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 our needs, and easily reached for the people arriving from
                                                    areas outside of your city.

                        a.         Meeting room for IUSBC BA committee meetings on Friday evening (6:00 – 10:00 pm).
                                   (attendance 8-15 people)

                        b.         Room for an IUSBC BA board breakfast, Saturday 8:00 – 9:00 am (65-75 people).

                        c.         Meeting room for the IUSBC Board of Directors meeting on Saturday, 9:10—10:30 a
                                    (attendance 35-45 people - auditorium style seating)

                        d.         Meeting room for the Council of Delegates meeting, Saturday 10:45 am –1:00 pm
                                    (attendance 90-120 persons - auditorium style seating)

                        e.         Meeting room for a workshop, Sunday 9:00 – 11:30 am.
                                    (attendance 90-120 persons - auditorium style seating)

                        f.          Facilities on site for a cashbar cocktail hour on Saturday starting at 6:00 pm.

                        g.         Facilities on site to for a dinner for 250-350 people, starting at 7:00 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 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.                    Seating arrangements for the dinner.  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 needed for the Hall of Fame members and guests.   Also, the local association, as they receive reservations from the local associations, and they have the required number to reserve a table, they should notify the IUSBC BA Associaiton Manager of this figure.

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

n.                 The IUSBC BA Association Manager will print the program (unless the Association wishes to do this)The Hall of Fame brochure for placement in the printed program, and/or as a addition, will be handled by the IUSBC BA Association Manager.

o.         For the portion of the program when the current Hall of Fame members are introduced, they will be asked to gather in the hallway.  They would be in order of induction, and as each name is called, that person would walk in, and go back to their table.  After all have been introduced, the induction of the new inductees will start.  The new inductees, after called to the podium, will be asked to say a few words.  That person will then be seated at on chairs lined up in front of the podium.  When all have been inducted, pictures will be taken, then they will head back to their table.

p.       The speakers table, it is optional.  Most of the  years we have one, which would be for the local association president; master of ceremonies; preacher; IUSBC BA president; IUSBC BA Association Manager, local city official, wives, if applicable.  There should be a podium with a microphone, and occasionally a microphone on the floor for new inductees to use.

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 1:45 pm.  Inasmuch as the majority of the bowlers names will be known well in advance, the association should prepare a print out for distribution either on Friday evening when 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, later.

4.          BOWLING FEE:  Shall be the cost of lineage for the three games, plus $5.00 for the prize fund.  Try to obtain the lowest possible lineage fee, to hold down the total cost.  The IUSBC BA does not pay for scorekeepers, it is up to the local association to provide scorekeepers, usually without cost.  Otherwise, the bowlers could record the scores. 

           TROPHY:  The local association to provide both the scratch and handicap trophy.  The trend is to provide
           plaques, such as a clock plaque.   It is the association decision.  A person cannot win both plaques. 

5.       COST OF TICKETS:  The people like a good meal, and served hot.  Usually a beef is preferred, and what is coming into favor is a dual entre’ meal, such as small steak and chicken breast combo, or some sort of combo.  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 do not usually meet with favor with the majority, though they look nice on the plate.   Try to obtain a dessert.  For the meal, 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 help keep the 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 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.
                        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 current board of directors/active volunteers of the IUSBC, Hall of Fame members and guests.

9.          Suggest your deadline for making of hotel reservations, 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 it.  Whichever method you feel comfortable with. 

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.  The literature being mailed should contain information on
             how the tickets will be dispensed.

11.          HOSPITALITY ROOM:   This is a function strictly 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 raise money for their expenses, which generally provides more than enough funds for the hospitality room.

            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, then if you want to open it after
            the Hall of Fame dinner, that is your choice.  On Sunday, usually opens up around 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 8:30 – 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.               Reserved tables.  The literature sent to the association states that they may reserve a table, if it is made known in
             advance.  The number at a table has to be provided the IUSBC BA for printing on the literature.

16.               The function of the IUSBC BA president and Association Manager at the Hall of Fame dinner has been usually that
             the  IUBC BA Association Manager introduces the current Hall of Fame members.  The IUSBC BA President or
             Master of ceremonies usually handles the reading of the bio’s of the new inductees.  The local association
             determines who they wish to have as the Master of Ceremonies

17.       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.

18.      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 his money.  We have had instances, years ago, that the money
           never reaches the right person's hands.

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

20.      The IUSBC BA will handle the reservation requests for the IUSBC BA board of directors, guests, and Hall of Fame
            members.  The host association will primarily be concerned with the reservation requests from the local bowling
            associations in Illinois.  This makes your job a lot easier.

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
October, 2008