Select Host Gardens
Determine Dollar Value Club will have Host purchase plants for Regional.
Get a copy of daylilies purchased - these need to be returned to Club after Regional is over

Pick Date - Do not conflict with Nationals

Choose Committee Heads-Convention Site & Meals, Bargain table, Silent Auction & Raffle, Speaker, Auction & Power Point Show, Bus, Registration & Brochure, Growing registration plants & maybe Promotional.

Secure Site Location & book rooms and deposit

Choose Speaker - We pay for Lodging & All Travel expenses (taxi, car parking, and pet service) Usually Speakers donate time when we purchase plants from them for the auction.

Budget - Registration bags, Items to fill the Bags, Door Prizes, Meals(Gratuity), Postage & Printing, Potting Soil, Daylilies for the Auction &, Buses, Porta-Potties, Travel & Meal possible room Expense for Speaker, Garden Snacks, Microphone, LCD Projector, Screen, Table Decorations. Include $5.00 for every register to be sent to Region Can ask other regions for actual expenditures for previous year(s).

Remind Host garden to take pictures of gardens for brochure and Journal

Choose meals -Choices

Issue an invitation @ the Regional

Let Speaker and any other hybridizer know how much you are purchasing from them for the auction so they can plan accordingly

Book buses and make deposit

Have host Garden write-ups and Pictures for Brochure and Journal.  Also sentences from Open Gardens if you want to include

Registration form completed for Pioneer, Portal & Web Page
1st Registration was in January

Bus Route and schedule to host gardens

Directions to Open Gardens

Let Speaker & other Hybridizers know who is handling the auction so they know where to send plants if need be

Send Welcoming Letter - EMAIL - Can send out at time of registration

Head count for meals to the Convention Ctr

Phil Fass handles everything Allow 2 hrs, Laptop/Screen & LCD Projector

Consider Ability to handle bus load of people
Easy Traffic Flow
Easy View Gardens
Resting Spots
Clearly Labeled Plants
Handicapped accessible

Can figure on 100 people to attend

Brochure

Selecting a Conference Center

Microphone/Screen/Podium/Projector
Plenty of room for staff to serve each table
Space for registration table
Space for Raffle, Bargain & Silent Auction Table
Rooms to block off for lodging
Prices for meals, how much is sales tax and Gratuity, Reserve Table for Speaker
Price for Main Conference room and a for room for the Board meeting room which usually a no charge".
When do they need contract signed, Deposit, How much
When is full payment due?
How many door prizes do we give?
Raffle (Main Door Prize)
Bar Available? Prices
Breakout room for Garden Judges Workshop & Item for this
Table Decorations?

Raffle, Bargain Table, Silent Auction

Acquire Bargain Table Daylilies Priced & Marked
Silent Auction Items
Organize table & sell daylilies
Make Sign that Proceeds go to host club
Determine & Post Hours - Price of Daylilies on sign
Rules for Silent Auction posted, deadline for bidding, when the winner will be announced and when payment is due and item to be picked up

Book buses, sign contract and make deposit 1 yr in advance
Know route and turn around at each garden
Bus Captains, Co-Pilots (locals) are recommended if bus gets lost they can direct to garden
Porta Potties
BUS CAPTAINS - read garden etiquette - Bell - Whistle
Bus route and time in gardens
Is there a Time for Bus rental Minimum or Time Limit

Book Speaker
Pay for all transportation, lodging and meals on both ends this can include taxi, car rental or parking maybe pet service
Usually 1 Hr presentation

Solicit for Donations only from our region
Purchase 1/2 of Auction amt from speaker
Pot up early arrivals, make arrangements with hybidizers for delivery
Auctioneer
Helpers on tables to move plants forward for Auctioneer
Bid Watchers
Runners
Auction list and copies made
Get list to power point so they can get pictures
Someone to make Power Point presentation

Received registration, sends acknowledgement email (Letter)
Deposit checks in separate Regional acct that Treasurer opens for just regional costs
Make list of attendees to include name, address, email address, Phone #, Region and Club
Assigns Bid #'s and give paddles out
Keeps count of dinner choices & give to Person working with hotel 2 weeks in advance
Makes name tags - marks for meal choices
Pictures for registration plants to be given if choice of plants
Give People Registration Bags
Have people sign up for door prizes (Paper & Container)
Give people plant auction list
Give people tour brochure
Give people maps for open gardens & City
Have schedule posted so people can refer to it
Point them in direction of Raffle/Bargain table & Silent auction

Open special account for Regional expenditures
Cash bags for Bargain table, Raffle and Auction maybe one for Silent auction
Paddles for Auction
Clerk the Auction
List of purchases so a Letter of acknowledgement (sample) for daylily donation and a list of winning bids for tax deductions.

Coordinates all above - below are misc. items

• Name & Address of Hotel
• Directions to Hotel
• Registration time & Date
• Open Garden Information
• Bargain Table & Silent Auction Information
• Garden Workshop 1 & 2 Information
• Speaker
• Hybridizers Flash Drive
• Chairman & Registar email & Phone

Be aware of any road construction that may change for open Garden directions at the last minute