Region 5 Convention & Contest Guidelines
Bidding for and Hosting a Region 5 Convention

A Regional Convention is the hallmark IPMS event of the year within Region 5. It serves many functions and must do them all well. It is the best opportunity for IPMS to reach out to modelers in the host city, whether they are members of the host club or not. It is the best opportunity for a club to recruit local modelers. It is the best opportunity for a Region 6 club to lay claim to Chapter of the Year honors within Region 5. The Regional venue is an excellent time to conduct Make-N-Take activities, conduct modeling clinics, and to host a guest speaker. The Convention is also the occasion for an official Region 5 Business meeting. The business meeting serves as the time and place for future Regional bids to be received by the RC(1). Finally, the contest portion of the convention must be a reflection of IPMS philosophy in judging, category offerings, and rules. The host club takes on the task of organizing and executing the convention but must bear in mind that the Convention belongs to Region 5 as a whole. It is the host club that assumes the full financial risk of conducting the Convention. Because of that fact other Region 5 clubs must respect the organizational decisions made by the host chapter. All Region 5 clubs have an opportunity to contribute trophy sponsorships and manpower, especially in the area of judging. Lastly, the Convention should be planned to result in a profit for the host club.

Much discussion has taken place over the issue of the length of a Regional. Some argue that anything less than a two day event simply isn't a Regional. While a two day event is viewed as the preferred option it is recognized that some clubs simply cannot afford to host a two day regional. The host club will determine if they wish to plan the event as a single-day or multi-day event. The financial risk to the host club increases dramatically with multi-day events. The official position for Region 5 is as follows. The final decision regarding the length of a convention will be left in the hands of the host chapter.

Discussion has also occurred regarding mandatory IPMS membership for all entrants. The official position for Region 5 is as follows. There will be no requirement for IPMS membership for entrants at a Region 5 Convention. IPMS membership will not be a requirement for participation in the model contest. IPMS membership is a requirement for participation in the IPMS Business meeting by club representatives.

Using This Guide

This Guide will specify certain procedures and policies dealing with rules, judging, and categories. For the most part, these items are expectations that arise from the fact that the Region 5 Convention is an IPMS convention. Recognized within the framework of this guide is the knowledge that there is diversity among the clubs in Region 5 and that the resources that each club can bring to bear on the Convention are varied.

Keep in mind that one of the best sources of information about the Regional is the Regional Coordinator and those who have directed past Regional events. The RC can provide data from previous Regionals that not only will help your club to bid for a Regional but also to successfully host a Regional Convention. Do not overlook the value of attending a Regional Convention as part of the planning process for your club. Some clubs are better placed than others to attend Conventions in neighboring Regions and should certainly avail themselves of this geographic opportunity. Lastly, do not hesitate to reach out to those individuals in other clubs who directed a Regional Convention. The RC can help you to contact that individual or group.

Expectations and Requirements

Because the Regional Convention is an event that is approved by IPMS/USA there are certain expectations and requirements that go along with hosting the show. The host chapter must agree to govern the Convention by these expectations and requirements.

Rules- The contest will be governed by the IPMS/USA rules and guidelines as defined and listed in the most current edition of Competition Handbook on the IPMS/USA web site at the time of the show.
Judging- Judging will be governed by the IPMS/USA rules and guidelines as defined and listed in the most current edition of Competition Handbook on the IPMS/USA web site at the time of the show.
Category Structure & Offerings- The organization and structure of categories found at the national level should be followed at the Regional level. It is not necessary to offer an identical list of categories as those found at the national level; rather the philosophy of organization and structure of the categories should be similar. Included in the bid will be the list of categories that the host chapter will offer. Once submitted to the RC, categories cannot be removed from this list without the advice and consent of the RC. Categories can be added at the discretion of the host chapter, with the RC being notified of the additions in a timely manner.
An official Winner's List will be delivered to the RC within 10 days of the close of the Convention. The winner's list will include all winning entries and the builders of those entries. ( See example of a Winner's List Report Form)
The Head Judge, all Category Head Judges, and Judging Team Leaders will be selected from an Official Regional Judge's List. (see more on Judge Liaison) If lack of manpower and lack of participation by those on the approved list precludes the host chapter from achieving this expectation, the host chapter can fill out the judging ranks with volunteers only after obtaining the advice and consent of the RC. The host chapter will submit a list of Judges no later than 30 days prior to the Convention.
A discount on the price of participating in the Region 5 Convention shall be offered to those holding IPMS membership. This discount must include a discount only on model entry fees and general admission. It does not have to include a discount on room rates, banquet tickets, or tour prices. The amount of this discount can be set by the Host club. The host club is tasked with creating a pricing structure that rewards those who hold IPMS membership but at the same time, without incurring a significant financial risk to potential profit. It should be remembered that the convention should serve as a platform for recruitment of participants to IPMS and to the local club. The pricing structure for non-IPMS members cannot serve to discourage or prevent participation of non-IPMS members, but rather encourage participants to join IPMS and to become a member of the local club.

List of Officials for Regional Convention

The officials who run your show can make or break your Convention All of the primary officials must have the ability to work well with others, interface with the general public in a calm and appropriate manner, and handle hostile entrants with calmness and consideration. Most entrants will not concern themselves with losing as long as their entries are judged in a respectful and fair manner, and that their concerns are addressed with respect. "My way or the Highway" leadership is counter-productive at a Region 5 Convention, just as it is inappropriate at a local show. Select the leadership team wisely and carefully.

1. Convention Chairman (CC)- The primary duty of the CC is keeping the project on target, on time, and under budget. The CC will serve as the primary contact with the RC on all issues. The CC will also serve as the primary liaison between the host club and the RC on the issue of obtaining judges.

2. Judge Liaison- The Judge Liaison will recruit, with the advice and consent of the RC, the Head Judge. It is highly recommended that the Head Judge be from a club other than the host club. The Judge Liaison will establish judging teams, recruit judges to serve on those teams, and provide support to the Head Judge before, during, and after the convention.

3. Head Judge- The Head Judge must be selected from the List of Approved Judges which is supplied by the RC. The Head Judge is responsible for presiding at the Judge's Meeting and settling conflicts related to judging decisions.

4. Registrar- The Registrar will, among other duties, work with the Head Judge to resolve disputes over placement of models within categories. The Registrar will provide an official Winner's List to the RC within 10 days of the close of the Convention.

5. Treasurer- The Treasurer will, among other duties, deliver a financial report to the RC within 30 days of the close of the Convention. Please note that it is hoped the host chapter will make a profit by hosting the convention. The purpose for this financial report, however, is not to review the profit of the host club but to gather information on income and expenditures so that other clubs can learn from the experience of their predecessor. No club will find their profit listed as a specific fact on the Region 5 web site or in a Region 5 newsletter.

6. Vendor Coordinator- A great deal of the walk-in traffic will go to a local contest and a Regional because of the vendors. Almost all of the registrants will also make their way through the vendor area at one time or another. Having a sufficient number of vendors can easily mean financial success for the host club even before the first model is registered. Because of the importance of the Vendors the person who assumes the role of Vendor Coordinator takes on a major responsibility. The Leadership Team should select someone who is well organized, has email capability, is trustworthy with large sums of money, and has the ability to deal with vendors in a positive and helpful manner. The Vendor Coordinator also needs to be able to lay down the law to vendors who are skirting the bounds of accepted behavior.

Helpful Hints for the VC:

Contact the RC for a list of vendors.
Prior to the Regional your leadership team should attend as many Region 5 contests as possible. Take the opportunity to visit with the vendors, introduce yourselves, and establish communication with them.
Contact the Vendor Coordinators for the Region 5 shows and ask for their cooperation in contacting the vendors that attended their local shows.
Some vendors will set up card tables in the isle-ways to expand their display beyond the table space they reserved. Be aware that this activity, in almost all cases, violates local Fire codes. It also cuts into your profit margin. If vendors want space beyond that afforded by the number of tables they reserved they should be expected to pay for it. Almost all vendors are prepared to "skyscraper" their table space. As long as you are comfortable with the safety of participants few complaints will be made about this practice.
Some vendors will hook up to electrical service without having paid for it. Most venues charge "per plug".
Some participants will enter the vendor area with bags of their own kits and will try to sell them to vendors or other "walk-ins". These individuals can be asked to pay a vendor fee or be instructed to leave their kits in their vehicles.
Some folks will pull up in the parking lot and open their trailer or trunk and sell kits in the parking lot. The police or security officers working at the facility can be asked to stop the practice. Most communities now have a license which is required for a garage sale.

The host club is not limited to the officials listed above. The host club can create positions for other officials, define the roles of these officials, and add duties to the list of officials provided above.

Judging

An important aspect of hosting a contest is the quality of the judging. Nothing will shorten the involvement or interest of an entrant in a local club or in IPMS faster than inappropriate behavior on the part of the judges or poor decisions made by judges. Every entrant knows that their model may not win awards, but every entrant should also know that the judges are qualified and competent, and that every entry will receive the attention of a qualified and neutral judge.

To that end, a list of qualified and competent judges has been established and is maintained by the RC. Barring unusual circumstances, all judges who serve at the Regional Convention should be drawn from this list. The salient points dealing with judging are:

· Judging will be accomplished by use of the Committee system.

· The host club will designate one person who will be the contact point between the host club and the RC relating to the issue of judges. This person will be titled, "Judging Liaison". This person is not necessarily the Head Judge. (The Head Judge should be a person from a club other than the host club.) The Contest Chairman will serve this function unless someone else is appointed by the Convention Leadership Team.

· The Judging Liaison will be responsible for recruiting the Head Judge, with the advice and consent of the RC. The Judging Liaison will be responsible for recruiting all judges using the Official Regional Judge's List.

· The Judging Liaison will work to create and assign judging teams to appropriate categories and will keep the Head Judge informed. This work should be accomplished months before the contest begins. Changes will, of course, need to be made depending on which judges actually attend the convention and what categories judging candidates have entered. It is better to make small adjustments in judging teams prior to the judging rather than try to assemble and orient the judging teams during the Judges Meeting on the day of the contest.

Bid Checklist

1. List of categories

2. Procedure to handle category splits

3. Copy of rules

4. Drawing/Design of awards and plans for recognition of all Junior & Preteen entrants.

5. Method of seeking out sources for Special or Memorial Awards

6. Pre-registration options

7. Copy of registration form

8. Plans concerning Banquet (Banquet is not a requirement)

9. Plans concerning the Awards Ceremony

10. Plans for events, workshops, seminars, tours

11. IPMS Table and manpower schedule (who will cover the table and when)

12. Accommodations for Region 5 clubs to advertise their presence

13. Illustration, blue print, plat of facility

14. Time Line starting at receipt of bid from RC to close of Convention after Awards Ceremony

15. List of Officials who will be in charge of the various aspects of the Regional.

Name
Position held or area of responsibility
Telephone #
E-mail address

What's on the bid proposal form?

Below is an example of the Convention Bid Proposal Form that a chapter would submit to host the Region Five Convention. The form below is for reference only. To download the form for a bid submission please click the link below.

Categories

1. Submit, as an attachment, the list of categories to be offered. Once advertised, the categories listed should not be removed but it is acceptable to add to the list.

2. Submit, as a portion of the category list, a short description of how your team will handle split categories.

3. Include an indication of how many splits your trophy supply will accommodate

Rules

Submit, as an attachment, the rules by which the convention and contest will be organized.

Awards and Trophies

Produce a drawing or design for the trophy to be provided to winners and submit it in the Bid Proposal.

Supplying trophies and awards for the Regional is one of the most expensive components of the Convention. Certainly it is a requirement that there be a trophy for 1st, 2nd, and 3rd place in each category being advertised.

· Consider potential category splits and that additional trophies will be required for each split.

· Consider that a very small number of categories may not have any entries at all. It is very risky to rely on these void categories to supply extra trophies.

· The visual appeal of the trophy is important. Cheap looking trophies reflect badly on the host chapter.

· Contact every club in the Region and encourage them to sponsor a trophy package(s). What goes around comes around. They will, perhaps, ask you to return the favor in the future.

· Contact all the major model manufacturers.

· Contact your local hobby shops as well as the major shops in other cities around the region.

· It is the rare show which does not allow for some form of recognition for all Preteen and Junior entrants. Describe your plans in this regard.

Special Awards to be offered

· Include as description of how your club will seek out those who wish to provide a special or memorial award. Several Region 5 clubs sponsor a special award, or memorial award, each year at the Regional Convention. The host club should include these special awards in the list of categories and feature them in advertisements for the Regional. The club sponsoring the special award is responsible for funding the trophy or award.

· The Hosting chapter and sponsoring chapter need to communicate regarding these special awards. In some cases the sponsoring chapter will have the trophy manufactured and bring it with them. In other cases the sponsoring club may pay for the trophy or award, but the host chapter will acquire it along with the rest of the trophy packages.

Pre-Registration

· At a minimum the expectation is to have a registration form available for downloading from your club web site.

· Include a copy of a sample registration form in your bid proposal

· Consider that we now live in a time in which many or most of the participants who will attend the Convention have internet access. Providing a method for pre-registration with payment options is wise.

· The RC is a good source of information on this procedure as well as your club web master.

Awards Ceremonies

Provide a description of how you envision the Award Ceremony to proceed. Include a description of:

· Time dedicated to actual distribution of awards

· Facility in which the Award Ceremony will take place

Banquet

Cost?

Will it be used as the location and time for the Awards Ceremony?

If so, what accommodation will be made to allow those not purchasing the banquet meal to attend the Awards Ceremony?

Events, Tours, Activities

Provide a description of any events, tours, and activities that are being offered.

Include costs and schedule for these activities.

Advertising Space for IPMS/USA and other Region 5 clubs

A table (or comparable space) shall be provided to the RC or designees at no cost for the sole purpose of advertising membership in IPMS/USA. The Host Chapter must provide a table and manpower to recruit non-IPMS Members to join IPMS. "Manpower" provided by the local club must be a minimum of one person at the table throughout the convention to distribute IPMS literature and answer questions regarding IPMS. These people should be screened for "congeniality and commitment" to IPMS.

Describe accommodations that will allow other Region 6 clubs to advertise their events or solicit membership.

Venue/Facility

Include a plat or drawing which clearly shows the venue in which the convention will be held.

Must show the model contest area

Must show the registration area

Must show the vendor area

Must either show the area in which seminars and workshops will be held or must state that there will be none offered.

Time Line

Include a time line that illustrates when all major activities will occur to ensure the success of the Convention. See the list of examples below:

· Search for site, collect data on costs, dates

· Submit bid to RC (Recipient of bid receives RC approval for the date )

· Advertise in IPMS Journal

· Develop list of Judges and submit to RC

· Check awards for spelling (make sure all of the awards are available)

· Distribute Convention brochure listing schedule of workshops and seminars.

The above are only examples. Your time line should be very extensive and include as much data as possible. More is better than not enough. This time line will play heavily in the selection process if two clubs produce bids similar in all regards. In other words it serves as a tie-breaker.

A sample registration form has been provided in the Bid package and can be viewed by clicking here. The origin of this particular form can be traced back to Lee Forbes of IPMS Alamo Squadron. The form has been used by that club for a number of years as an NCR form. The Microsoft Word version was created by Dick Montgomery and mounted on the IPMS Alamo Squadron web site as a download in the summer months of 2000.

This form can be provided as a download on your club's web site so that your participants can complete their paperwork prior to arrival. You will find your participants appreciative of the fact that the registration process has been modified to save them time and energy.

Resources

Official Region 5 Convention Judge's List

The Regional Coordinator determined that it would be beneficial to the host club of the Regional Convention and the Region as a whole to have a list of qualified judges who may serve at a Regional Convention. The process of soliciting volunteers to serve on this list began in January, 2003 and will be ongoing. All individuals on this list have been contacted personally by the RC (Dick Montgomery) and have agreed to have their e-mail addresses and phone numbers listed.

Each host club may want to organize the judging arrangements differently. Some clubs will ask the Head Judge to make contact with potential judges and build the judging teams. Other clubs will designate a Judge Liaison who will recruit judges from this list, complete Judging Team assignments, and present the completed list to the Head Judge for final review. Regardless, you should find that much of the work has already been done for you by having this of highly qualified Region 6 modelers available.

You can view the list in Microsoft Excel by clicking here. If you do not have Excel please contact the RC and a list can be provided to you in an application other than Excel.

Footnotes

(1). There are circumstances that may result in the bid process for the upcoming Regional to be conducted and concluded at a time and place other than the Convention.