SPECIAL INTERNATIONAL COMMITTEES Communications Services
T. BEN HAGLER MAURICE GLADMAN
CHARLES M. ROBERTS, Chairman
Exhibit ifrS REPORT OF BOARD COMMITTEE ON CONVENTION
TO TIIE MEETING OF THE INTERNATIONAL BOARD OF TRUSTEES February 2-6,
1974
Date of Meeting: February
4, 1974
Place of Meeting: General OfficePresent: Members - Roy W. Davis, Mark A. Smith, Jr:
Chairman - Stanley E. Schneider
Staff - Andrew P. Kelly, R. P. Merridew, L, A. Hapgood
Others-WilliainM. E:1gles, MD,Lorin J. Badskey, Ted R. Osborn, James C.
Brooks, Paul Chandler, Stephen H. Hart,Jr., H. Lee Powell,Jr.
The following report of the Board Connnittee on Convention consists of action taken at the December Planning Conference in Denver, as well as at this February Board Committee Meeting.
I. Tentative Program
The following speakers and entertainers have been firmed up for the Denver Convention.
Sunday Evening Speaker: Archbishop Fulton J. Sheen Tuesday A.M. Speaker: Sam Levenson
Wednesday Night Entertainment: George Kirby Monday P.M. Ladies Program: Marilyn Van Derbur
Tuesday P.M. Ladies Program: Colorado Symphonic Orchestra, 65 pieces plus the Mario Singers (8)
Contemporary Issues: Maurice Mitchell, Chancellor of University of Denver,
"Crisis in Private Education"
R.R. Crawford, Asst#. Secretary for Housing Management, Department of Urban Development, "The Inner City"
Four additional Contemporary Issue speakers to be selected.
Practically all activities will take place in the Denver Convention Complex.
II. International Guests
After detailed conversation, the Board Committee determined that the Reception for Worldwide Kiwanians held following the General Session on Sunday night was inconveniencing the international guests.due to the late hour and location.
The Tuesday night Worldwide Kiwanians Dinner will be continued. In addition, plans are being studied that would have eaah international guest hosted by a specific district sometime during the convention period.
Recommendation #1:
The committee recommends that we discontinue the Reception for Worldwide Kiwanians and, instead, plan to have the international guests involved in at least one district function. That function or social contact to be other than Tuesday night when the international guests will be having their own dinner.
I move that recommendation 1 be adopted.
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III. Promotion
The committee reviewed the printed promotional flyer which was mailed out to all clubs and which was used extensively at midwinter conferences. Many posi- tive comments have been received, and the committee feels that having the pro- gram tied down and out this early will assist in higher registration.
IV. Host Committee
The Convention Manager reported that the Host Committee held its first meeting January sixteenth. General Chairman Gene Steinke has obviously done an excel- lent job of selecting committee chairmen. They are well on their way to ful- filling their manpower requirements of 1200 to 1500 Kiwanians.
An indication of the quality of leadership and enthusiasm in the Denver area is that two clubs will have 100% registration by the time the first weekly registration report is mailed out. These two clubs are the Denver Club and the Capital City Club.
Kiwanis Clubs of Cheyenne, Wyoming and South Denver requested permission to stage a Pancake Breakfast at convention time. The Board Committee reviewed the proposal and recommended that the Convention Manager set up guidelines to assist the clubs. This joint project would not be the responsibility of Kiwanis International.
V. Registration Forecast
It is anticipated that by the April Board meeting we will be able to make a fairly accurate forecast of what final registration will be. Obviously, this year with the energy crisis, there are some variables present that we normally do not have to concern ourselves with. However, all reports from district level indicate that most districts, due to their concern about the energy
crisis, are putting an inordinate amount of effort into organizing group travel.
This effort appears to be so extensive that it could result in a larger early registration than normal. It is anticipated that there will be a larger percentage of people flying to convention.
The Convention Committee will keep close tabe on preregistration. If there is an abnormal decline in the months ahead, they will be prepared to take appro- priate action.
VI. Convention Consultant Contract
In October, the Convention Committee recommended that the feasibility of hiring a contractor for technical staging of general sessions be determined, and
authorized the International Secretary to hire a contractor on a one-year basis, The expense to be paid from the Convention budget.
The International Secretary, in consultation with the Board Committee on Con- vention, followed through and the services of Marvin Himmel & Assoc.,Inc. were contracted for. Please see the attached job description.
Marv Himmel has already traveled with the Convention Manager to the convention city, and has made some excellent recommendations to the Board Committee on the staging of general sessions.
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VII. Tentative, Program.
The tentative program was reviewed and will be mailed with the February Board Minutes.
The one segment of the program that took most discussion was the Monday evening program. There will be a dramatic presentation of the Kiwanis Objects. Monday night will be designated "K Family Night" with addresses by the Circle K, Key Club and Kiwanis International presidents. Additional special entertainment will be planned for that night.
VIII. Resolution Received from the Eastern Canada and Caribbean District Convention A resolution was presented by the Kiwanis Club of Montreal. The following part of the resolution applied to the International Convention:
WHEREAS, there is a developing need for closer liaison with all Kiwanis Clubs to help resolve problems that are national in nature;
NOW, THEREFORE, BE IT RESOLVED:
That the International Convention Committee for 1974 be requested to allocate a two-hour period exclusively for discussion of national needs to be held in separate locations simultaneously for United States, Cana- dian and Caribbean Clubs and for such other countries as request it.
The Board Committee reviewed the above resolution and made the following determination:
No other district has made such a request, and the overall convention plan is designed to provide something for all Kiwanians. Individual district or national meetings are not planned or conducted by the General Convention Com- mittee. The individual district is at liberty to plan their own meetings, but any such district (or combination of districts) sponsoring a function could not, by Board policy, schedule such meeting in conflict with the regu- larly scheduled Convention program. The Convention Manager was instructed to forward this information to the interested parties.
IX. Future Convention Sites
The Board Connnittee reviewed invitations regarding Miami Beach, Minneapolis, Toronto and Philadelphia for 1978 potential sites. Detailed survey reports were presented on all sites except Philadelphia, which will be surveyed in March.
I move this report be received.
Respectfully submitted, ROY W. DAV1S
MARK A. SMITH, JR.
STANLEY E. SCHNEIDER, Chairman
November 2, 1973 MEMORANDUM REGARDING CONVENTION OPERATIONS
SPECIAL AREA: Stage Consultant
The total operation of an International Convention is the responsibility of The International Board of Trustees. The specific details are developed
through the cooperation of the Board Committee on Convention.
In regard to the implementation of Board action, the responsibility is placed upon the General Office Staff. The Convention Department carries the prime responsibility for coordination and control.
Therefore, any company or individual related in any way to convention operations must deal directly with the General Office. The question of International Board
relationships is the concern of the General Office and not of any such company or individual.
In the case of a Stage Consultant, he will deal directly with the General Office with his prime contact being the Convention Manager.
The duties and responsibilities of such a Stage Consultant shall be clearly delineated in order that no misunderstandings may result.
At any tiine when any additional responsibilities shall be required of such a Stage Consultant, such additional items shall be reviewed with him and specific decisions made as to whether they are logical within the established relation- ships or whether they shall be otherwise handled.
The role of the Stage Consultant is twofold:
1. To assist the General Office in assuring the most efficient and effective operation in regard to the annual convention both in planning and in implementing those plans within the scope of his over-all responsibilities.
2. To handle specific assignments as such are delineated in the official arrangements with the Stage Consultant.
SPECIFIC ASSIGNMENTS
WORK TO BE ACCOMPLISHED AND REPORTED ON BEFORE DECEMBER PLANNING CONFERENCE Visit General Session facility and prepare written report on any Generai Session related problems. Specifically, the following areas should be fully researched and reported on with recommendation as to how to handle the problems:
STAGING
ENTERTAINMENT
a. Recommend layout of stage and size (requires sketch).
b. Visual Presentations: Recommendations on all visual plans including possibility of multi-screen presenta- tions, rear projection and other possible methods of visual presentations along with estimated cost factors.
c. Check out sound system, making recommendations that will insure maximum sound quality for speakers and music for all seating areas in General Session facility.
d. Make recommendations, with cost factors, on possible innovations in convention staging.
e. Submit estimated cost factors on convention staging including stagehands.
Recommend professional entertainment for Wednesday night entertainment to the International Secretary
PRE-CONVENTION PERIOD (December to June)
Develop a "working script" to implement the stage participants' script developed by the Staff. The Official Program, developed at the February Board Meeting, would be used as the basis for suggested innovations for the convention staging.
The function of the "working script" would be to give full detailed instructions to backstage personnel.
Prepare a list of required items necessary for staging: screens, audio visual equipment, emblems, pianos, banners, music stands, etc.
CONVENTION TIME
Accept full responsibility for building of convention stage.
During General Sessions cue all lights and audio requirements, coordinate all movements of stage people and/or musical groups backstage to assure they are ready at the right time. Similar responsibility for Ladies Programs when appro- priate.
POST CONVENTION
Responsible for the tear-down of the stage and final disposition of the stage materials.
January 10, 1974
TO: Reg Merridew Larry Hapgood FROM: Andy Kelly
RE: Report on Minneapolis
1. Main Auditorium and Convention Hall Summary
The main facility is almost perfect for our needs; with the one exception that the general session facility would only seat approximately 8700. However, not withstanding the tightness of the seating situation, the auditorium itself is
ideal in so far as i t has a legitimate theatre type of stage - very similar to the Atlantic City stage except in much better condition. The accoustics are as fine as any I have found in our type of facility. All seats are cushioned, and extremely comfortable.
Exhibit Hall
The Exhibit Hall is divisible into three sections. The center section consists of 45,000 square feet. The two end sections are 26,000 each. The center sec- tion could be used for exhibits, registration, etc. The two end sections (along with a smaller auxilliary exhibit hall in another part of the building) could be set up for meetings: three meeting rooms seating approximately 1.200 persons each.
In total, the rental price would come in under $6,000.
2. Hotel Situation Summary
Th~ hotel situation in Minneapolis is at least 10 years away from being able to handle our convention.
Downtown Minneapolis
They have commitments from 17 hotels totaling 3766 rooms in the downtowµ area.
I inspected the following properties that were marginal and could not be used:
Andrews, 250 rooms Dyckmen, 240 rooms Mark Twain, 50 rooms Total, 540 rooms
They had listed the Pick-Nicollet for 400 rooms. That hotel has been closed.
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The following property would have to be listed as marginal and perhaps not in business by 1978.
Curtis, 475 rooms
Actu~l number of rooms downtown: 2351 Outlying
The next largest block of rooms is out at the airport in Bloomington, 10 miles away. This block consists of approximately 600 rooms, bringing the total up to slightly over 3000.
The next block of rooms would be in St. Paul, and consists of approximately 1300 rooms. This gives us a grand total of about 4300 rooms, which is obviously inadequate.
I go into this much detail really for future reference.
MIAMI BEACH INVITATION - 1978
Invitations have been received from the Kiwanis Club of Miami Beach and the District of Florida. There is every indication of strong local support.
CONVENTION HALL
We had in 1969 one of our more satisfactory convention halls. However, since then, there has been a tremendous improvement in the facility. In addition to the already existing 200,000 sq. ft. which we had in 1969 for our exhibits and general s-ession and the theater seating 3000 people, there are now the following additional meeting rooms.
One for 3000 people, divisible by 2 or 4 One for 1750 people, divisible by 2 One for 1450, divisible by 2 ·
We would therefore have more than adequate space to hold general sessions, exhibits, show time, ladies program, contemporary issues and administrative forms all under one roof.
The rental in 1969 was in excess of $16,000. The rental price for 1978 would not exceed $10,000.
HOTELS
In 1969 we attempted to keep all hotels on Miami Beach rather than going outside the city. This was a mistake, and we are taking a different approach on hotel commitments in Miami Beach for 1978. We would be using 12 head- quarters hotels, giving us a total of 5625 rooms. (Se~ the attached list.) This would give us the ability to house 80% of each District in their respec- tive headquarters hotels. All of the attached are excellent to good proper- ties, and our headquarters hotel situation would be very much improved.
We would recommend selecting Miami Beach provided: (1) all hotels make written commitment for the number of rooms on the attached list; (2) the
convention hall arrangements are finalized.
Respectfully submitted, Andrew P. Kelly
Convention Manager
POTENTIAL HEADQUARTERS HOTELS Miami Beach - 1978
Americana 650 rooms
Carrillon 400 rooms
Deauville 450 rooms
Diplomat 900 rooms
Doral C6untry Club 500 rooms
Doral Beach 300 rooms
Eden Rock 250 rooms
Fountainbleu 1000 rooms Four Ambassadors 450 rooms Holiday Inn -
Hollywo'od 225 rooms
Holiday Inn -
22nd Street 100 rooms Playboy Plaza 400 rooms
TOTAL 5625 rooms
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TENTATIVE PROGRAM
59TH ANNUAL CONVENTION OF KIWANIS INTERNATIONAL JUNE 23-262 1974