LONE STAR REGION CONVENTION GUIDE

LONE STAR REGION CONVENTION GUIDE

By Larry Redmond

CONVENTION REPORT

The Host Group for a Lone Star Region Convention shall submit a Report on the Convention. The Report should follow the format shown herein, to the extent practicable, and shall be submitted to the Lone Star Region Officers and Directors at the first Board meeting following the Convention.

The Convention Report serves two main purposes. First, the Report provides the Lone Star Region Officers, Directors, and Convention Committee with information pertinent to the Convention, and thus serves as a historical record. The second purpose is to furnish information useful to the Host Groups in planning future Conventions in the Lone Star Region.

A set of blank report forms will be provided to the General Chairman of the Lone Star Region Convention for the year; the Report may be prepared by entries directly on the blank forms provided. The pertinent data, or "Not Applicable," as appropriate, should be entered for each line item. The original copy of the Convention Report, signed by the General Chairman of the Convention, shall be forwarded to the LSR Convention Chair in time to permit presentation at the Board meeting. The Chair of the Lone Star Region Convention Committee will be available for consultation during preparation of the Report.

The Train Show function, if held in conjunction with the Lone Star Region Convention, is not considered to be part of that Convention, and need not be reported. Likewise, financial proceeds and/or losses of the Train Show are not part of the Convention finances and need not be reported. It should be pointed out, however, that should a Host Group wish to report on the success of a concurrent Train Show, the information will be well received for its value to future Host Groups.

LONE STAR REGION 200X CONVENTION

CONVENTION REPORT

GENERAL INFORMATION

Convention Dates: ____________________ Convention City: _____________________

Convention Headquarters: _____________________________________________________

General Chairman: ____________________________________________________________

Assistants:

Name: _______________________________ Function: __________________

LONE STAR REGION 2001 CONVENTION REPORT

(continued)

REGISTRATION AND FEE DATA

Total Number of Registrants: Number Pre-registered:

Rails: ________ Rails: ________

Non-Rails: ________ Non-Rails: ________

Cabooses: ________ Cabooses: ________

Total: ________

Number of Non-NMRA and/or Non-LSR persons registered, and from whom additional amounts were collected for appropriate dues: ________ (include in above totals) (Amounts to be $32.00 for NMRA dues, and/or $6.00 for LSR dues.)

Advance Registration Fees: At-the-Door Registration Fees:

Rails: $ _________ Rails: $ _________

Non-Rails: $ _________ Non-Rails: $ _________

Cabooses: $ _________ Cabooses: $ _________

Fees for Additional Tickets:

Banquet: $ _________ Number sold: _________

Breakfast: $ _________ Number sold: _________

Fees for transportation, additional activities, etc; identify purpose and

amount:

Purpose:___________________________________________ Amount: $ ________

LONE STAR REGION 200X CONVENTION REPORT

(continued)

CONVENTION ACTIVITIES FOR RAILS

Number of Clinics for Rails: __________

Clinician's Names:(Optional) _____________________________

_____________________________

Number of Layouts Open for Visitation: _______

Owner's Names:(Optional) _____________________________

(Use additional sheets

as required) _____________________________

_____________________________

LONE STAR REGION 200X CONVENTION REPORT

(continued)

CONVENTION ACTIVITIES FOR NON-RAILS

Number of Non-Rail Clinics: __________

Clinician's Names:(Optional) _____________________________

_____________________________

Non-Rail Activities, other than Clinics:

Activity: _______________________________________________________________

Was transportation furnished for any Non-Rail activity?: Yes: ____No: _____

Were special activities or services provided for Cabooses? Yes: ____No: _____

Please give a brief description: _______________________________________________

________________________________________________________________________

Comments: ______________________________________________________________

________________________________________________________________________

____________________________________________________________________

LONE STAR REGION 200X CONVENTION REPORT

(continued)

CONVENTION HOTEL ACCOMMODATIONS

If the Convention was held in a hotel, please complete the following; if a hotel was not used for the Convention, skip to the next Section.

Name of the hotel: _________________________________________________

Was space provided for a registration counter?: Yes: ____ No: ____

Number of breakout rooms used, for Rail Activities: ________

for Non-Rail Activities: ________

for other activities: ________

Were fees charged for use of breakout rooms? Yes: ____ No: ____

Were the fees based on sleeping room pickup? Yes: ____ No: ____

Were there charges for:

Tables, chairs, and cloths used in the breakout rooms? Yes: ____ No: ____

Easels, chalkboards, similar items? Yes: ____ No: ____

Use of a Public Address system? Yes: ____ No: ____

How many sleeping rooms were blocked for Thursday night? _________

Friday night? _________

Saturday night? _________

How many sleeping rooms were picked up Thursday night? _________

Friday night? _________

Saturday night? _________

How many complimentary sleeping rooms were provided? _______; this number was based on

a required pickup of ______ sleeping rooms.

LONE STAR REGION 200X CONVENTION REPORT

(continued)

CONVENTION HOTEL ACCOMMODATIONS

(continued)

Was adequate vehicle parking available, at no cost: Yes: ____ No: ____

Was the Saturday Banquet catered by the hotel? Yes: ____ No: ____

How many Banquet meals were guaranteed? _______ How many were served? _______

Was the Sunday Breakfast catered by the hotel? Yes: ____ No: ____

How many Breakfast meals were guaranteed? _______ How many were served? _______

Are there comments, suggestions, and/or advice which could be useful to the Chairs of future Lone Star Region Conventions? Please be specific.

LONE STAR REGION 200X CONVENTION REPORT

(continued)

NON-HOTEL CONVENTION FACILITIES

If the Lone Star Region 200X Convention was held in a facility other than a hotel, such as an exposition center, please complete the following:

Name of the facility used: ___________________________________________________

Physical arrangements:

Were separate rooms available for Convention activities? Yes ______ No ______

Number of rooms used:

For Rail activities: ________

For Non-Rail Activities: ________

For other activities: ________

Were the facilities used completely air-conditioned? Yes ______ No ______

Was the full facility available for Convention use, or was it shared with another, non-associated, function? Yes ______ No ______

Were the rental fees based on square footage, or on number and type of facilities used?

Square footage used ______ , or Number of facilities used ______

Was adequate and close-in parking space available: Yes ______ No ______

Was there a charge for parking? Yes ______ No ______

Please add any comments, criticism, and/or recommendations that would apply to use of a non-hotel facility for a Lone Star Region Convention:

______________________________________________________________________________

LONE STAR REGION 200X CONVENTION REPORT

(continued)

TRAIN SHOW STATISTICS

Provision of the information pertaining to a Train Show is at the option of the General Chairman of the Lone Star Region Convention. The sole purpose for collection of this information is for the benefit of Chair of future Lone Star Region Conventions who may contemplate hosting a Train Show in conjunction with a Lone Star Region Convention.

A Train Show (was)(was not) held in conjunction with the Lone Star Region 200X Convention; if a Train Show was conducted, please provide the following information:

Location of the Train Show: _____________________________________________

Floor space/facilities used: ___________ square feet

Number of rooms used: ___________ if any

The Train Show was/was not open to the public.

Days/times open to the public: Friday from __________ to __________

Saturday from __________ to __________

Sunday from __________ to __________

Admission fees for the public: Adults: $________

Youths: $________

Children: $________

Approximate number of attendees: _________

Was any fee, or cost, for admission to the Train Show included in the Registration fee for the Convention? Yes: _____ No: _____ How much: $ _______

LONE STAR REGION 200X CONVENTION REPORT

(continued)

FINANCIAL DATA

Income:

Advance from Lone Star Region: $ __________

Registration Fees: $ __________

Dues collected for the NMRA: $ __________

Dues collected for the LSR: $ __________

Additional Banquet sales: $ __________

Additional Breakfast sales: $ __________

Auction Commissions, total: $ __________

Rail Extra-Fare Activities: $ __________

Non-Rail Extra-Fare Activities: $ __________

Fees for transportation: $ __________

Other income: (describe in Notes)

Source: $ __________

Total income: $ __________

(Note: Income derived from a Train Show is not considered as Convention income and need not be reported. However, any such income may be entered above for information purposes only.)

LONE STAR REGION 200X CONVENTION REPORT

(continued)

FINANCIAL DATA

Expenses:

Return of LSR Advance: $ __________

Registrations refunded: $ __________

Dues remitted to NMRA: $ __________

Dues remitted to LSR: $ __________

Charges for breakout rooms: $ __________

Other charges for facilities: $ __________

Charges for Banquet: $ __________

Charges for Breakfast: $ __________

Printing of Programs: $ __________

Other printing: $ __________

Postage: $ __________

Telephone: $ __________

Registration assistance: $ __________

Rail Extra-Fare Activities: $ __________

Non-Rail Extra-Fare Activities: $ __________

Auction: $ __________

Door prizes: $ __________

(continue on next page)

LONE STAR REGION 200X CONVENTION REPORT

(continued)

FINANCIAL DATA (continued)

Expenses: (concluded)

Contest: $ __________

Contest Awards: $ __________

Bank service charges: $ __________

Transportation: $ __________ (please describe in Notes)

Other expenses: (describe in Notes)

Item: $ __________

Total expenses: $ __________

(Note: Expenses of a Train Show are not considered as Convention expenses and need not be reported. However, any such expenses may be entered above for information purposes only.)

NOTES TO INCOME AND/OR EXPENSES

1. _____________________________________________________________________

2. _____________________________________________________________________

3. _____________________________________________________________________

4. _____________________________________________________________________

5. _____________________________________________________________________

LONE STAR REGION 200X CONVENTION REPORT

(continued)

FINANCIAL DATA (concluded)

RECONCILIATION

Total income: $ __________

Total expenses: $ (________)

Net income: $ __________

Adjustments, paid to Lone Star Region:

Per Capita fee: $ (________) ($2 per LSR Member)

Share of Auction commission: $ (________) (50% of Auction commission)

Adjusted net income: $ __________

Division of Adjusted Net Income:

To Lone Star Region: $ __________ (50% of adjusted net income)

To Convention Host Group: $ __________ (50% of adjusted net income)

LONE STAR REGION 200X CONVENTION REPORT

(concluded)

COMMENTS, DESCRIPTIONS, EXPLANATIONS

(Use additional pages as required)

Factor: ______________________________________________________________________

Comment: _____________________________________________________________________