
_________________________________________________________________

            The ARRL Convention and Hamfest Guidebook

            A Jungle Survival Guide for event Sponsors
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INTRODUCTION

   Over the years, League officials and members have been 
involved in literally countless conventions and hamfests. Out 
of this wealth of experience certain principles and guidelines 
emerge. Not only can they make the difference between a 
successful and an unsuccessful convention but they can also 
simplify the planning and execution and reduce the inevitable 
problems and irritations. This booklet summarizes a great deal 
of that experience and is offered primarily to help those 
undertaking an ARRL convention. Nonetheless, much of the 
material is applicable to other functions, from a club open 
house to a regional hamfest.
    For the most part, this book will be most helpful to those 
committees putting on an average event: a convention or hamfest 
that draws from 500 to 4000 hams, is held at a fairgrounds or 
large hotel, and has several seminars, programs, commercial 
exhibits and/or flea market. For those conventions that draw more 
than 5000 hams, experience and professional assistance is needed 
to deal with the more complicated logistics, and planning for 
such an event is beyond the scope of this book. 
    Putting on a convention or hamfest is a lot of work. You'll 
run across some sobering facts in this booklet. Sometimes when 
the light at the end of the tunnel seems like an oncoming express 
train, you'll want to give up. Don't. Your efforts will be 
worth it. The editor put on a first-time hamfest in Topsfield, 
Massachusetts, one year. The often agonizing planning, 
management and problems that cropped up vanished into the haze as 
he woke up in the exhibit hall (he camped there to provide 
security for commercial exhibits) Saturday morning, looked out 
and saw lines of cars and trucks full of hams rolling into the 
parking lot -- a sight he'll never forget. A dream turned into a 
reality. 

So You Want To Have A Hamfest . . .

   You have decided to sponsor a hamfest! First, ask yourself 
honestly these very important questions: 

   1. Do we need a hamfest? Or, is it so close geographically 
and close in time to another established event that attendance 
will likely be adversely affected? 

   2. Are there enough hams within a two-hour drive of our 
location to support the event? 

   3. Is there a suitable site and is it available on a suitable 
date? 

   4. Do we have enough advance funds? 

   Before you answer with a rousing "YES," here are a few 
sobering facts: 

   1. Many hamfest sponsors believe a hamfest 200 miles away is 
not in their area and they need one in their own home town. If 
there are successful hamfests within 200 miles, the chances of a 
locally-sponsored new one becoming a great success are limited. 

   2. It is a proven fact that an area can have 2000 hams, but 
approximately 2/3 to 3/4 of them will NOT attend the hamfest for 
varying reasons. Check your potential attendance very carefully. 

   3. Locating a suitable building or park is not too much 
trouble. Many cities (and hamfest sponsors), however, completely 
overlook the fact that most attendees do not "carpool." Many 
times a site is selected with a building that will accommodate 
5000 and a parking lot for 500 (which many hamfest sponsors 
immediately turn over to outdoor swappers), leaving most 
attendees to fend for themselves in locating a parking place; 
thus they come in the door mad at the hamfest and daring you to 
make them have a good time! Overnight RV parking has become a 
popular addition to many hamfests and can make the difference 
between attending or staying home, for some. Check your selected 
site for regulations.

   4. Size and type of hamfest dictate amount of advance funds 
necessary. A few of the advance charges that are common to the 
one-day and two-day hamfests are site rental deposit, ticket 
printing, advertising and promotion charges, flyer printing, 
prize purchases and postage.

   You've read the above and are still convinced that you're 
ready to follow through. The remainder of this booklet is devoted 
to helping you plan your event so as to give it the best chance 
of success. Good luck!

Advance Planning

    Depending on the type and amount of activities for your 
hamfest, start the countdown to your event at least 12 months in 
advance. The need for advance planning cannot be stressed too 
much! Here's a sample outline of a schedule: 


July          Create budget.

              Appoint volunteers to hamfest committee.

September     Send letters to committee members outlining          
                   their responsibilities.

              Begin promotional effort.

              Strike agreement with Fairgrounds management.

November      Recruit commercial exhibitors.

December      Obtain status reports from committee members.

              Give committee members overall progress reports.

January       Recruit food vendors.

March         Continue two-way communications with committee          
                   members.

April         Mail promotional flyer to all ARRL members in the 
                   ARRL Division.  

June          Mail second promotional flyer.

July          Hamfest!


DECISIONS: One-day or Two-day Hamfest?

    The one-day hamfest entails less expense, man-hours and 
chance of failure than the longer event. Programming can be held 
to a minimum. Swapping, eye-balling, picnicing, competing or a 
talk by one of the local hams on their latest project will 
provide a full day of fun for attendees. If your hamfest site is 
not near an area where non-ham members of the family can find 
entertainment, include activities for them in your hamfest 
program. The happy ham at a hamfest is the one who has a happy 
family! 
    The two-day hamfest takes a significantly greater commitment. 
To guarantee success you MUST have the undivided support of the 
clubs in your area, your dealers and manufacturers and a larger 
source of advance funds available. The longer and larger the 
hamfest the greater the demands placed of your Committee's time 
and the larger their area of responsibility. Once the Manpower 
Chairman begins to assign jobs, the number of man-hours required 
to operate the event will astound you. Some of the additional 
budget requirements are: security charges, electrical 
installation, booth installation charges, janitorial expenses, 
extra insurance, program booklet printing, regional and national 
advertising (last optional), ad-copy layout charges, traveling 
expenses for speakers, salaries for electrical work and 
maintenance. 
   Activities for the two-day hamfest usually include: programs, 
organizational meetings, food functions, exhibits, contests, etc. 
You will be expected to have a Headquarters Hotel with a rate 
lower than any place else on earth! Of the activities listed, 
exhibits will be the most difficult to come by and food functions 
will be the most hazardous to your financial success. 


DECISIONS: Selecting a Committee

    Pick solid individuals with histories of hard work and 
success in volunteer roles. If you pick a friend for a committee 
role, be sure your friendship is strong enough to withstand the 
rigors of convention stress and strain. 

Chairman. The buck stops here. The chairman must keep abreast of 
all hamfest planning, doing his best to spot all potential 
problems and taking action before such problems become serious. 
This requires supervision of the committee members; a plan and 
schedule must be agreed upon by each member and the chairman must 
ensure that the plan is being executed correctly and on time. 

Specific tasks include:

"Hiring" all key committee members.

Ensuring adequate communication within the committee through 
meetings, phone calls, on-the-air nets, letters and newsletters. 

"Selling" the hamfest to potential exhibitors.

Arranging for liability insurance.

Obtaining ARRL hamfest status.

Creating a sound financial plan for the event.

Associate Chairman. Assists Chairman with site arrangements, 
rental of fairgrounds for maintenance, trash dumpsters, 
electrical distribution, and other aspects of the site selection 
and related contingencies. 

Publicity Chairman. The most critical job on the convention 
committee, publicity efforts make or break the event. Get the 
word to active hams by direct mail, and advertising in ham 
magazines, QST, and regional convention flyers. 

Exhibit Hall Chairman. Plans exhibit layout and works with 
commercial exhibitors. 

Ticket Chairman. Advance and at-the-door ticket sales. Arranges 
for printing of tickets. Maintains sales records for hamfest. 

Parking Chairman. Coordinates parking scheme, makes signs and 
schedules parking lot staffing. 

Flea Market Chairman. Plans flea market arrangement. Guides flea 
marketeers to their spaces. 

Security Chairman. Provides security for the grounds and 
especially the exhibit hall. 

Food Chairman. Coordinates food and drink concessions. 

Information Chairman. Talk-in station. Gathers information on 
local hotels, hospitals, restaurants, gas stations, shopping 
facilities, beaches, tourist attractions and alternate 
entertainments for non-ham spouses. Runs Public Address system. 

Program Chairman. Plans hamfest programs including forums, 
seminars, films. 

Alternate Activities Chairman. Ensures a fun weekend for non-
hams. Volleyball, and Trivial Pursuit coordinator. 

Exams Chairman. Coordinates volunteer exam session. Contacts ARRL 
VEC office well in advance to ensure that everything comes 
together on hamfest or convention day. 


Finances

    Of primary importance is well-planned and administered 
financing of the convention. Too many affairs go on the rocks, 
financially, because of faulty cost estimates. On the other hand, 
attending hams are quick to sense a situation where the 
convention is being run as a "money-maker" for the sponsoring 
club or group, all of which results in bad feelings. Do not try 
to "clean up" at the expense of the attending amateurs.

   The following list will serve as a guide to the items that must 
be considered in budgeting your costs:

     Banquet (rent of hall, cost of food and any entertainment)
     Tickets (printing costs)
     Free tickets and/or gratuities to speakers or guests
     Transportation expenses of speakers, if necessary
     Cost of sending out notices and other advertising
          literature to the ARRL Division
     Cost of printed programs
     Cost of badges
     Allowance for complimentary banquet tickets to speakers
          or guests
     Signs, banners and decorations
     Prize costs 
     Costs of excursions or hire of buses
     Telephone and postage
     Photocopy facility

    In figuring these costs, it is first necessary to get some 
idea of the expected attendance. Most groups holding a convention 
for the first time tend to overestimate attendance -- a sure way 
to get into the red, financially! Be cautious in your estimates 
and bear in mind circumstances that cut down attendance. 
Simultaneous affairs in nearby ARRL Divisions have little effect, 
unless they're within 300 miles. Bad weather, on the other hand, 
may cut attendance in half. 
   One of the very best guides to attendance is the record of 
previous conventions or hamfests; these attendance figures should 
always be secured and studied. 
   With some idea of an attendance figure, you can go ahead with 
the budget in earnest. Lay out your program in as much detail as 
possible and then, with your attendance figure as a guide, 
compute the cost of each feature. When you have finished, add 
about 20% to the total to cover emergencies and to insure a 
slight margin of profit. 


Ticket Prices

   The total, divided by the expected attendance, gives you the 
cost per ticket. This usually comes out in some odd figure, such 
as $4.84 or $7.37; the ticket price should then be made the next 
higher "even" figure, eg $5.00 or $7.50. Too high a cost may cut 
your attendance; one way around it is to make expensive items 
(eg, the banquet) optional extras. The wise committee will keep 
the basic charge as low as possible. 


Picking a Hotel

   Previous experience is often the best guide in picking a hotel 
or other convention site to be sure that the food quality, 
service and facilities will be satisfactory. The hotel chosen 
will quote various prices on banquet menus, once you give them an 
idea of attendance. Prices will vary widely according to 
location, but a banquet figure higher than the cost of a meal in 
a moderately priced restaurant will result in low attendance 
and/or dissatisfaction. Most hotels demand a minimum guarantee on 
dinners and you should make allowance for this in your 
calculations. Additional dinners are not usually a problem, 
provided adequate notice is given. Be sure somebody does give 
notice if you find your attendance greater than expected; there 
is nothing more disconcerting to a convention committee than to 
find there are not enough places to go around. 


Booth Space Sales

   Income can be derived from the sale of booth space to 
manufacturers of radio equipment for amateur use for display of 
their product line. Other groups are also interested in display 
and sale of their goods at amateur conventions. Booth size is 
usually 8' x 10' or multiples thereof. Flea market and tailgating 
space is an additional source of income. The use of lecture halls 
is ordinarily extended free by the hotel management when a 
banquet arrangement is made with them. Make sure this is the 
case, however, since some establishments assess extra charges. In 
any event, tell them what you will need and make sure that the 
rooms are reserved for your use and that you are aware of any 
additional charges. 

Chamber of Commerce, Convention Bureau

   In connection with printing programs, mailing notices to 
amateurs in surrounding territory, and arranging for 
transportation to points of interest, be sure to consult the 
local Chamber of Commerce or Convention Bureau. It is frequently 
possible to save substantial amounts on these items through such 
personal contact; some Chambers assume most of the program and 
publicity printing costs for conventions and even furnish 
clerical help. It is a good idea to have your tentative program 
drawn up before going to see them, however, as no one likes to 
commit himself on an unknown proposition. Another possibility is 
the use of non-profit mailing privileges for qualified 
organizations. 


Keep It Simple

   Don't succumb to the lure of elaborate programs or badges; 
they run up costs amazingly but do not contribute to the success 
of the convention. The experienced convention committee keeps 
them simple and inexpensive. In most cities you'll be able to 
find badge firms locally; consult the classified section of the 
telephone directory under "Badges" or "Advertising Specialties." 
   Don't put off badge negotiations until the last minute; you 
should start work on badges at least six weeks before the 
convention date. 


Advertising

   Many conventions defray cost of printing the program by 
soliciting advertising. It is not recommended that solicitation 
be made from national radio manufacturers for such advertising; 
their budgets are laid out months in advance and asking them is 
generally a waste of time. Local and regional dealers, however, 
are good prospects. And, don't limit yourself to approaching only 
radio dealers, but, contact the hotel in which the affair will be 
held, also, and nearby garages, parking lots and restaurants. 


Prizes

   The hamfest committee should not depend on all prizes being 
donated by dealers or manufacturers. For the most part it is much 
better to include prize purchases as part of the hamfest budget 
and take advantage of the generous discounts most dealers and 
manufacturers offer for prize purchases. It is far better to 
allow for purchases and reduce the budget if donations are 
received. Donations are always a generous gesture and should be 
well acknowledged. 
   In some states awarding prizes on the basis of the drawing of 
a lucky ticket -- lotteries -- is illegal. Convention committees 
should check the local law. In any event, federal law prohibits 
the use of the mail for the circulation of any matter containing 
an offering of a prize to be awarded upon the basis of lottery or 
chance. 


Exhibits

   Exhibits are costly to the manufacturer and dealer. 
Shipping, travel expenses for those manning the exhibit, loss of 
man-hours at work for those on the road, not to mention the 
exhibit charges themselves, add up quickly. Many companies have 
opted to participate only in events that are two days in length 
and have an historically "proven" attendance in excess of 3000. 
The exception to this requirement is usually your local dealer or 
manufacturer as they will recognize the possibility of having an 
exclusive on sales or product exposure. Caution: Every 
convention and hamfest in the country has a noticeably smaller 
attendance on the second day. Be very sure your second day 
attendance is not limited to your exhibitors and committee 
members. Plan some activities for the second day that will make 
the attendees want to return. 


Meeting Exhibitors' Needs

   Evelyn Garrison, KA7LPK, who's accumulated years of 
convention experience with ICOM AMERICA, Inc, offers some 
additional pointers on commercial exhibitors' needs: 


1. Adequate set-up time must be allowed for exhibitors. Quite 
often, dealers drive all night to attend a show -- and 
manufacturers may have to fly across the entire country. This 
makes it very difficult to set up a show at 9:00 a.m. and open at 
12 noon as is often requested. Give exhibitors 10 - 12 hours for 
set-up. The 3 - 4 hours usually provided are simply not enough! 

2. Most exhibitors would prefer not to have the commercial 
exhibits open on Friday night. Only with an attendance of 10,000 
plus would it be necessary to open exhibits on Friday night. If a 
hamfest draws only 2500 to 3000 in attendance, exhibitors see the 
same people Friday, Saturday and Sunday. This is not quality 
sales time. 

3. An exhibitors' lounge must be provided where battle-weary 
exhibitors can go to rest their feet for a few minutes. The 
lounge should be close to the exhibit hall. Exhibitors cannot 
expect employees to stand on their feet all day without a place 
to take a short break. 

4. Sandwiches and beverages should be easy for exhibitors to 
obtain. If these items could be purchased in the exhibitors 
lounge, it would be an ideal situation. If not, perhaps a 
separate line at the concession stand for "exhibitors only" could 
be established. It is necessary to get back to the booth quickly, 
and quite often one can spend 15 - 20 minutes standing on a 
concrete floor in a refreshment line. 

5. A few conventions do not have easy access for the dealers to 
load their trucks after the shows. Several dealers need to have 
access to a loading area at the same time. Only one fork-lift or 
elevator for a show held on the second floor is not adequate. 

  Most exhibitors travel many miles each year to present a 
professional approach to Amateur Radio conventions. This is very 
expensive and physically taxing to all manufacturers and dealers. 
These few simple courtesies will help to attract additional 
exhibitors to most hamfests. 


Flea Market

  Probably the most popular part of any ham radio convention or 
hamfest is the flea market. Here, sellers set up tables, 
elaborate booths, or simple tailgates to peddle just about 
everything under the sun: vintage radios, tubes, used 2-meter 
rigs, muffin fans, radio components, caps, badges, jackets, 
Novice rigs, and so on. Sellers are generally admitted for a 
slightly higher admission fee in exchange for a flea market space 
and possibly a table. Buyers descend on sellers to buy, trade 
and ragchew. 
  Sellers are usually admitted before the doors open to the 
public to offer them a chance to set up their tables. Your Flea 
Market Coordinator arranges the layout of the flea market area 
and directs sellers to their spaces. 
  Some sellers may engage in sales of illegal items such as 
pirated software, video decoders, fuzz busters, and so forth. 
Print warnings in your hamfest literature, and post signs 
prominently to the effect that such sales will not be tolerated, 
and sellers suspected of illegal sales will be subject to 
prosecution by local authorities. 
  Handicap access: Make sure that your show is fully accessible 
to physically handicapped persons. Employ wheelchair ramps 
wherever possible. 

Programs

   First things first, pick some topics that would be of most 
interest to hams attending your show -- they'll be good drawing 
cards. Remember that you'll need to recruit a local expert to 
present each seminar. Here are some suggested topics to choose 
from: 

ARRL Forum

FCC Forum

Instructor's Forum

Antenna Talk

Packet Radio -- Introduction

Packet Radio -- Discussion Forum

Traffic Handlers Confab

ARES Program

AMSAT or Satellite

Amateur Television Demonstration

DXpedition Presentation

Contest Station Design

VHF/UHF Conference

RFI Forum

VE Forum

Club Presidents' Leadership Roundtable

ARRL Section Leadership Get Together

Public Relations Forum

New Ham Hospitality Forum

ARRL Volunteers Opportunities Forum

Youth Forum

Meeting Speakers' Needs

   With the list of the features to be scheduled, the committee 
can proceed with definite plans for arrangement of the program. 
The various speakers chosen will undoubtedly attend to their 
speeches themselves but there should be a clear understanding 
with each, beforehand, as to the length of time he is to have on 
the program, and the equipment that he will require (blackboard, 
projector, pointer). This must be done out of courtesy to the 
speaker as your guest; it is disturbing to any speaker to go 
before an audience with no clear understanding of how much time 
is expected of him, and, of course, it is embarrassing to 
following speakers if, because of lack of such a time 
understanding, a previous speaker cuts deeply into their own 
time. IMPORTANT: A member of the committee should be appointed 
to see that the speaker is met, properly introduced to the 
audience, and that the equipment is available for his use. 
  In the end, you will have a program that will show when each 
event is to take place. When the affair is held, this schedule 
should be adhered to rigidly. The point cannot be stressed too 
heavily, for upon it depends a great deal of the success of the 
event. A sloppy program, where nothing starts on time and where 
features are allowed to run over into the time of succeeding 
program items, is unsatisfactory from all standpoints. Keep your 
schedule, no matter what steps may occasionally be necessary to 
do it. 


Banquets

   A banquet's success depends largely on the toastmaster; his 
choice deserves careful consideration. He should be "good on his 
feet," one who can be witty without being vulgar, and one who 
relates well to the audience. A particular type to avoid is the 
one who makes long-winded speeches; nothing is more boring than a 
toastmaster who tries to be the chief speaker of the evening. If 
the toastmaster is a non-ham, explain Amateur Radio to him -- 
especially callsigns if he is to introduce guest hams. 
  By all means, DON'T permit the chairman to talk about how 
hard you (the convention group) have worked. No one is 
interested. If the convention's a success, it is unnecessary, 
and no amount of explanation helps if the arrangements are 
inadequate. 
  Don't have too many or too-long speeches at the banquet. Let 
the banquet emphasize fellowship and provide relief from the 
educational part of the convention. If you have honored guests 
it is proper to seat them at the speakers' table and to ask them 
to say a few words. The trend today, however, is away from long 
speaking programs at the banquet and it is best to avoid them. A 
tactful toastmaster can word his general introduction to the 
speaking program in such way as to indicate that it is not the 
intent to have "speeches" so much as brief comments and 
greetings. Often, brief "contests" -- oldest and youngest ham, 
most years in ham radio, most miles traveled to hamfest, and so 
on -- liven up a banquet. 
  There are times when a particular guest is present from whom 
something more ambitious than a brief greeting may be desired. 
In such cases, the banquet program would center upon this one 
address, of course. Never have more than one such address, 
however, and try to have as few others speak as possible, even if 
they speak only briefly. 


Alternative Activities

   It is almost certain that a great many unlicensed spouses 
will attend conventions these days with their ham spouses; often, 
there are sizable numbers of children as well. Accordingly, 
there should be a fairly complete program for them: tours, 
beauty demonstrations, craft displays, luncheons, a nursery, 
game room, scavenger hunt, cartoons, movies, and a hospitality 
room, for instance. The committee members' spouses will have 
lots of ideas and will usually undertake to set up non-ham 
programs. One caution: A growing percentage of ham spouses are 
licensed themselves, and may wish to take in at least a part of 
the amateur program. 


Attendance of Headquarters Representatives

   Wherever possible, ARRL HQ will honor an invitation from the 
ARRL convention or hamfest sponsor for a speaker from the staff. 
Given the ever-increasing cost of travel, however, this will not 
always be possible. Your Division Director should be consulted 
before contacting HQ. All requests should come through the 
committee chairman rather than the individual program leaders, 
and should suggest the speaker or topic most widely desired by 
the sponsors, with an alternate or two. Occasionally, it may be 
possible to send two speakers to a large convention, but not 
always: Other travel or publications deadlines, for instance, 
may take precedence occasionally. Give HQ as much notice as 
possible, at least a few months: Staff attempt to combine 
convention travel with visits to affiliated clubs to get most 
efficient use of each travel dollar. 
  Requests for attendance are always in order, however, and are 
complied with gladly whenever HQ can possibly grant them. 


Other Notes On Programs

   The general type of program is nearly always based on 
previous conventions/hamfests in the ARRL Division and, generally 
speaking, it is wise to be guided by such precedent if it has 
been found successful. Only thoroughly experienced committees 
should attempt a radically new type of convention program and 
then only after consultation with the ARRL Director. 
  Whether the program will be primarily technical or social 
depends on experience; some regions consistently run to a good 
sprinkling of technical sessions, while others concentrate on the 
social aspects, particularly if the event is held outdoors at a 
camp or a park. A reasonable number of technical addresses is a 
good idea if the standard is kept high. If you cannot obtain 
good speakers for technical sessions, it is better not to have 
any. Under such circumstances, one or more technical "round-
table" discussions on "live" subjects can be substituted; the 
best-informed amateur available for the subjects chosen should be 
invited to act as moderator. 
  The welcoming address is usually made by the chairman of the 
committee or the president of the sponsoring club. Keep it 
brief. A representative of a mayor's office or local chamber of 
commerce is sometimes secured for a brief welcoming address, 
particularly at more "formal" conventions; often the mayor 
himself will be available. Unless he is unusually well-informed, 
his secretary will welcome suggestions for pertinent references 
to Amateur Radio for his address. Amateur emergency work or 
public service activity is suggested, particularly if amateurs 
have participated in some recent local event. 
  ARRL Officials' meetings to discuss Field organization 
issues, DX conclaves, emergency communication meetings, and MARS 
operations meetings should always be included. The SM of the 
local section, if available, is the one to ask to take charge of 
the Field Organization meeting. Emergency Coordinators are 
logical choices to be chairmen of emergency meetings. Officials 
of MARS are similarly the ones to "head up" meetings of these 
groups and will always be glad to do so. Asking them has the 
additional advantage of insuring that your convention will be 
well publicized among their groups. Nets, repeater councils and 
local chapters of the QCWA are other groups who willingly hold 
meetings. 
  A "safety session" is highly recommended. Representatives of 
the local power or light company are practically always available 
to speak on electrical safety precautions and to demonstrate 
artificial respiration and CPR; the local chapter of the American 
Red Cross may also be consulted with respect to artificial 
respiration demonstrations. Local personalities are often 
available for amateur/media discussions. 
  National Weather Service personnel can be invited to speak on 
weather and emergency communications. 


ARRL Forum

  ARRL conventions and hamfests with formal speaking programs 
should make provisions to have some time devoted entirely to ARRL 
affairs - the traditional "ARRL Forum" at which members have an 
opportunity to register their views on League affairs. The 
division director is the logical moderator at such a meeting to 
report on the affairs of the division. Similarly, a 
representative from the Headquarters staff might well be 
scheduled for an appearance here. Such meetings can be 
worthwhile if well handled but are a waste of time if allowed to 
degenerate into long-winded wrangles among a few. With this in 
mind, it becomes apparent that the chairman selected for any such 
meeting should be a person capable of keeping it well in hand. 
The director is frequently an excellent choice. The ARRL program 
should be scheduled at a time that will provide the largest 
audience. Avoid scheduling other programs during the ARRL Forum 
slot. Also avoid popular luncheon times. 
  Visits to local points of interest are in order if there is 
something with real interest such as an unusual type of industry 
or famous landmark (often available for picnic lunch). Visits to 
local broadcast stations are very popular as well. 
  A "dutch supper" replacing a formal banquet at some low-
priced restaurant or inn is often an excellent way to take care 
of the evening of the first day of a two-day affair; it can be 
followed by informal activity winding up, perhaps, with a Wouff 
Hong initiation at midnight. 
  Similarly, a good way to start off the second day of a 
convention is to schedule group breakfasts at coffee shops of 
various hotels or in restaurants. QCWA breakfasts are quite 
popular. A local convention official should be assigned to each 
group to appear early and make certain that arrangements are in 
order. No formal program or seating is necessary; those who show 
up will form tables of their own. Expenses are "dutch," of 
course. One or more of the following groups can be scheduled: 
traffic, DX, emergency, MARS, mobile, repeaters, nets, QCWA, FOC, 
OOTC, etc. 
   Do not schedule too many activities. Most hams like to 
visit with friends, see all the stuff on exhibit and in the swap 
area, meet with members of their DX-club, traffic net or FM 
association. THEN if time permits they may attend a program. 
One-day hamfests rarely have time for programs nor are they 
missed. The two-day hamfest should have a few on the most 
popular subjects . . . plus several organizational meetings. For 
the most part these programs can be provided to the committee at 
minimal cost, if any at all. Usually the local expert in any of 
the more popular fields of Amateur Radio will have a better 
attended program than some stranger to the area. The out-of-town 
speaker will have a greater need for assistance in travel 
expenses than the local; speaking fees are not the norm in 
amateur radio circles although some renowned speakers do charge 
fees. If the event is an ARRL convention you will have received 
information regarding ARRL speakers available at no charge to 
you. 


Entertainment

   Any entertainment offered as a part of the convention should 
be in good taste and in keeping with the standards of Amateur 
Radio. 


Wouff Hong


   <<<Wouff Hong Certificate graphic here>>>


   Any state, Division or national convention of ARRL is 
eligible to put on the traditional initiation into the Royal 
Order of the Wouff Hong, and many do so. This event can be one 
of the highlights of a new ham's experiences. If interested, 
communicate with ARRL Headquarters for the ritual's details. The 
Wouff Hong initiation ceremony is performed before the audience 
by a cast of five characters (who have active speaking parts) and 
a "novice." The characters are known as The Old Man, Hi-
Potential, QRM, QRN, and Xtal and the various roles require a lot 
of rehearsal to perfect. The Old Man and Xtal are the principal 
roles and their proper handling requires some study and work. 
Costumes are required but need not be expensive. When put on, 
the performance takes about 25 minutes. It is usually done at 
mid-night. Only licensed amateurs who are members of the ARRL 
may attend the performance and be initiated as members of the 
R.O.W.H. 
  In addition to the ritual, League Headquarters also supplies 
very attractive R.O.W.H. certificates to be made out for each 
person attending the initiation. Some convention committees 
include the initiation in the regular price of the convention 
ticket; others make a separate charge of a dollar or so to help 
defray additional cost of costumes, rental of hall or other 
quarters for the initiation if some special location is selected, 
installation of special lighting effects, and so on. 
  The R.O.W.H. initiation is an impressive ceremony at any 
amateur convention but should not be put on unless the parts have 
been thoroughly rehearsed so that a top-notch performance 
results. One effective method is to record all voices on tape 
ahead of time and then (after adequate rehearsal) simply 
pantomime the ceremony itself. 


Food

   Many hamfests would have been financial successes if the 
committees had not overestimated the number of people for a 
luncheon or dinner, or overpurchased supplies for a committee-
operated food stand. If you cannot schedule "order from the 
menu" events, guarantee ONLY those meals for which you have 
received advance payment. The profit of a committee-operated 
food stand on-site can be inviting. Nonetheless, it is sometimes 
the wiser choice to let a professional operate the stand in 
exchange for a percentage of sales to the committee and let the 
vendor take all the chances on advance supply orders. The 
professional also removes all the insurance burden from the 
committee by providing their own insurance to cover food 
operation. 


Promotion

  Advertising your event is the most important function in 
hamfest planning. Proper advertising is the secret to making your 
hamfest a success. All your work for a great event will be 
wasted if you do not sell your product. Advertising expenses are 
usually one-fourth of your entire budgeted amount for the 
hamfest, whether it's a small or large event. 


Types of Advertising

   The type of advertising you do will depend on the type of 
hamfest and the area you plan to cover. Your advertising funds 
will be wasted if the notices are not placed in the correct 
spots. Forgo national advertising (except the free write-ups 
offered by the magazines) until such time as your show has grown 
national in scope. Club newsletters, regional publications, local 
newspapers, and on-the-air announcements are all good spots; 
nothing replaces the direct-mail approach, however, if you can 
afford it and can get an up-to-date mailing list. If you cannot 
afford to mail to all the hams in the appropriate area, mail to 
those that are on the air most frequently and ask them to assist 
you in talking up your hamfest. 
  Be sure your club members mention the hamfest in all their 
conversations. Do everything in your power to be sure EVERYONE 
in the immediate area KNOWS all about your hamfest, they will be 
an excellent source of publicity if they have all the facts. 

 
Announcement Fundamentals

  When you make up an ad or announcement, be sure you include 
these fundamentals: Name of Hamfest, Location (include a map if 
not on well-traveled highway), Date, Hours, Charges for 
attendance and Swap or food functions, Mailing address and 
telephone for further information, and a talk-in frequency. 
After you have mentioned all of the above, other activities can 
be mentioned. Do not go into a great deal of description as it 
takes space -- do not crowd your announcement -- mention the 
basics and a few teasers to get their attention. CAUTION: Never 
mention any activity that has not been formalized. Some 
unforeseen hang-up could prevent your having the activity and 
those in attendance have a habit of HAUNTING you with the 
activities that did NOT occur, regardless of a good job done on 
the rest of the show. It pays to start early. 


Mailing Labels

   ARRL HQ provides free mailing labels to ARRL-approved 
events, and charges a nominal fee to non-sanctioned affairs. 
Lists can be provided for all licensees, or just ARRL members. 
For a mailing label request form, write ARRL, 225 Main Street, 
Newington, CT 06111. 
   Promotional materials should be sent to principal clubs in 
the area (list obtainable from ARRL HQ, after completion of the 
above mentioned form), to MARS heads, QCWA groups and so forth. 
These steps should ensure reaching all potential attendees. 


QST Coverage

   Your ARRL convention will be carried in the "Coming 
Conventions" box as soon as your application is approved by the 
Director and Executive Committee. A more-complete announcement 
can be run in the issue of QST which will reach your "customers" 
just before the affair. For a convention the first weekend in 
June, for instance, aim for the May issue of QST, the copy 
deadline for which is March 5. A late September meeting would be 
publicized in the September issue, deadline July 5. There is no 
charge for either the box listing or the write-up. If additional 
QST coverage is desired, however, advertising in the "HAM-ADS" 
section or display advertising is available at reduced rates. 
Write the ARRL Advertising Manager for information. 


         <<<SAMPLE QST HAMFEST CALENDAR PAGE HERE>>>


  QST will list your hamfest, whether ARRL approved or not, in 
its monthly Hamfest Calendar, free of charge. There are certain 
guidelines, however. 
  Hamfests will be listed only once. If the event will occur 
before the 10th of the month, it will be listed in the previous 
month's QST. If it will occur on or after the 10th, it will be 
listed in that month's QST. The deadline for receipt at ARRL HQ 
of hamfest information is the 5th of the second month preceding 
publication. 
  In other words, if your hamfest will occur on August 7, the 
information must be at HQ by May 5 (preferably sooner) to make 
the deadline for the July issue. If your event will occur on 
August 12, it should get to HQ by June 5th for the August issue. 
  HQ will acknowledge all information received for the Hamfest 
Calendar with a postcard stating the date of publication. If you 
do not receive an acknowledgment within two weeks, your letter 
may never have arrived at HQ so send a duplicate copy. 
  If additional QST coverage is desired, advertising in the 
"Ham-Ads" section or display advertising is available at reduced 
rates. Write the advertising manager for information. 


A Note About Promotional Materials

   Tailor promotional materials toward your intended audience. 
Consider publishing two separate flyers: one geared towards the 
major audience, hams, and the second towards the general 
electronics-oriented public. 

ARRL And Your Convention

   Before any convention can be advertised or otherwise labeled 
an "ARRL Convention" or "ARRL Hamfest," certain requirements must 
be met. These have been specified by the League's Board of 
Directors and appear in the Rules and Regulations attached to the 
League's Articles of Association. They describe the 
circumstances under which such a convention may be held and 
prescribe the procedure which must be followed. The pertinent 
Rules and Regulations are: 

           1. American Radio Relay League Conventions and 
         Hamfests are meetings of persons interested in Amateur 
         Radio which are authorized and conducted in accordance 
         with the rules to follow. ARRL Conventions may be 
         sanctioned at the Section, state and   division levels 
         and in some cases as operating-specialty   conventions; 
         there will be not more than one convention at   each 
         level in a given area per year.

           2. Neither the name of the American Radio Relay 
         League, nor the initials thereof, nor its emblem, shall 
         be used in connection with any meeting or convention, or 
         in the advertising thereof, unless it has been approved 
         in the manner set forth below.

           3. Parties desiring to conduct an ARRL convention 
         shall obtain the approval of the director of the 
         division in which the convention is to be held, by an 
         application setting forth the place and date of the 
         proposed convention, the area to be served, the 
         particular purpose to be served thereby, the clubs, 
         associations or groups who propose to sponsor it, and 
         the names and addresses of the officers chosen to 
         conduct it. When the director is satisfied that the 
         approval of such convention will be in the best 
         interests of the League, he shall submit the application 
         to the Executive Committee for its formal approval. Upon 
         such final approval the headquarters shall notify the 
         chairman or secretary of the convention group. The 
         management, program and financial plans of every such 
         convention shall be subject to the approval of the 
         director of the division in which the convention is to 
         be held. Every such convention will make provision for 
         an ARRL forum or meeting and for an ARRL display booth 
         or table and shall make every effort to use the ARRL 
         diamond prominently displayed on the front of all 
         advertising and program materials. On its part, the 
         League will make every effort to provide a speaker from 
         among the headquarters staff or from among the officers 
         of the League at no cost to the convention treasury; to 
         provide editorial support in QST for the event; to 
         accept paid advertising at rates lower than for 
         commercial purposes, and to contribute publications to 
         be used as awards or prizes.

           4. Parties desiring to conduct an ARRL hamfest shall 
         obtain approval of the director of the division in which 
         the hamfest is to be held, by an application setting 
         forth the place and date of the proposed hamfest; the 
         area to be served; the clubs, associations or groups who 
         propose to sponsor it, and the names and addresses of 
         the officers chosen to conduct it. The director will 
         notify the Headquarters that the hamfest has been 
         approved. ARRL hamfests will make space available for an 
         ARRL display, and those ARRL hamfests which include 
         formal speaking programs will   provide time for an ARRL 
         meeting of so requested by the   Director or other 
         elected League official. There is no limit to the number 
         of ARRL hamfests which may be held, but care should be 
         taken to avoid conflict with other hamfests serving the 
         same general area. Headquarters will provide editorial 
         support in QST for the event, will provide for 
         advertising in QST at rates below commercial rates, and 
         will on request provide publications to be used as 
         awards or prizes.

           5. Notwithstanding the foregoing provisions, the Board 
         of Directors may authorize or direct upon such terms as 
         it may prescribe, the holding, as a National Convention, 
         of a meeting of persons interested in Amateur Radio from 
         throughout the operating territory of the League. The 
         Board will consider   applications at the Annual Meeting 
         two (2) years in advance of the year of the convention, 
         solicitation to be made in the prior August and October
         issues of QST. The Board may opt to delay selection to 
         a future meeting. The management, program and financial
         plans of every such convention, shall be subject to the
         joint approval of the Director concerned and the Executive
         Committee.

           6. The Executive Vice President, with the approval of 
         the Executive Committee, is also authorized to provide 
         (upon the request of the directors affected), for the 
         holding of a State Convention designed for amateurs 
         residing in any state which lies partly in each of two 
         divisions.


  From the above it will be noted that the first moves are 
between the Director and the convention committee. It is the 
Director from whom initial approval must be secured and the final 
approval of the League's Executive Committee (required for ARRL 
conventions, but not for ARRL hamfests) is given only after the 
Director has indicated his own approval. 



          <<<SAMPLE CONVENTION/HAMFEST APPLICATION HERE>>>
                   

  If you are planning a convention or hamfest, therefore, the 
first step should be to compile the required information and 
submit it to your Director. This is done on a special convention 
or hamfest application form available from your Director or from 
HQ on request. You should secure this form, fill it out and 
return it to the Director at least six months in advance of the 
contemplated date. This is to your own advantage: Since 
Directors are reluctant to approve two conventions/hamfests in a 
division on the same date, it means that groups seeking approval 
later for the same day(s), may have to defer to you. On the 
other hand, if it should happen that another convention/hamfest 
has already been approved for the date you seek, you may have 
ample time to revise your own plans. 
  If the Director approves the convention application, it is 
forwarded to ARRL Headquarters for the formal approval of the 
Executive Committee; after this is secured, the sponsoring group 
is notified by ARRL HQ. 
  It is important at this point to emphasize that contact with 
the Director does not terminate after his approval of the 
application. Note the last sentence of Regulation 3. Not only 
is initial approval required but as convention plans progress the 
Director's approval must be secured for such details as the 
program, speakers, financial details, program and booth 
advertising, and similar details. Failure to keep the Director 
informed, failure to secure his approval on all matters, or 
refusal of the convention committee to modify such details 
considered unsatisfactory by him are grounds for suspension of 
the League's approval and use of the name of the ARRL. 


Event Date

  The date of your convention/hamfest will depend to some 
extent on geographical location or accommodation availability, 
but is more often established by the precedent or the custom of 
some divisions in preferring a certain season of the year. It is 
well to consult the division Director and the Headquarters before 
choosing a firm date so that conflicts with events in other 
divisions may be avoided. HQ records dates of ham gatherings up 
to two years in advance. 


ARRL Director Invitation

  Even though the ARRL Director has been involved in the 
planning, be sure he is extended a personal invitation by letter 
from the sponsoring club's president or secretary, or the 
chairman of the committee. A complimentary ticket (without the 
prize stub) is a courtesy but not a necessary gesture; the 
invitation itself is the important thing. A similar invitation 
should be extended to other League Officials in the area (League 
Officers, Vice Directors & SMs). 


Sales Tax

  Many hamfests and conventions have reported incidents 
involving the collection of state sales taxes. Find out what the 
requirements are in your state and include the information in the 
advertising for your event. The League absorbs any state tax 
applicable on overall sales made at the League booth. Taxes are 
not charged to individuals on sales made at the League booth.


ARRL Handouts

  League Headquarters will automatically supply a selection of 
League handout materials and a prize package to an approved 
convention/hamfest a few weeks before the affair. Please advise 
HQ on the anticipated attendance.


ARRL Field Organization Badges

  Members of the ARRL Field Organization are eligible to wear 
official ARRL Call Sign Badges. You may wish to recruit a 
special "Participating Badge Engraver" to have a booth at or near 
the ARRL Booth for the purpose of engraving badges for attending 
Field volunteers. Often, Section Managers and Division Directors 
are on hand to approve badge applications on the spot, thus 
allowing for immediate badge delivery. For more information on 
the ARRL Call Sign Badge Program, and a list of official 
Participating Badge Engravers, please contact ARRL HQ. 


Volunteer Exams

  The ARRL encourages you to sponsor a Volunteer Examination 
session as part of your hamfest or convention program. If exams 
are conducted under the ARRL/VEC, you are entitled to receive an 
extra ARRL Handbook as a prize. 


ARRL Booth

   The present regulations established by the League's Board of 
Directors for conventions and hamfests stipulate that the 
committee must provide and staff a table or booth where League 
memberships will be solicited and accepted. While elected ARRL 
officials and HQ personnel may be willing to help in the manning 
of the booth, they must also be available for talks and for 
individual membership contact. Therefore, someone should be 
assigned by the committee to be on duty whenever the exhibit area 
is open. 
   The convention/hamfest may accept League memberships only at 
the full rate at the time of the convention (check for current 
membership rates in effect). 

Consignments of Publications

  League publications and supplies can be furnished to the 
convention on consignment, with the full amount for those sold, 
and returns of those unsold by the committee at the end of the 
convention. No commission is allowed on consignment sales except 
if the event sponsor is an ARRL affiliated club. In this case, 
the club is entitled to a commission of 10% on sales. Contact 
Headquarters for details on consignment policies. 
 ____________________
| Filedate = 6-30-94 |
| JEM                |
|____________________|


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