AVA LIAISON

·        Coordinates 2003 convention preparations between committee and AVA Executive Council (EC)
·        Manages requests and approval for bids and contracts

AWARDS
·        Solicits bids from local suppliers
·        Submits overall design and bids to AVA for approval
·        Negotiates contract with supplier
·        Solicits designs for individual awards from each event coordinator
·        Manages orders and production for AVA
·        Assures availability of awards for each event
·        Devises system to accurately distribute awards

COMMITTEE CHAIR
·        Supervises all other committee members
·        Official POC for AVA Executive Director and EC members
·        Official representative for 2003 convention to all local dignitaries/entities
·        Official representative for 2003 convention to AVA/IVV clubs and officials
·        In conjunction with Treasurer and three other committee members, makes decisions including, but not limited to:  finances and expenditures, contracts
·        2nd Co-Chair will serve as Secondary Approval Authority for Purchase Order Requests

CONVENTION SITE/HOUSING
·        Secures convention site
·        Coordinates with World Arena Doubletree Hotel for use of exhibit space, and meeting/workshop/auction rooms, and necessary equipment.
·        Arranges for box meals during exhibit hall activities
·        Coordinates with social events chair for Tuesday evening social
·        Arranges for reasonable “guaranteed” rates at all participating hotels, motels, and campgrounds
·        Reserves sufficient blocks of rooms for participants, in advance
·        Develops and coordinates individual accommodation system for participants
·        Provides necessary technical/computer/audio-visual equipment for General Session, EC, and State Association meetings
·        Arranges for Friday evening banquet facilities and food, coordinating with Social Chair
·        Arranges availability of Continental Breakfast at host hotel, as necessary 

CORPORATE SPONSORS/DONATIONS
·        Compiles list of possible corporate sponsors to include local businesses, regional or national businesses with local HQ or local interests
·        Submits request letters to all potential donors, asking for funds or donations of merchandise or services
·        Coordinates all donations with AVA
·        Respects primary AVA national corporate sponsor, New Balance 

HOSPITALITY COORDINATOR
·        Responsible for requesting and collecting items to go in Hospitality Packets
·        Coordinates assembly of Hospitality Packets

PROGRAMS/WORKSHOPS/EXHIBITORS
·        Responsible for securing local officials/dignitaries as representatives at General Sessions
·        Responsible for opening/closing ceremony activities and personnel; color guard
·        Responsible for workshop topics, schedule, and presenters
·        On-site coordinator for all exhibit hall activities
·        Prepare exhibit packets
·        Help solicit potential exhibitors

PUBLICITY
·        Coordinates advertising directed toward both volkssport community and general public
·        Liaison between convention committee and local visitor bureaus, or state tourism boards
·        Responsible for TAW convention articles and publicity overall

·        Responsible for Information/Bulletin Board at Convention Site

·        Responsible for publishment of Daily Communique

QUICK START COORDINATOR
·        Program is used to reduce the administrative stress on the individual SEA/YRE Start Points within Convention Area

·        SEA/YREs in convention area are invited to participate

·        Individuals can pre-register for SEA/YREs before arrive in convention area and are sent their start cards, directions and brochure in advance

·        SEA/YRE Stamp is available at Convention activities. 

·        Thus, eliminating need for individual to go to SEA/YRE registration area at all

SECRETARY
·        Records activities of all committee meetings
·        Conducts official committee correspondence

SILENT AUCTION
·        Responsible for advance publicity to advertise auction
·        Develop form to request donation, with standardized format to record included items
·        Arrange schedule of volunteers to staff auction room during viewing/bidding hours

SOCIAL EVENTS/ENTERTAINMENT
·        Select theme for events
·        Arrange for adequate food and drink for Tuesday Welcome Social, with adequate wait staff, in conjunction with site chair
·        Arrange for Thursday evening BBQ dinner, including parking for RV’s and tour busses
·        Arrange for Friday evening Banquet
·        Meal choices with prices listed on convention registration form
·        Determine type of dress
·        Provide music for entertainment and dancing

SPECIALTIES (Convention and Club)
·        Determines order and re-order quantities of Convention specialties
·        Develops order forms (hard copy and internet)
·        Maintains inventory
·        Determines prices
·        Supervises club sales at 2003 Convention

TOURS
·        Establishes, advertises and administers tours to local attractions during convention in Colorado Springs
·        Responsible for securing transportation, setting prices, and scheduling events and participants

TRANSPORTATION 
·        Contacts tour/transportation companies for firm rates
·        Organizes schedule of buses to provide transportation to and from sanctioned events and the Thursday night social
·        Organizes system to accommodate all passengers according to need
·        Creates pricing system based on usage

TREASURER/FINANCE
·        Maintain financial records; bank accounts, petty cash, etc.
·        Financial advisor to Committee Chair
·        Serve as Petty Cash Officer
·        Serve as Primary Approval Authority for Purchase Order Requests

·        Monitor Budget insuring Committee stays within budget

·        Work closely with National Treasurer to establish budget and request revisions as needed

2001 BOOTH COORDINATOR
·        Reserves booth space
·        Arranges for all necessary supplies to administer booth, to include videotapes, maps, tourism brochures, state visitor guides, posters, photos, etc.
·        Schedules adequate workers to staff booth and monitors staffing during exhibit hall hours 

VOLKSSPORT EVENTS
·        Responsible for working with Convention Committee to select trails that will show off Rocky Mtn Region
·        Coordinate port-a-potties, trail marking supplies, tables, chairs, tents, number of workers needed, etc.
·        Oversee development of trail descriptions, directions and maps to get to event start points, etc.
·        Solicits designs for individual awards from each event coordinator and submits to Awards Committee

VOLUNTEER COORDINATOR
·        Responsible for providing volunteers to work at any location/job where help is needed
·        Maintains database with volunteer information and availability
·        Solicits volunteer workers

YRE/SEA COORDINATOR (Quick Start Program)
·        Maintains “box” with all necessary supplies for YRE/SEA events in vicinity of convention events, and assures it’s presence at each event
·        Schedules workers to staff YRE/SEA table
·        Tabulates fees received, and submits funds to Treasurer of each sponsoring club
·        Arranges for additional event stamps as needed