I.
PLANNING
A. Time and place should be established at least
one year in
advance.
1. Convention site should
be rotated to various geographical locations.
2. Bids and/or negotiations
from hotels and motels will provide:
a. Reduced costs for
individual rooms, all general function rooms, meals,
liquid refreshments and so forth.
b. Complimentary suites and individual rooms within reason.
B. Develop a budget
and adhere to it.
C. Appoint convention
committees early. Appointment
procedures are detailed in
(see the President section)
D. Duties and
responsibilities of the Host Postmaster must be spelled out in detail
by
the President at an early date.
E. Checklist of
essential items:
1. Printed program produced
at the earliest possible date.
a. Send to all speakers so
they know when and where to appear.
b. Send to Chapter Editor
with publicity kit covering complete convention.
2. Sergeant-At-Arms at all
functions.
3. Seminars designed for
professional improvement are a MUST-
Conventions
cannot be only "social affairs."
4. Reception Committee
a. Greet all Guests and
First Timers. Extend warm welcome
and help them
get acquainted.
b. Register all guests at
the hotel or motel in advance.
Hand the room key to
them upon arrival.
c. Follow through to assure
guests are well cared for and have what they need
to make their stay enjoyable.
d. IMPORTANT- Extend Thank
You needed service, such as
transportation, to guests at the time they depart.
5. Transportation
a. Sufficient number of
automobiles, with drivers, available for individuals
needing transportation.
b. Adequate and comfortable bus transportation for large groups
and for
tours.
6. Tickets should be used
for all functions requiring a cash outlay such as cocktail
hours, breakfasts, luncheons and for the banquet.
7. Identify officers,
guests, first timers, and any other special groups with special
badges or ribbons.
8. Publicly recognize all
first timers at the first business session of the Chapter
Convention or when instructed by the President.
First timers should also be
Honored with a breakfast,
luncheon or some other special event to get them
acquainted and to make them feel that they are an important part
of the
organization.
9. Hospitality Room
a. Obtain items to be
served in hospitality room such as soft drinks, juice, coffee,
cookies, dips, sandwiches, etc.
b. Coordinate hours of
operation with President and assign committee members
so that someone is on duty and responsible any time room is open.
c. Inform membership of
hours of operation each day.
d. Be
sure that room is straightened up
and secured when it is closed.
e. challenge any member or
guest who attempt to carry out any unauthorized
quantity of food or beverages.
10. Meeting rooms
a. Adequate in number and
size.
b. Proper lighting, heating
and air conditioning.
c. Public address system in
all large rooms. Must be properly
maintained and
checked immediately before each session begins.
11. a. Color
Guard to present and retire
colors.
b. Extend invitation to
Mayor and other local officials to appear on program at
opening session.
c. Local Clergyman can be
used effectively in opening and closing ceremonies.
d. Door prized may
stimulate "On Time" attendance.
e. Coffee served, in the
meeting room, will increase the enjoyment and effect-
tiveness of long sessions.
12. Meals Ð Menus for
breakfasts, luncheons and for the banquet deserve special
attention to assure quality food is served at reasonable prices.
13. Dress Up Functions Ð
Convention-goers enjoy something different from their
home routine. Include one
or two activities allowing the opportunity for dress
clothes.
14. Special Activities
a. Tours should be
scheduled at a time the greatest number can attend.
b. Fashion shows.
c. Special activities for
spouses.
15. Encourage Associate
members to arrange any special program they desire.
a. Give any assistance
needed.
b. Provide for meeting
rooms and other facilities
A.
Pre-registration
can be
encouraged by offering a cash discount.
B. Easy-to-read identification
badges are
a must.
C. Registration fees
required to meet the budget determined for:
1. Postmasters
2. Spouses
3. Associate members
4. NAPUS official representatives
5. USPS official
representatives
D. All money must be given
adequate protection.
1. Hotels and motels have
security containers.
2. Local banks will issue "Cashiers
Checks" for the cash for a very nominal fee.
III. KICK-OFF: A
good beginning of a convention sets the tone for the remainder of the
meetings. Select opening session speakers with
care; use people who can create an
atmosphere good will,
informality and
cheerfulness.
IV. BUSINESS SESSIONS: Governed by
Roberts Rules of Order with a parliamentarian.
Order
of Business:
a. Call to order
b. Invocation
c. Presentation of Colors
and/or Pledge of Allegiance
d. Announcement of Temporary Committees,
including:
(1) Committee on
Credentials
(2) Committee on
Resolutions
(3) Committee on
Constitution and By-Laws
(4 ) Committee on Time and Place
(5) Committee on Audit
(6) Committee on
Nominations
(7) Special Committees
e. Report of Committee on
Credentials
f. Reports of Officers
g. Reports of Committees
h. Unfinished business
i. New business
j. Election of Officers
k. Installation of Officers
l. Retire Colors
m. Benediction
n. Adjournment
V. PROTOCOL:
B. Chapter officers should
be installed by the highest ranking NAPUS official present.
C. It is appropriate for
the highest ranking NAPUS official present to deliver the banquet
address.
D. Only one speaker should
be scheduled at meetings such as breakfasts, luncheons,
banquets and so forth.
E. All NAPUS officials
should be given an opportunity to address the convention when
The greatest number of delegates will be present.
F. Reception Committee:
1. Determine travel
arrangements of NAPUS officers and USPS representatives and
arrange necessary transportation from airport.
2. Meet guest at arrival
point.
3. Pre-register guests in
their hotel/motel accommodations and deliver them directly
to their rooms. Flowers, a
bottle of liquid refreshment or bowl of fruit in the room is
a gesture which will be appreciated.
4. Assign committee member
to introduce guest to the membership.
5. Arrange departure plans
for guests with the same care and concern as displayed in
their
arrival.
V. BANQUET:
The
program should consist only of the introductions, the
speaker and a
limited number of
awards.
A. A postmaster should be
the master of ceremonies.
B. Introductions may be
made before everyone has finished eating.
This conserves time
And presents no problem.
C. The speaker should
deliver the address immediately following the introductions.
D. Any appropriate
recognition awards should be presented after the speaker has
completed his address.
E. The banquet committee
should be held responsible for the following:
1. Order invitations and
see that they are sent to the rooms of special quests and
officers the afternoon of the banquet.
2. Pre-reception for
officers and honored guests.
3. Assign greeters to each
door of the banquet hall.
4. Table arrangements.
5. Decorations with special
attention to the head table, such as a floral arrangement.
6. Corsages and
boutonnieres for special guest and Chapter Officers.
7. Seating at the head
table and all reserved tables.
8. Programs
9. Light
entertainment during dinner.
F. Prior to the banquet the
secretary-treasurer should provide the installing officer with
a list of the names of persons to be installed and the office to
which
they were
elected. (see Appendix II
for installation proceedings.)