosting Chapter may request and receive anything above the required retained balance, which is currently set at $5,000. The target amount in the CRF will be reviewed by the Board periodically so that it is of appropriate size to serve purposes VII. 1.a. and b., above, and yet not conflict with TWS’s not-for-profit status.
• 3.   Convention organizers will consult with the Convention Facilitator to determine what funds are necessary for start-up costs and what funds are available for extras. A formal request for approval of the expenditures will then be made to the Committee.
• 4.   Monies for the CRF are to be raised through such measures as convention raffles, rummage sales, and silent auctions, as well as any other means the organizers might devise, within the confines of the law. As excess monies in the Convention Fund can be used for discretionary convention extras, it is in the best interests of the next convention organizers to oversee fund-raising at the current convention. Thus:
  • a.   The future convention’s coordinator (hereafter called Ukridge) or his/her designee will assume responsibility for all fund-raising measures at the current convention, including acquiring items to be sold, raffled, or auctioned.
  • b.   Ukridge will also be responsible for publicizing fund-raising activities, as necessary. This can be done (if desirable) in tandem with other convention publicity organized by the current convention’s coordinator (hereafter called Baxter).
  • c.   Baxter will work with Ukridge to provide staffing, tables, and other needs to assist with fund-raising.
  • d.   The Convention Facilitator will answer questions, provide contact information for possible donors, and offer ideas for fund-raising, all as needed. The Facilitator will also provide necessary arbitration or guidance to resolve any difficulties or confusion that may arise concerning Baxter’s and Ukridge’s roles and responsibilities.

  Amended December 31, 2009; approved January 5, 2010