Hosting The COC Annual Meeting

DRAFT: FOR APPROVAL

[Revised] Guidelines for Hosting the COC Annual General Meeting

While your society is holding a show, and even if it is not, please consider hosting an Annual General Meeting of the Canadian Orchid Congress. Here’s some information to help make your decision and provide direction.

Background

The Canadian Orchid Congress (COC) holds one general meeting (AGM) annually, usually in conjunction with a regional orchid show and alternating between the East and the West. The event can be simply the COC AGM as a stand-alone business meeting or as part of a more elaborate event with orchid show, speakers, workshops, plant sales and displays, etc. Although to date COC meetings have taken place in conjunction with a society show, this is not an absolute requirement and smaller societies that may not feel able to host a show could indeed host a COC annual meeting.

The COC Board of Directors encourages COC member societies to consider hosting the AGM. In 2007, the COC agreed to provide assistance in a form of a grant of up to $1000 to the hosting society to help defray some of the expenses associated with room rental and travel expenses for invited speakers.

Basic Requirements for a hosting a COC meeting

There are really only four requirements:

  1. Write the COC President and offer to host the meeting. Once accepted,
  2. provide a suitable meeting room for the COC meeting,
  3. invite other affiliated Canadian societies, and
  4. organize and hold an auction which will equally benefit both the COC and the hosting society.

You may do many other things but these are the key essentials. What follows provides more detail in order to answer questions that the societies may have regarding the logistics of planning a COC meeting and associated event.

Deciding to hold the meeting

The willingness to host the annual meeting should be communicated by a Society to the COC President at least one year in advance, and preferably several years, to allow for acceptance by the Board, scheduling and announcement. Planning a COC meeting in conjunction with a Show or seminar or speakers may take 6-12 months to organize. Leave plenty of time.

Once an orchid society has committed to host the COC meeting and the date has been set, several issues need to be addressed.

Planning

1. Establish Working Committees

The first thing you may decide to do is establish a COC Committee. If the meeting is held without a Show or speaker(s), then the main tasks are those outlined above: booking a suitable room for the meeting, inviting the other societies and organizing and holding the auction.

2. Determine scope of the meeting and establish theme and budget

The next thing the host society needs to decide is what their COC meeting/Show will feature. Will it be a stand-alone COC meeting? In the case of a joint meeting, a theme is picked. Will there be an accompanying speaker or a seminar of speakers, a show, sale of plants, etc. Will there be a (pre-) show sale and reception, speakers, AOS or other judging, workshops, a banquet? Where and how will the auction be held?

If the meeting is held in conjunction with a show, then it is suggested that the COC Committee should report to the Show Chairman and be involved from day one in the planning of the joint event with regard to room rental, publicity, registration, show schedule, banquet planning ( if it includes the auction) , hospitality, etc.

Planning requires developing a schedule of things that need to happen to pull the event together and a budget. Ensure that the budget, as appropriate, takes into account estimates to cover required event rooms (at least a meeting room, plus, as required, lecture rooms, vendor rooms, orchid display room, hospitality room, and banquet room), and other expenses such as hospitality, banquet, judging, security and publicity expenses, etc.

The hosting society is requested to advise the COC Treasurer in advance of the COC meeting whether it will be applying for funds to help defray meeting room and speaker expenses, the amount the host society is contributing, and the amount of grant requested from the COC. It is expected that the hosting society will meet at least half of the expenses associated with the meeting and speakers. Reimbursement will follow the AGM upon submission of receipts.

3. Invite all affiliated Canadian societies to the meeting

Prepare an invitation to other societies to attend your event. As the COC newsletter is distributed to all societies and judging centres, we have found it is one of the most successful ways to get your information out. Contact the COC editor to place your announcements in the COC newsletter and to post it on the COC web site. Remember that the newsletter is bimonthly, so be sure to leave enough time. Contact the COC membership coordinator or the COC newsletter editor for the contact information for all orchid societies across Canada.

Other mechanisms can also be used, such as writing directly to individual societies enclosing brochures, schedules and other related information. Announcements of the COC meeting can be made and distributed at the preceding COC AGM, in the address of the president at the preceding banquet, as well as at upcoming Shows and on the hosting society’s web- page. The COC newsletter editor will continue to print your updated announcements up to and including the edition just prior to your Show.

Here is a possible sequence of events:

12 months before the event: make your first announcement at the previous AGM meeting or banquet, indicating location and type or theme of meeting;

9-6 months before the event: a poster, including time and place, should be designed to advertise the COC meeting/ Show. This usually needs to be done much earlier than would be done for a normal Show because of the greater distribution required;

6 months before event: General invitation in the COC newsletter and website and on the host society website including general information re the location, lodging and other local attractions, generic outline of the proposed program for any associated events, e.g. show or seminar;

3 months before the event: Detailed invitation to Societies via newsletter announcement. society website update, personal invitation to societies, etc. Give detailed program of events, and include registration application forms, hotel information and basic information about other events that may be of interest at the same time as your event. If associated with a Show, include publication of show schedule, plant registration schedule and procedures, announcement of speakers and topics as applicable, etc.

1 month before and up to the event: final notice in newsletter and on website. If holding a show, consider media press releases, newspaper adverts to draw the public into the Show.

4. Organize and Hold the COC Auction

The host society is expected to host an auction which will benefit both the COC and the hosting society. Quality auction items are solicited from other societies and sources such as vendors, local businesses and donations from host society members. The auction is the only fundraiser for the COC and gross receipts are split evenly between the COC and the hosting society as most items are donated.

A few months before the auction write to other societies and ask them for a donation. Some vendors may be prepared to donate a rather special plant. Local garden centres are often good sources of donations.

To date, the auction has usually been held at a banquet to celebrate an accompanying Show but it could also be held in the COC meeting room if only a COC meeting is planned. As this is an important fundraiser for the COC, assuring sufficient attendance to support the auction is a key factor in its success. A variety of fundraising techniques can be employed: live auctions, silent auctions, raffles and so on. Because time is usually short, thought needs to be put into how many items can be raffled or auctioned in the time available.

5. Registration

The host society requires some sort of pre- registration in order to know who is planning to attend the COC meeting. If it plans for an orchid show along with the meeting, registration is also required to learn who plans to exhibit /sell orchids. Also if there is a speaker or seminar, the hosting society wants to know how many are expected to attend.

The registration form, sent out about three months in advance, usually combines information required for the COC meeting as well as the Show and should be designed to meet the host society’s information requirements. Incentives (e.g. reduced rates) are often given for early registration.

A short check list would include the following:

  1. Registrant’s name, society, address, telephone number, e-mail, etc.
  2. Second registrant’s information (spouse, companion, other)
  3. Date(s) of meetings/show.
  4. Cost of registration, reduced price for early registration e.g. registration cost - $80, if paid 1 month early - $60 (be sure to cover at least the cost of banquet and perhaps some of the speaker costs). Cost of banquet for registrants and non-registrants. (the banquet cost included in the registration cost may appeal to some people and get more registrants to attend the banquet)
  5. If the registrant a vendor, what size of table is required?
  6. Is the registrant bringing a display? What type is it and how much space is required?
  7. Is the registrant an AOS judge?
  8. Does the registrant want to participate in judging? Act as a clerk?
  9. List lectures, date, time and room (and costs for registrants and non-registrants)
  10. Indicate show times, plant sale times and location.
  11. Indicate times registration desk is open. (It is very important to have the registration desk manned at the times given)
  12. Date, time and location of COC AGM. Whether breakfast/coffee will be available prior to or during the meeting.
  13. Whether the host society is offering transportation to and from the site
  14. Does the society recommend a particular hotel(s) with special rates for show attendants? Rates and mechanisms to reserve lodging.
  15. Reference on how, where and when to register entries for the Show (plants and other orchid related items). Where entrants can find the Show Schedule (usually posted on the host society’s web site 3 months in advance).

The Show Committee should be advised that in planning their show schedule and awards, that the COC gives a second award at a Show held in conjunction with an AGM. In addition to the COC Medal, which is given at every show to give recognition to a worthy display created by an individual, the COC President’s Trophy is awarded by the COC President or by the Show committee for the most outstanding plant in the Show.

While many shows are sanctioned by the American Orchid Society (AOS) and have AOS judging, this is not a requirement for the COC meeting. The American Orchid Society and the Canadian Orchid Congress are distinctly separate organizations.

6. Speaker/Seminar requirements

If the COC meeting is in conjunction with invited speakers or a seminar, a room is needed in which to hold presentations and which will accommodate the expected audience. Speakers may be local experts or persons from afar – the budget will dictate the choice. Usually speakers expect travel and accommodation to be covered. Presentation of an honorarium or gift after their talk is at the discretion of the society. Speakers often like to review their presentation and relax before their presentation, can space be provided to accommodate this need? Always check with the speakers ahead of time in order to have the appropriate equipment available and working.

7. Organizing for the COC meeting

The AGM requires a meeting room, preferably with a head table and chairs for approximately 30 people and this may need to be booked several months in advance in order to secure the location. The AGM is usually held on Sunday morning from 9AM – 12 Noon. Consult with the COC President to determine if there are any special requests and needs such as projection equipment, screen and microphone. As well, a second table on which to place handouts is useful.

Coffee, juice and water and light refreshments such as muffins are normally provided and are appreciated. Refreshment expenses will be reimbursed from the COC Treasurer upon presentation of receipts. Note, room rental can also be reimbursed, as above.

Before the AGM, the President may meet with Board members to go over the upcoming agenda. After the AGM, the COC Board also usually holds a short meeting to discuss plans for the coming year. If there is a restaurant on site, these meetings can be held there or they can be held in the same meeting room as the AGM. Hence it is important to know the President’s intent so appropriate bookings can be made. In any case, consult with the COC president about options available.

On the day of the event

1. When delegates arrive

You may wish to set up a registration desk to greet and register delegates as they arrive. They can be given a delegate bag with a name tag and program and schedule of events. Other items could also be included such as maps listing local attractions, pins, pens and writing paper. Sometimes small tokens and gifts such as fertilizer samples, flower seeds, special local products, and orchid seedlings can be added. For this sponsorship is advised.

It is useful to have a registration desk manned during the Show. (Some societies manage this effectively at the membership table).

2. Opening reception

On the first evening, when delegates arrive, providing a room or reception for delegates/vendors to gather with Society members to enjoy a drink and snacks and to get to know other orchid enthusiasts is an appreciated welcoming gesture. However this is at the discretion of the hosting society and is not mandatory.

During the meeting/show, the host society may wish to include delegates in any lunches and social events that are happening. One of the important aspects of any meeting and Show is the opportunity it offers for orchid enthusiasts to get together to exchange information and make new contacts.

After the meeting

After it is over, celebrate your successful meeting/show with your members.

The COC representative of the host society is asked to send a brief report within 30 days about the show and COC meeting to the COC newsletter editor. Also, any interesting photos of the show, such as trophy or award winners, speakers and events would be appreciated.

Hosting a show/COC meeting can be fun and rewarding for the society as members work together to achieve a common goal.

Original posted: March 2008

First revision: September 4, 2008