HOSTING THE ANNUAL CONFERENCE OF THE ILLINOIS USBC BA

1.         DATE SELECTION:  We prefer  the third weekend of October, but the fourth would be acceptable.

2.         HOTEL OR MOTEL:  Select one that is suitable for accomodations and easily reached for the people arriving from areas outside of your city.

                        a.         Meeting room for IUSBC BA committees Friday evening, starting 6:00 pm, for 8-15 people.

                        b.         Room for IUSBC BA board breakfast, Saturday 8:00 – 9:00 am (60-75 people).

                        c.         Room for IUSBC Board of Directors, Saturday, 9:10 am, for 35-45 people, auditorium style.

                        d.         Room for Council of Delegates, Sat.,10:15am-Noon, 90-120 people, auditorium style.

                        e.         Room for a workshop, Sunday 9:00 – 11:30 am., 90-120 people, auditorium style.

                        f.          Facilities on site for a cashbar cocktail hour on Saturday starting at 5:00 pm.

                        g.         Facilities on site to for a dinner for 250-350 people, starting at 6:30 pm

                        h.         Able to block out rooms for Friday, 40-50 rooms at special rate, if possible.

                        i.          Able to block out rooms for Saturday, 75-90 rooms at special rate, if possible.

                        j.          Provide a complimentary room, each, for Friday and Saturday for the IUSBC BA President

                                    and Association Manager, if possible.  Note:  with the large number of rooms used

                                    that weekend, should be no problem getting the gratis rooms.

k.            Obtain the room block on a per room basis, not person, as less expensive.

l.              The local association will receive the reservation form from ONLY LOCAL BOWLING ASSOCIATIONS.  THE IUSBC BA HANDLES ALL OF THE OTHER RESERVATIONS.

m.           Dinner seating arrangements. Tables for current and those to be inducted that evening are to be placed nearest the speaker’s table.  The IUSBC Association Manager will furnish the seating arrangement, using the IUSBC list and that provided IUSBC by the local association. The number of attendees sent to the local association should be sent to the IUSBC Association Manager, almost daily, starting the Monday before the Saturday dinner.

n.            Reserved tables.  A table can be reserved for groups of eight or ten, based on what the hotel uses. The local association provides the number, to IUSBC.

o.            VERY IMPORTANT REMINDER.  DON’T PANIC ABOUT YOUR NUMBERS RECEIVED, AS MOST ASSOCIATIONS HESTITATE AND DON’T SEND INTHEIR RESERVATIONS UNTIL ABOUT TEN DAYS BEFORE THE DINNER DATE.

p.            The IUSBC BA Association Manager will print the Hall of Fame dinner tickets.

q.            The IUSBC BA Association Manager will print the program (unless the Association wishes to do this).  If the local does the program, The Hall of Fame brochure for placement in the printed program will be handled by the IUSBC BA.

r.             The speakers table should have a microphone/wireless portable. Seating: Local association president, master of ceremonies, preacher, IUSBC BA President, IUSBC BA Association Manager, local city official, and wives, if applicable.

s.             The IUSBC BA Association Manager will conduct the roll call introductions for the current Hall of Fame members present.  Since seats are assigned, Hall of Fame members seated at their table will be introduced, and asked to say a few words, in place, until all of them have been introduced.

t.              The Master of Ceremonies or the President of the IUSBC BA conducts the Hall of Fame induction ceremony.  The local association selects the Master of Ceremonies.

u.            Have chairs available (for the number of new inductees), which will be placed in front of the speakers table when the ceremony begins.  After each inductee is honored and makes their short speech, the person leaves the podium and takes a seat in front.

3.         BOWLING:  Select a bowling establishment for the tournament, on Saturday, to accommodate 80-100 bowlers.  One shift of bowling, on Saturday, to start at approximately 1:00 pm.  Suggest that if have ample number of lanes available. Schedule four bowlers to a pair of lanes.  This will result in the singles being completed in about an hour.  This will provide the bowlers more time to prepare for the Saturday evening activities. Inasmuch as the majority of the bowlers names will be known in advance, the association should post a print on Friday evening, near where people check in, or at the Council of Delegates meeting, showing bowlers name, average and lane assignment.   This will help the association in that the bowlers will report to their lanes at the bowling center—no need to check in.  Also, it would help if the bowling center can pre-enter the names into their computers, so that when time to start arrives, that would be it.   There will still be a few add-ons, but these should be minor, and easily handled. 

            MEMORIAL SERVICE.  Suggest the use of a tape or cd of a favorite gospel song, such as You’ll Never Walk Alone or Amazing Grace, etc., and the music to be non-vocal, so the music can be set on low volume, while the person handling the service can speak over the music, being played.

4.         BOWLING TOURNAMENT:  The entry fee for this tournament shall be the cost of the lineage, plus five dollars ($5.00) for a prize list.  The local association has the option to provide scorekeepers at no cost, or have the bowlers record the scores on the recap sheets. 

TROPHY:  The local association provides both the scratch and handicap trophy or plaque.  A person
            cannot win both.  Usually the center hosting the tournament provides this, at no cost.

5.         MEAL COST:  The people like a good meal, and served hot. What has come into favor lately, has been a dual entre’ meal.This would take care of most people, and if one didn’t like one type of entre’ they could switch with someone else. Keep in mind that a number of the guests can’t eat ham or pork.  The fancy vegetables (cauliflower, squash, etc.) do not usually meet favor with the majority, though they look nice on the plate.  Try to obtain a dessert.  Try to obtain the lowest price possible for the selections available.

The IUSBC BA will pay the local association 20% of the actual dinner meal cost, including tax and tip, to keep the dinner ticket price as low as possible. 

6.         The IUSBC BA pays for the following Hall of Fame dinner tickets:

            Two tickets maximum to the following:

                        Current and new inductees of the Illinois Bowling Hall of Fame

                        Current IUSBC board of directors and active volunteers of the IUSBC BA.

                        Guests as authorized by the IUSBC BA Association Manager

                        Illinois USBCWBA BA  President

                        Illinois USBCWBA BA Association Manager

                                    From the Local Association,  the following people, if applicable:

                                    Master of ceremonies

                                    Preacher

                                    Local dignitary, such as Mayor, etc.

                                    Association President

                                    Association Manager

7.         IUSBC BA board breakfast.  Invited are the IUSBC board members, active volunteers of the IUSBC BA, wife and/or ladyfriend, and the president and association manager of the local association hosting the conference.  Also, other IUBC BA invited guests, as authorized by the IUSBC BA Association Manager.

8.         MAILING:  The IUSBC mails the literature on the conference.  Initially, the local association is provided a work copy of the proposed activities for the weekend. They in turn make the necessary changes, as to where, times and costs and return this to the IUSBC BA.  The finished product is then mailed by the IUSBC BA, along with any other materials.  The mailing is done the latter part of August or first week of September.  Earlier than that, the mailing gets lost in the shuffle.

                        a. The letters are sent to each Illinois local association’s Association Manager.

                        b. The IUSBC BA board of directors/active volunteers, Hall of Fame members and IUSBC guests.

9.         Suggest your deadline for making of motel reservations, the dinner and bowling, be about one week prior to the event.  Cutting it off sooner creates scheduling problems greater than would be by a week's time limit.   You can keep track of the hotel reservations, or have the hotel handle the reservations.

10.       Set up a procedure as to how the people will receive their Hall of Fame tickets. Suggest that they be handed out at the Local Association registration desk at the hotel.

11.       HOSPITALITY ROOM: This function and how they provide the items and staff it, is left to the desires of the local association.  The IUSBC BA provides the local association the sum of $100 towards whatever use they desire. Most associations have the foodstuffs donated by board members wives, etc., and most associations check with beer distributors, liquor stores, etc., for donations of these items.  It has become somewhat of a norm that foodstuffs be available in the hospitality room on Friday, as committee meetings occur that day and some don’t have time to go out to eat.  The same rationale for Sunday, but usually donuts and whatever is left over from Friday and Saturday, for the group after the workshop session.  If  

they have to purchase the bar items, check around to get the lowest prices. The associations usually conduct 50/50 raffles to help offset their expenses, which generally provides more than enough funds. Hours of operation is optional with the association.  It is suggested the room be opened no later than 4:00 pm on Friday, and close around 11:30 pm.  Saturday, anytime but close it about 4:00 pm.  If you want to open it after the Hall of Fame dinner, that is your choice.  On Sunday, usually open up at 7:30 am and closes shortly after the Sunday meeting concluded, around noon, and stays open until about 1:00 pm. Ladies mostly, use the hospitality room on Sunday, while the men are at the workshop session.

12.       REGISTRATION:  Have the local association people man the registration area at the hotel on Friday

afternoon, 4:00 – 8:00 pm.  On Saturday, around 9:00 – 10:00 am.

13.          NEWSPAPER/TV/RADIO:  Try to obtain some news coverage for the Hall of Fame event.

14.          Try to have the master of ceremonies meet with the IUSBC BA Association Manager on Saturday to answer any concerns regarding the dinner that evening.  The IUSBC BA president should also be present.

15.          LADIES:  It used to be that the ladies wanted something to do on Saturday, while the people are at their meetings, but this has sort of died out.   Have information on hand for those who want to go somewhere.

16.          PRIZE MONEY:  The prize money paid to the winning scores of the bowling tournament is handled at the conclusion of the Sunday workshop meeting.  This is handled by the local  association people.  One important item---if someone is not present to receive their prize money, and it is given to someone to give to them, be certain that you record the name of the person you gave the money.  We have had instances, years ago, that the money never reached the right person's hands.

18.       The IUSBC BA will pay the local association the fees due them, after the Sunday workshop meeting.

            THE MOST IMPORTANT ITEM TO REMEMBER REGARDING THE WEEKEND-----DO NOT TRY TO
            DO EVERYTHING YOURSELF.   USE YOUR ASSOCIATION PEOPLE AND ANYONE ELSE WHO YOU
            CAN TRUST TO BE RELIABLE HELP.  YOUR JOB IS ALSO TO DELEGATE THE JOBS TO PEOPLE
            YOU KNOW  WILL GET THE JOB DONE.

            IF YOU HAVE ANY QUESTIONS OR DOUBTS, CONTACT THE IUSBC BA ASSOCIATION MANAGER.

            Repectfully,

            Wm. G. Chestnut
            IUSBC BA Association Manager

            As of October, 2010