NATIONAL CONVENTION OPERATIONS MANUAL Train Collectors Association
Created by & for the use of CONVENTION GUIDELINES COMMITTEE July 14, 2020 REVISION 3.11x
Bob Keller Committee Chairman
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CONTENTS
TCA MISSION ...... 1 GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION ...... 1 ALL CONVENTION CONTRACT NEGOTIATIONS...... 2 SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION ...... 2 NATIONAL CONVENTION COMMITTEE REVIEW...... 2 CONVENTION PLANNING ACTIVITIES ...... 4 BUDGET / FINANCIAL ...... 8 CHECKING ACCOUNTS ...... 8 DEVELOPMENT OF CONVENTION BUDGET ...... 8
CONVENTION HOTEL / HOTEL CONTRACT ...... 10 CONVENTION COMMITTEE ORGANIZATION ...... 11 REGISTRATION CHAIR ...... 12 REFUNDS ...... 16 CONVENTION TREASURER ...... 17 CONVENTION PUBLICITY CHAIR ...... 17 REGISTRATION FORM ...... 20 SIGNAGE ...... 21
SECURITY CHAIR AT CONVENTION SITE ...... 22 TRADING HALL CHAIR ...... 22 RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS ...... 23 TOURS AND TRIPS CHAIR ...... 24 KIDS CLUB CHAIR ...... 24 AUCTION CHAIR ...... 25 PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR ...... 26 DIVISION/CHAPTER WELCOME PARTY CHAIR ...... 27 CONVENTION BANQUET CHAIR ...... 27
CONVENTION WEEK ...... 31 MEETING SPACE AND EVENTS ...... 31 ATTACHMENT A - GENERAL INFORMATION ...... 34 ATTACHMENT B - SAMPLE AUCTION TICKET ...... 36 ATTACHMENT C - ROOM SETUPS ...... 37 NATIONAL CONVENTION OPERATIONS MANUAL P a g e | iv
ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS ...... 40 ATTACHMENT F - SAMPLE TRADING HALL LAYOUT ...... 65
ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS ...... 67 ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued) ...... 69 ATTACHMENT H – FUTURE TCA CONVENTIONS ...... 71 ATTACHMENT I - INFORMATION ABOUT THE TCA ...... 72 INDEX ...... 73
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TCA MISSION
To develop an appreciation of and to preserve an important segment of history— Tinplate Toy Trains—through research, education, community outreach, fellowship, establishment of collecting standards, and to promote the growth and enjoyment of collecting and operating toy, model and scale trains.
The Convention Guidelines Committee is authorized and directed to: o Conduct negotiations and contracts for site and services for National Conventions. o Advise and assist the annual convention committee through the Convention Planning and Production process, by collecting and publishing information on past conventions. o Review and update the National Convention Operations Manual annually.
The National Convention Operations Manual, approved by the BOD, is incorporated by reference as Rules and Regulations.
GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION The Convention Guidelines Book has been developed from the experiences and expertise learned through past TCA National Conventions. The National Board of Directors voted in June 2008 to make this manual a freestanding guide, incorporating all current National Board policies. This Convention Guidelines Operations Manual will take you through the convention process as to what is involved, from your initial bid for a convention to the final post-convention report.
Your Convention Committee will highlight your home Division or Chapter and put it in the national spotlight. Those Divisions and Chapters that have risen to the challenge have found that it is a solid source of local pride and accomplishment for the participating officers, chairs and volunteers.
In recent years, attendance at TCA National Conventions has increased because we have added more tours, with extra emphasis on making the convention a family vacation, so this may include having things to do before and after “convention week”. Your planning should now include tours starting on Sunday before convention week and ending with a tour on the following Sunday. This is a big responsibility for the Division/Chapter and requires careful planning and organization. Because of our increasing convention attendance and a full week of activities, our economic impact on your local community can be substantial.
The two immediate past Convention Chairpersons shall be on the Convention Guidelines Committee. They, along with the Convention Guidelines Chairperson, have experience that you will find quite helpful.
National Officers and the Convention Guidelines Committee shall oversee the administration and financial liability to TCA for the National Convention each year.
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ALL CONVENTION CONTRACT NEGOTIATIONS ALL National Convention Contracts for hotels which will include room blocks, food, beverage, and exhibit space, will be developed and negotiated by the Convention Guidelines Chair, reviewed by the National Treasurer, then reviewed and signed by the National President. This takes the pressure off of the Convention Committee while the Convention Guidelines Chair continues to negotiate the best contract in the interest of TCA.
ALL excursions and tour contacts will be developed by the local Convention Committee, negotiated by the Convention Guidelines Chair, reviewed by the National Treasurer, then reviewed and signed by the National President.
SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION
LETTER OF INTENT SUBMISSION FIVE YEARS OUT (MINIMUM REQUIREMENT) Five (5) years before the convention date any Division or Chapter proposing a convention shall submit a simple letter of intent to the Convention Guidelines Chairperson and copy to the National Secretary. Only Divisions or Chapters submitting their intent in writing will be considered. There will be much work to do to get ready for your Convention bid presentation. It is also recommended that you download additional copies of the National Convention Operations Manual from the National TCA website for all of your key Committee Chairs.
NATIONAL CONVENTION COMMITTEE REVIEW
Five (5) YEARS OUT Following the receipt of your letter of intent, the Convention Guidelines Chair will set up a visit to the proposed convention site. In preparation for the site visit, the Convention Guidelines Chair will contact the local Convention & Visitors Bureau (CVB). A Request for a Proposal, (RFP) will be prepared by the Convention Guidelines Chair outlining the convention requirements for the CVB. Six (6) months prior to seeking tentative approval from the BOD to sponsor a TCA National Convention (therefore, 4 1/2 years out) the Division/Chapter must submit to the Convention Guidelines Committee: o A written Convention report to include the convention facilities, location, tentative budget, potential staffing, and overall plan. o A review of the convention Hotel, meeting space, convention plans, staffing, financial/budget will be conducted on site by the Convention Guidelines Chair.
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FORMAL PRESENTATION TO BOD FOR APPROVAL FOUR (4) YEARS OUT The Convention Guidelines Committee shall submit its recommendations for the selection of future convention sites to the Board of Directors. o All convention bid presentations shall be held four (4) years before the convention date. o A written convention plan by the Division/Chapter will include the convention facilities, location, tentative budget, potential staffing, and overall plan. o All convention bid presentations and updates for approved conventions are to be scheduled on the agenda for 9:00 AM on Thursday of the annual BOD meeting. o The Division/Chapter presentation to the BOD is limited to 15 minutes. o Scheduling matters - TCA Bylaws require that the Annual Membership Meeting be held between June 7 and July 7 of each year. While this may seem that it gives a great deal of latitude in which to plan your convention, care must be given considering TCA blackout policies. No meet, at any level of the TCA, shall be held 10 days before or after the National Convention if within 250 mile radius of the Convention Site. o Working with you and the local Convention & Visitors Bureau, the Conventions Guideline Chair will suggest a week that will be both economically feasible and fit within TCA policies and Bylaws. o Recommendations or comments by the Convention Guidelines Committee should be included with the plan. o Commercial promotional TV videos from convention cities are barred from presentation. o Package should include a sampling of other amenities available at the convention site. o All requirements must be met to receive further consideration. o The National Treasurer will review the budget. o If you are planning t o have the Welcome Party, you need to start thinking about a Division/Chapter fundraiser. The Board of Directors shall review all future convention sites with the thought of making reasonably sure the Train Collectors Association does not lose money. After this review, the Board of Directors will give approval to the Division/Chapter to sponsor the TCA National Convention four (4) years out during the June BOD meeting. This is your approval to move on as a Local Convention Committee. Now the work begins.
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CONVENTION PLANNING ACTIVITIES Congratulations! You have made it this far and now the work will really begin. On the following pages, we will outline what your responsibility will be to keep the National Board of Directors informed and also help you through the initial planning stages of hosting a National TCA Convention. Remember the Convention Guidelines Committee is here to help. It is comprised of past National Convention Chairs that possess a great deal of convention experience. By using this resource, you and your committee will not need to “re-invent the wheel” to host your convention. From the time of your convention bid approval through the post-convention report, your committee will be required to file annual reports and make a yearly presentation to the National Board of Directors. Following is a time-line for those reports and meetings including actions you should be taking. Next will be budget and financial responsibilities, Convention Committee composition and finally the main event, Convention Week. Proper planning will insure your Committee a successful and stress free convention.
The National President, National Treasurer, and Convention Guidelines Chair will oversee the administration and financial liability to TCA for the National Convention each year. This working review is to be applied to those conventions that are four years out or less.
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FORMAL BOD PRESENTATION - THREE (3) YEARS OUT The Convention Committee will present their convention plans to the BOD at the Annual Meeting. At this point, if not done previously, you: o Select the Convention Treasurer o Select the rest of the Committee Chairs. o You should have been contacted by the National Convention Car Program Chairperson. ▪ Make sure your committee voices their opinions on car types and road names. ▪ You may be requested to help in securing permission to use fallen flags or licensing arrangements to manufacturers or companies unique to your area. o Finalize your Convention Logo. NOTE: Your convention logo will appear on all printings. Be sure that it is professionally designed and will reproduce clearly when reduced for printing. o If needed, begin working on fund raising projects for the Welcoming Party and Board of Directors social.
FORMAL BOD PRESENTATION - TWO (2) YEARS OUT The Convention Committee will present their Convention Plans to the BOD at the Annual Meeting. o Begin regular meetings of the general Convention Committee. o Committee Chairs should begin to select committee members and hold planning meetings. o All committees should have submitted their budget requests, and the convention budget should be in final draft form and ready for review by the National Treasurer. o Food and beverage contracts have been negotiated at the signing of the Hotel contract, and are usually finalized two years out.
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INTERIM TO DO LIST - EIGHTEEN (18) MONTHS OUT o Final budget should be prepared and submitted to the National Treasurer for review, with a copy to the Convention Guidelines Chair. o All tours should be finalized o All contracts for tour buses/tour companies signed and in place. Note: Convention week should be full of tours and there should be no scheduling conflicts. o Check the publication schedule for The Train Collectors Quarterly (TCQ) so the Convention Committee will have ample time to work with the Editor to generate an article and graphics to promote the convention. o The deadlines for submission of the convention article for the National Headquarters News are due in the National Business Office (NBO) by: ▪ November 15 for the January issue ▪ January 15 for March ▪ March 15 for May ▪ July 15 for September ▪ September 15 for November. Use of the dates above will help to insure your Registration and Tour Chairpersons will be able to submit timely and colorful ads to promote the convention. o Contact the CGC Chairman, NBO manager or the National Treasurer regarding the registration software. Due to TCA’s compliance with the Patriot Act, only TCA approved software can be used for registration. Registration software and financial reports must follow strict revenue and expense accounting, as prescribed by the TCA Convention Guidelines Chairman and the National Treasurer.
FINAL BOD PRESENTATION – ONE (1) YEAR OUT The Convention Committee will present their final convention plan to the BOD at the Annual Meeting. o All convention details should be final. o Begin procuring door prizes, raffle, and auction items, if not already started. o Be ready to meet the publication deadlines for The Train Collectors Quarterly, National Headquarters News and any other publications. o Your convention will have a designated area at the convention prior to yours to set up a small display area and begin promoting and selling convention items and distributing tour information. Prepare to have this area staffed with volunteers for a minimum of three days. Check with the current host committee for your space allocation and daily hours of operation. This is your first opportunity to begin selling your convention to our members. o Arrange table space with Eastern Division for October York to continue the promotion of your convention.
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SITE INSPECTION – NINE (9) TO SIX (6) MONTHS OUT Six to nine months prior to the convention, the TCA President and the Convention Guidelines Chair will schedule a convention site visit for a full review of the convention Hotel, meeting space utilization, schedule of events, tours, budget, and food & beverage contracts.
CONVENTION REVIEW SIX (6) MONTHS OUT o The Convention Committee must have all information ready for programing the computer. National has purchased a laptop computer and an all-in-one printer/scanner/copier/fax for use by the Registration Chair. The computer equipment must be returned to National shortly after the completion of your convention. o The National Business Office must be prepared to start receiving registrations in late December or early January. o All committees, as well as the overall Local Convention Committee, should be meeting at least monthly to finalize plans and preparations. o Committee Chairs should complete their lists of volunteers to help at the convention. Secure more volunteers than you need because some will not follow through. o Meet all publications deadlines. o Arrange for table space with Eastern Division at April York to promote your convention. o Begin weekly reports to the National Treasurer and Convention Guidelines Chair.
FINAL PLANS THREE MONTHS AND COUNTING TO THE CONVENTION START o Check and recheck all details. It is now convention time.
MONDAY OF CONVENTION WEEK o The Pre-Convention hotel meeting is usually held at 9:00 AM on Monday morning, and lasts about two hours. The purpose of the meeting is to meet the hotel staff, review each day as to what is required from the hotel, and confirm billing information. Attendees: National President, Treasurer, and, Convention Guidelines Chair, and the Convention Chairman along with critical Division/Chapter Chairs.
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BUDGET / FINANCIAL With the implementation of the Patriot Act in 2001, all non-profit organizations, including the Train Collectors Association, entered into a new era of financial accountability. Since this is a National Convention, revenues and expenses must be carefully tracked and recorded to make it easier for the treasurer to enter these into the proper account when the convention is complete. Following are some guidelines to assist you. However if you have any questions you should contact either the TCA Convention Guidelines Chairman or National Treasurer for clarification.
CHECKING ACCOUNTS The National Business office will have a checking account for all convention related activities. This account is the TCA National Convention checking account, which has been set up for you by TCA National. The account is linked to the credit card processor used in our registration software, Show Runner. When a member registers for the convention and uses a credit card for payment, the funds will automatically be deposited to this checking account. This account will also be used to pay convention expenses (e.g., deposits for the hotel, buses, tours, events, etc.). The host Division should have a separate checking account that is maintained by the host Division or Chapter. This account should be used for proceeds from fund raising activities and to pay for division/chapter convention related expenses that are not paid from the National Convention account. DEVELOPMENT OF CONVENTION BUDGET The TCA convention budget is required by Board of Directors policy to show a modest profit so that we do not lose money. The Convention should be fairly priced on registration, tours, food and beverage, and even trading hall table costs, to make the Convention an attractive vacation package for TCA members and their families. The budget is calculated from the projected attendance based on prior conventions that are similar in size. Your expenses not covered elsewhere by income will determine the registration fee. Each Committee Chair needs to estimate their expenses, and then the total expenses need to be allocated to a revenue account. Tours should be priced to show a profit. The contract with the bus/tour company will be negotiated by the Convention Guidelines Chairman. Past convention Tour Chairs are an excellent source of information. The proceeds from the Saturday night auction are difficult to budget, since there are so many variables. Past convention treasurers will be an excellent source of information to help you begin this process. The National Treasurer will approve all convention budgets, so be sure to include the National Treasurer in your early planning.
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DIVISION/CHAPTER BUDGET The Division/Chapter will be responsible for some convention related expenses. Your two largest expenses are usually the Welcome Party and Board of Directors’ social. As a Division/Chapter, you may also want to pay expenses for some of your members to attend various meets or functions prior to your convention. Divisions & Chapters often use fundraisers to subsidize these activities. Although this may require some up-front money, if planned carefully, you will recoup most, if not all expenses, from silent auction sales. ADVANCE OF FUNDS The National Treasurer is authorized to advance up to $25,000 to convention committees of approved convention sites upon the request of the convention guideline chair. These advances are to cover required hotel and tour deposits, reasonable promotional materials, etc., required prior to income being received from registrations. Substantiation of these expenses is to be submitted prior to the advance of any money. No advances will be made for Division fundraising or start- up purposes. Any approved advance will be deposited into the TCA National Convention checking account. CONVENTION BANK ACCOUNT / CONVENTION BUDGET / CREDIT Create a separate bank account and budget for your convention’s fund raising activities. Inquire about the cost effectiveness of accepting credit cards at your bank, or contact the Convention Guidelines Chairman for other options. Many Divisions and Chapters have reported increased sales when they have the ability to accept credit card transactions and when used in conjunction with your other fundraisers, could be quite profitable.
o All revenue associated to the convention are be deposited into the TCA National Checking account and all expenses should be paid from this account, with the exception of those items that are Division/Chapter’s responsibility (e.g. Board of Directors Social, banquet cars, etc.). o The hotel and/or convention center will require a credit application to cover miscellaneous Division/Chapter expenses during convention week. The National Treasurer will complete the credit application for the Convention. o The Convention Chair and a few designated individuals will h a v e s i gnature authority on to this account once the convention begins. During the convention, the National Treasurer will review this account daily. o Be sure your miscellaneous expenses are in the budget. o Because of the day-to-day variables, it is a requirement to have the budget on a computer and available on-site during the convention.
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NATIONAL ACCOUNT - HOTEL The National Treasurer will complete the credit application as required by the hotel and/or convention center. The National account covers the Board of Director’s expenses and other charges that are not for a single individual. This includes the Board of Directors room charges, audio/visual system, if required, food & beverage (banquet, Welcome Party, etc.) and the Membership meeting on Saturday at 2:00 PM. The National Treasurer will also apply for a State Sales Tax Exemption if we are eligible in your convention’s state. All purchases for exempt items must be paid with a TCA check (501(c)(3) corporation). The National Treasurer and a limited number of designated individuals will be authorized to sign for charges to the hotel account, and it will be reviewed daily by the National Treasurer. The National Treasurer will make arrangements to pay the National Account directly at the conclusion of the convention. It is important to note that anyone holding an open house for Convention attendees and serving refreshments cannot charge that expense to the National Account.
CONVENTION HOTEL / HOTEL CONTRACT The Convention Guidelines Chair will identify the hotel property that is best suited for THE CONVENTION HOTEL. All National Convention letters of intent and contracts will be negotiated by the Convention Guidelines Chair. They will be reviewed by the National President and the National Treasurer, prior to being signed by the National President. All meeting rooms and function rooms needed for the convention are provided by the hotel at no charge because of the room block and food functions. Because of these reasons, all members should stay at the Convention Hotel and the hotel room block must be large enough to accommodate our members. Note: If the room block is not met, National TCA will be responsible for each unsold room night. For this reason, if an appealing tour can be scheduled for the first Sunday and other high interest tours be scheduled early in the week, this will help meet the room block commitments by making you convention a weeklong attraction. Room commitments will start on the Saturday prior to convention week, through Sunday at the end of the convention. Complimentary rooms are usually provided at the rate of one room night for each 40-50 room nights, plus a suite for the National President. The Convention Guidelines Chair will allocate complimentary room nights for the Convention to those working for the convention, following consultation with the National President and the local Convention Committee Chairman. The complimentary rooms are for the use of committee chairs and are assigned by the Convention Guidelines Chair. Food & beverage orders are part of the convention hotel contract. It is recommended that you do not include the Division/Chapter Welcome Party in the discussion of the banquet food and room requirements as other options may make themselves available for a more exciting and cost effective venue. Discuss this with the Convention Guidelines Chairman. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 11
During the year of your convention, the Convention Guidelines Chair will monitor all hotel contracts for performance and review room pickup regularly. After January 15, he/she will provide status reports to the National President and National Treasurer.
CONVENTION COMMITTEE ORGANIZATION The Convention Committee is headed by the Convention Chair or with Co-Chairs. o Committee meetings should begin 2 to 3 years before the convention. o Sub-Committee Chairs should be appointed to handle the following responsibilities: o Registration Chair (key person) ……………………………….…...…. Page 12 o Treasurer …………………………………………………………..….. Page 17 o Printing/ Publicity Chair (include Brochure printing)……….….….… Page 17 o Security Chair……………………………………………….….……. Page 22 o Trading Hall Chair…………………………………………..….….…. Page 22 o Raffle / Door Prizes / Souvenirs Chair……………………..….….…. Page 23 o Tours / Trips Chair… ………………………………….…..………… Page 24 o Kids Club Chair…………………………………….….…..….…..…. Page 24 o Auction Chair (can be combined with another chair position) ……..… Page 25 o Public Displays, Operating layouts, and Seminars Chair…………...… Page 26 o Welcome Party Chair……………………………….…………...…..… Page 27 o Banquet Chair (all food/beverage including Welcome Party) ……...… Page 27 o Ambassador (optional)
All chairmen must have the time to devote to their job. The time devoted to convention matters may increase to 100% in June. A note on volunteers: Asking for them can be a trap. A person asked to do a specific job will stick to it; volunteers may not. Make sure that each committee has enough workers to do the job properly. To effectively run a convention it will require between 40 to 60 people.
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REGISTRATION CHAIR The National Business Office will have the responsibility for the registration of all members attending the convention, the processing of payments, the changes to tour capacities, printing all convention tickets, name badges, registration summary sheets and assembling the convention package for each member. TCA members will continue to perform their initial registration online (the preferred method) Two (2) phone numbers will be provided to the TCA members for registration. The primary number is for calls during normal business hours and will go to designated employees at the NBO. Members will speak with a designated TCA employee to get information about registering for the convention, changes to an existing registration or any questions they may have. A second phone number will be provided for evenings and weekends. This number will be directed to the Division’s Registration Chairman who will be able to answer any questions or take note of changes to be made to an existing registration. Changes that have been requested will be E-Mail to the NBO, which will be updated in ShowRunner the next business day. All hard-copy (mailed-in) registrations will go to the National Business Office. The complete registration package will be delivered to the Division Registration Chairman to distribute at the convention. There will be someone from the NBO at the convention with access to ShowRunner to process any late registration, make changes and help answer questions.
(Board of Directors June 2017)
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CURRENT MEMBERSHIP LIST When you start receiving registrations, you must obtain the current membership on a computer disk or file by email from the N a t i o n a l Business Office. The membership database should be updated as monthly or more frequently if needed. If needed, a printout can also be provided by the National Business Office. This settles arguments and validates membership.
WHO MAY ATTEND A CONVENTION? Only members, spouses, significant others, companions, care givers, dependent children, probationary members and applicants may register for the National Convention. This registration will include attendance to the Trading Hall and all tours and events. Guests of a member (no TCA member may be a guest) may attend the National Convention and participate in all activities. The processing fee for guest registration will be the same as the registration for a member. Any exceptions to this rule shall be decided by the Convention Guidelines Committee Chair or the President of the Association. o All members must pay a registration fee. o A member’s spouse who is a f u l l T C A member attend the convention and not have to pay the registration fee. If the spouse who is a TCA Member wants their TCA number shown on their registration badge, then they will have to pay the registration fee. POST THIS RULE AT THE REGISTRATION DESK and on the Convention Program, as well as on the Registration Form.
NOTE: Admittance of the public to the Trading Hall is permitted without the requirement of membership in the TCA. However, it is the choice of the host Division/Chapter whether or not to permit members of the general public into the Trading Hall. If the public is permitted to enter the Trading Hall, payment of any applicable registration fee is required.
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REGISTRATION DESK o Keep the desk open at all times necessary to the convenience of attendees. If you have scheduled a first Sunday morning tour, you are strongly encouraged to have your registration desk open the first Saturday afternoon for those members arriving early so they may pick up their convention registration package and tour tickets. o The registration desk also needs to open on the first Sunday at least one hour prior to the departure of your first Sunday tour. o Recommended times for the registration desk to be open are: ▪ Day 1 Saturday 3 pm - 7 pm ▪ Day 2 Sunday 7 am until the tour leaves, then 2 pm - 7 pm ▪ Day 3 Monday 8 am - 8 pm ▪ Day 4 Tuesday 8 am - 8 pm ▪ Day 5 Wednesday 8 am - 8 pm ▪ Day 6 Thursday 8 am - 8 pm ▪ Day 7 Friday 8 am - 6 pm ▪ Day 8 Saturday 8 am - 5 pm ▪ Day 9 Sunday 8 am until the final tour departs, if offered o You may request an Expected Arrivals List from the hotel front desk. This report lists all hotel guests that are expected to arrive on a given date. Once all the people on the list have checked in at the Convention Registration desk, you may decide to close the desk for the evening. A contact phone number should be left at the Registration Desk when it is closed. This will allow late arrivals to get their registration materials, as needed. o Volunteer help is fine, but be sure that they understand all phases of the registration process and can answer questions intelligently about any activities. Registration Desk personnel should be knowledgeable about local geography, and information brochures on special historic places, churches, parks, libraries, etc., should be kept at the desk, along with area maps. These can be secured from the local Convention / Tourist Bureau. Keep a highlighter pen handy to help the visitor find his way around town. o When the registration desk is open a TCA member must always be p r e s e n t , and security personnel should always be near the desk. Never leave inexperienced or young family members at the Registration Desk.
SCHEDULE OF EVENTS Have copies of the TIMETABLE (as previously printed in the Convention Flyer) reprinted and available at the Desk. Make enough copies for your expected attendance. This gives you the chance to make any last minute changes/corrections. Consider inserting a copy of the timetable into the registration packets. Also, many hotels have video monitors throughout the facility and will display the timetable on these monitors.
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HANDLING OF ADVANCE REGISTRATION AT REGISTRATION DESK Those who have pre-registered should be given preferential and expeditious treatment. DO NOT ask these members to wait in line with those registering at the door. Make sure that your registration packets are in order, easy to find, and are ready for prompt issuance. Current TCA membership is mandatory. o Open all registration packets and have the member confirm that everything that he/she registered for is included. With the member observing, double check to assure the correct number of tour/event tickets are in the packet. o Have the member sign a receipt that everything was received. o A computer is needed at the registration desk to make on site changes to existing reservations.
“AT THE DOOR” REGISTRATION Members registering at the door will need their current TCA membership card. If they do not have a membership card¸ then look them up in the Membership List provided by headquarters. If a problem arises, the Convention chair or the National President will resolve the issue. Print a registration form for use at the door in a different color than used in the two prior mailings.
PHONE, WI-FI, PA SYSTEM, TWO-WAY RADIOS AT REGISTRATION DESK The hotel and/or convention center can assign you a direct telephone number for the registration desk (this is a convention expense). Publish the telephone number in the second Convention Flyer. o Option is to purchase a throwaway cell phone that additional minutes can be added if necessary. Determine if there is a free Wi-Fi area nearby or if there will be a charge. o Vendors may require an accessible telephone jack in the trading hall for credit charge card terminals. This is in the hotel contract. o You should also plan for a PA system in the “trading hall”. This is in the hotel contract. o A recent trend has been for the hotel and or Convention Center to have two-way radios (usually six) for your use. This enables you and key members of your committee with direct contact with the hotel staff. o Your committee might also consider the use of “Family Radio Service (FRS)” two- way radios for your own internal use. These FRS radios are available quite inexpensively; require no licensing from the FCC, and come with no cell phone hassles. They can be used for your supplemental security crew in the trading hall, Registration Desk, and key committee chairs to keep everyone in touch with each other. These radios are sold in pairs and are available at discount or electronic retailers. o Since almost everyone carries a personal cell phone these days, consider publishing a list of committee members with their cell phone numbers and distribute to those that may need to contact any of your committee members.
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REGISTRATION DESK BULLETIN BOARD o Have an information bulletin board in the registration area to post schedule changes, messages, ticket exchanges, etc.
SECURITY AT REGISTRATION DESK o The Security Chair is in charge of assuring a security person is assigned to, or near, the Registration Desk at all times.
CONVENTION BADGES o 3” x 4” size is best. Use a badge holder. Stick-on badges are cheap, look cheap, and don’t do the job. Keep the badge as clean as possible; don’t make the logo, if used, so dark as to make the badge unreadable. Include convention name, registration number, city, state, registrant’s name, TCA number, and home city. Print the name AS SUBMITTED on registration form. Different color badges can be used for members, spouses/companions, and children, if desired.
BABY SITTING INFORMATION o Information should be at the Registration Desk for those who wish to make arrangements with the hotel. REFUNDS Refunds to members for their inability to attend the convention (or go on a specific tour) should be handled on a case-by-case basis. Include a statement on refunds in your published materials. However, remember to treat members fairly and maintain some flexibility if they provide a reasonable explanation in requesting a refund. o There will be NO refunds of the registration fee. This is an expense to the convention and is used to cover administrative expenses. o There should be no refund on tour tickets, unless the tour is sold out and you have a waiting list of members to purchase the ticket. If the tour is not sold out, have the member place the tour ticket information on the ticket exchange bulletin board. This exchange is strictly between members, the convention staff is not involved outside of providing the bulletin board. o Refunds should be made after the convention because of the stress on registration and the treasurer. If deemed necessary to act more expeditiously, consult with the Convention Registration Chair, Convention Chair or Treasurer. If it cannot be easily and fairly settled, it should be referred to the Convention Guidelines Chair, National Treasurer, or National President.
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CONVENTION TREASURER The Convention Treasurer is responsible to both the Convention Committee and the National Treasurer. The National Treasurer’s signature shall be included on all Convention accounts. The Convention Treasurer shall submit the final report as soon after the convention, but not later than August 31, following the convention. T he National Treasurer shall take such steps as are deemed necessary to assure that the report is received by the due date. Your Convention Treasurer will need to work closely with your Registration Chair, the TCA Convention Guidelines Chairman and the National Treasurer. They should possess solid computer skills, be comfortable using email, and be capable of timely and accurate record keeping and reporting. Due to TCA’s Patriot Act compliance, they will be provided guidance on accounting practices that must be followed.
INSURANCE o Liability insurance is provided by TCA National. Request a certificate of insurance from the National Business Office. o Additional insurance is necessary for trips and other outside entertainment. o Be sure everything is covered. Ask for assistance if you are not sure.
CONVENTION PUBLICITY CHAIR The General Chair and the Publicity Chair should be on the alert to control publicity in a manner to promote the interest of members and the Association. o Remember that Convention Hotels or Convention Centers should carefully promote the TCA Convention in their press releases, as the National Convention is not open to the public except the Public Displays and the Trading Hall, at the discretion of the local convention committee. o The Convention Publicity Chair should work closely with Convention Hotel(s) or Convention Centers promoting public viewing of displays, layouts and seminars. o Remember, you are now permitted to allow the public into the Trading Hall. If you elect to do so, be sure to include this in all advertising.
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PUBLICITY / PUBLISHING SCHEDULE - ONE (1) YEAR TO GO October 1, prior to Convention: o Contact The TCQ (The Train Collectors Quarterly) Editor for April TCQ color front cover information. o Contact Publications Editor for January, March, and May National Headquarters News. o The color cover copy for the January National Headquarters News is due in the National Business Office by November 15. o Arrange with Eastern Division for a table for October York. November 1, prior to Convention: o Is the Convention Brochure finalized and ready for printing in January newsletter? (See CONVENTION BROCHURE BELOW) o Send copy to Guidelines Chair for review by the Convention Committee. January 1, prior to Convention: o The color cover copy for the March National Headquarters News is due in the TCA National Business Office by January 15. o Second Convention Brochure will be updated with changes ready for printing in the March National Headquarters News. o (See CONVENTION BROCHURE BELOW) February / March prior to Convention: o National President and Convention Guidelines Chairman will visit the hotel site to review the Convention planning and meet with your Committee. March 1, prior to Convention: o Third Convention Brochure update with last minute changes and additional information ready for printing in the National Headquarters News. o (See CONVENTION BROCHURE BELOW) April 1, prior to Convention: o Arrange with Eastern Division for a table for April York. o Have registration forms, brochures, and travel information to help members decide to attend. Recent conventions have provided onsite registration at York. June 1, prior to Convention: o Contact The TCQ Editor for October printing. They will need pictures and your convention story for the post-convention issue.
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CONVENTION BROCHURE The design, layout, and tour information is the responsibility of the host convention committee. The first convention brochure will consist of about eight pages of which one will be the convention registration form. o Materials MUST be in the N a t i o n a l Business Office by November 15 for inclusion in the January National Headquarter News publication. o Second brochure, in different color, and reduced to four pages MUST be in the Natio nal Business Office by January 15 for inclusion in the March newsletter. o The third brochure contains additional information and changes about the convention and MUST be in the National Business Office by March 15 for the May newsletter. o The cost for the printing and mailing of these Convention Brochures is charged to the National budget. o Every Newsletter will contain the convention dates. o National will allow the host Division(s) for the National Convention to place a one page, one-time, full page, black and white ad in the National Headquarters News, provided that the ad is related to the Convention and/or fundraising for the Convention. The ad may be placed in either the September or November issues but cannot be published before July 1 of the year before your Convention. This ad may appear at the same time as the National Convention Car program advertising. o Additional registration forms in a third color should be printed locally. These are for use at the Registration Desk, to identify “AT DOOR” registrations. o Print the names of the Convention Chair and/or Co-Chair, Treasurer, Registration, Tours, and Hotel with telephone number, and email address. o Indicate the Phone number at Registration Desk, if applicable. o Show unloading areas on any maps. o Show where the tours will originate on any map.
NOTE: Your convention logo will appear on all printings, including the convention brochure. Be sure that it is professionally designed and will reproduce clearly when reduced for printing.
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REGISTRATION FORM The registration form, like the Convention Brochure, can best be prepared using examples from past conventions. The Convention Brochure should be reviewed by Convention Guideline Chair before printing. But for emphasis, the Registration Form should include: o A notation that all TCA members, men, women, and spouses must pay full registration o A notation that a spouse who is a member cannot attend as a family guest. o An indication that an Acknowledgment will be sent if member includes an addressed postal card, stamped self-addressed envelope or an email address. o The names of the Convention Chair and/or Co-Chair, Treasurer, Registration, Tours, Hotel, telephone numbers and email addresses. o Hotel and Convention Registration is available online. If using credit cards, make sure you have tested the system. o Double check that you do not have conflicts with arrival and departure dates and times. o Be sure to include the phone number at the Registration Desk, if applicable.
LOCAL PUBLICITY, PRINTING AND SIGNS There are a number of items that you will find useful to have printed, including: o Convention letterheads and envelopes o Registration Badges: 3” x 4” size is preferable with names in large readable type. o Tickets: All tickets should be printed with function name and be serially numbered, with stubs for control. Tickets are needed for: o Banquet Tickets Adult/Children’s o Tours o Auction Tickets and Auction Flyer o Raffle Tickets o Door Prize Tickets o Special Activities Tickets
Signs: All signs are to be professionally made. o All signage and location of easels need to be approved in advance by the property. If a banner is going to be used, prior approval from the hotel is required, and there may be a fee for hanging it in the desired location. o Place informational and directional signs in all areas where appropriate, both inside and outside the hotel/motel/exhibit hall. o Road signs are appreciated and helpful, but permission from local authorities may be necessary. o Internal signage for the Hotel will be provided by National. These cover most of the requirements for your convention. The complete list of signs, with samples, is shown on the following page. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 21
SIGNAGE The following banners and signs will be supplied to the host division.
BANNERS
The banners are printed on vinyl-coated fabric. They are 72” x 24” and have grommets to make it easier to hang.
SIGNS The signs, shown below, measure 22” W x 28” H and must be placed on an easel. They are printed on white Coroplast (corrugated plastic) sheets. There are two (2) of each sign, except for Tour Departures, which has three (3). Additional signs may be added as needed. The white space at the lower portion of the sign will accommodate the addition of directions arrows, included with the signs, or other descriptive information about where the event will take place (e.g. 2nd Floor). The directional arrows have Velcro on the backs, so it is just a matter of attaching the direction arrow to the sign. Additional directional information can be printed as needed. Contact the National Convention Guidelines chairman to arrange special descriptive information. The signs are reused each year and must be returned to the National Business Office or forwarded to the next convention host division when you convention is finished. Please let the Guidelines chair know if any of the signs need to be replaced.
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SECURITY CHAIR AT CONVENTION SITE Basic security should be provided throughout the convention dates. Hopefully you have a member that is or has been in police work. Arrange for guards to be available during peak times. Additional security may be necessary, using committee members. Outside security in the parking areas may be advisable if not provided by the hotel. You know your local conditions. A security person should be at the Registration Desk at all times, at the unloading areas, and in the trading hall after they close.
TRADING HALL CHAIR
The “trading hall” should be adequate for the expected attendance, open, secure, and in one room if at all possible. Consider the following:
o The number of tables required has been averaging about 45-55% of the TCA registration. o Keep in mind that many members will want more than one table. o The hotel contract may provide for tables and chairs at no cost. o If not, contact a local vendor to supply tables (usually the hotel/conference center has enough chairs) deliver, set up, take down and return. o Table covers are required and must be fire-retardant. o Move in is Thursday. Provide as much information as you can as to the unloading area location (map is helpful), parking restrictions if any, and where to park after unloading. o Assigning specific times can be very helpful. Provide information about moving out, restrictions if any, time, and where to load. o It is important to note that “trading hall” at the National Convention shall not open before Friday A.M. o Loitering in the trading hall area is NOT permitted after the sellers have set up their table. o Some conventions have allowed early unpacking for dealers while others have not. If a convention chooses to go this route, they should have a check off on the registration form for dealers who wish to have early unpacking privileges. The check off should also include a place to enter their sales tax number as proof of their dealer status. o In compliance with state and local laws, the TCA must advise members to have a valid sales tax certificate in order to purchase tables in the trading hall, in states and localities that apply sales tax to items typically sold in the trading hall. TCA will not ask to see their certificate, but it should be in their possession and prominently displayed on their table.
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RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS
o Raffle prizes should be a moneymaking item, or at least, self-supporting. o Quality of raffle prizes and how hard the chances are pushed determines an amount that can be put in the income column. o Remember that the winner(s) are entitled to the raffle prize even if they are not present. o For Raffle prizes shipment may be necessary. o Door prizes should be as many as necessary to look good in relationship to the number of members expected to attend. Ask and you shall receive. Don’t miss any potential source. o Many of the advertisers in the annual Directory of Information and in the newsletter are happy to make donations (and some are not). Acknowledge each donation by letter before the convention. o Door prize drawings should be held in a manner to provide as much exposure as possible to the event. Some conventions post the winners name or ticket number, and if the prize is not claimed by a certain time, then a re-drawing is done. o Door prizes are given away at the end of the Membership Meeting on Saturday afternoon. The host Division should provide at least three door prizes for this function. o Generally, all door prizes are given away at the convention. None are mailed (as with raffle prizes). Door prizes can be given away at every function; this also increases exposure for the donors. o The sale of Division Convention Souvenirs is optional, needs to be train-related, and needs to be developed by the Division Convention Committee at no cost to National. o If requested, the Office Manager at the National Business Office, in conjunction with the Education and Museum Committee Chairperson, will make every effort to provide display space at the Headquarters/Museum in support of the Division fundraiser and convention publicity. Preference shall be given to the next upcoming convention committee. If you elect to utilize space at the National Toy Train Museum, you must have your display items ready before July 1, otherwise the display space will be used for other purposes. o Past conventions have provided railroad figures, station platforms, special cars, and have proven to be worthwhile endeavors. o The Board of Directors has approved the use of the TCA Logo on convention souvenirs. o You are highly encouraged to contact the TCA Office Manager at the National Business Office for high-resolution graphics and proper use and colors of the logo.
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TOURS AND TRIPS CHAIR You should plan for a full week of tours that feature your local attractions. Where would you or your committee take out of town guests? o We have contracted for a special room or rooms for tours to load out each day. The room will have enough seating for each tour and assembling in this room is required. This makes loading the bus much easier. The name and destination has been checked making for an orderly boarding of the bus. o Sunday and Monday tours are becoming popular and the same tour can be offered later in the week for those who do not come early to the convention. o Wednesday dinner trips are very popular o Trips on local rail excursions are very popular. o Friday evening has long been associated with member layout tours. o Consider the distances involved in traveling to a layout that is out of the immediate area to see if it can be combined with other tour attractions in the vicinity. o Your tour tickets should be printed and numbered. Numbered tickets give you CONTROL. It will enable you to check in all members as they board the bus for the tour and can be used to award door prizes, if desired. o Tickets are handled by the Printing / Publicity Chairman. o Tours must be budgeted to show a profit. o Keep a close watch on the bus tours for adequate advance reservations to support the costs of the bus and act to cancel out tours that are not going to be successful. o All buses MUST HAVE bathrooms and air conditioning. o All buses having video capabilities for movies on long trips would be a big plus. o Long trips should include bottled water and food considerations. o Contracting with tour and/or bus companies is complex. Be sure to discuss this with prior Convention Tour Chairs and the Convention Guidelines Chair o Remember The Annual Membership Meeting will be held at 2:00 pm Saturday. Therefore, all Tours and off-site activities must end by 1:00 pm to allow members to attend the meeting.
KIDS CLUB CHAIR The Kids Club Convention manual is available online from the TCA website for you to download. o If the Division/Chapter does not have an active Kids Club, then start one. o Allow ample space and let the future of the hobby have as much fun playing with trains as you did when you were younger. o We often find our older members having second childhoods and enjoying the area as much as the youth. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 25
AUCTION CHAIR o Member Auctions have been losing interest, and may not be wanted. Check with your table holders to determine interest. o An experienced auctioneer, knowledgeable in trains, is essential. o Have a limited number of lots; about one hundred is a good figure. At one per minute, this means about one hundred minutes. A comfortable length of time for browsing should be allowed. o The Auction is usually held Saturday morning, and is limited to convention registrants that are TCA members. o The Auction must be conducted on the premises of the convention site. o A $5 (five dollar) fee for each auction ticket should be high enough to keep out junk. o Adequate record-keeping is essential. o Auction rules must be published and be available at the Registration Desk. TCA auction rules apply. o THIS IS A NO RESERVE AUCTION. o All sales fall under the hammer. o The sample auction ticket at Attachment B will minimize design work. DE-ACCESSED ITEMS FOR AUCTIONED (Board of Directors June 2017) o A minimum of 50 and up to a maximum of 100 lots of de-accessed items o The Chairman of the National Toy Train museum will work with the Chairman of the Convention to secure a room, tables, chairs and other items needed for the auction. o They will set a time on the last Saturday for this auction to take place. o The time and place of the auction will be published under National Convention Schedule of Events o The Chairman of the National Toy Train Museum or designated member of this committee will oversee this auction
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PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR Past conventions have created breathtaking static and operating displays. This is where the public will be directed, and your outside publicity will create the desire to see “what’s going on”. o Display location should be away from the “trading hall,” close to the public entrance, and in a secured area. o The public space will be used for operating displays and train manufacturers’ displays. Space requirements need to be assessed as you develop your convention plans. The square footage varies from 10,000 to 15,000 depending on the facility. Check with hotel about using foyers for displays. o All public areas for Manufacturers and layout displays are part of our educational exemption under section 501(c) (3) of the Internal Revenue Code. o There is no admission charge. o There will be no exchange of merchandise, money, or orders taken in these areas. o Donation jars are acceptable for non-profits, raffle tickets are not. o Honorariums or other payments for displays are prohibited. o Send a letter to manufacturers to determine their interest and how much space they will need for their displays. Personal contact is highly desirable. o Seminars - The host Division/Chapter will notify potential presenters of the seminar day or days available and will give them a choice of times. The presenter will select their preferred time and notify the host. The National Convention will provide only the room. Be creative and look for interesting topics. The public should be invited. One of our responsibilities is to educate the members and other interested persons in all facets of train collecting. Remember, TCA is a not-for-profit organization. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 27
DIVISION/CHAPTER WELCOME PARTY CHAIR The Division/Chapter Welcome Party is NOT a requirement for a convention. If you proceed:
o A Welcome Party it is usually held on Wednesday or Thursday evening. o The Welcome Party can be a great social event and the general membership looks forward to seeing friends and making new acquaintances. o THE WELCOME PARTY IS A DIVISION/CHAPTER EXPENSE. It is not to be charged to the convention! o All proceeds from the Welcome Party will go directly back to Division/Chapter accounts to help pay for its cost. o The Welcome Party may, or may not, be part of the contract with the hotel. Check with the Convention Guidelines Chair. o You will need to plan ahead for this party and start Division/Chapter fundraisers as soon as you commit to the convention. o Past conventions have found that members MUST register for the Welcome Party and no tickets will be sold at the convention. o It is absolutely necessary to know the number that will attend so that you can control food quantity and cost. Portion control has become a major issue and you should consult with past convention Welcome Party/Banquet Chairs to see how they managed it. o Do not agree to pay by the plate! Only pay for tickets collected. o During most Welcome Parties there are numerous silent auctions, the amount only limited to your own resources, but keep it manageable. o Advances from the National TCA cannot be used to fund any activities, food, or auctions held in conjunction with this event.
CONVENTION BANQUET CHAIR o Convention Banquet Chair is in charge of all food & beverage services for the Division activities and events, including (but not limited to) the Welcome Party and the Board of Directors Dinner and the Banquet. o The menu for the Saturday Night banquet and the menu for the Saturday night Children’s banquet are already contracted when the hotel contract is signed. SATURDAY NIGHT ADULT CONVENTION BANQUET AND PROGRAM o Banquet meal choices have been contracted with the Hotel. o Meal choices are two or three meat choices and a vegetarian dinner option. o Need to determine the number of cash bars to be moved into the banquet room after the social hour.
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TABLE RESERVATIONS FOR GROUPS Table reservations assure a very orderly system, and every one attending the banquet has a guaranteed seat. Advance table reservations have worked out fine at past conventions.
o At t h e R egistration Desk or the National Store, starting on Thursday, have a t a b l e s e t u p w i t h a diagram of the banquet hall indicating all the tables by number. o Banquet table reservations will be accepted when a member has (10) ten banquet tickets to reserve an entire table. o Be sure to include the Banquet Reservations, with times and location, in the Schedule of Events so the members will know where and when to reserve their seats.
SINGLE RESERVATIONS FOR TABLE ASSIGNMENTS o All banquet seats should be assigned in advance. o Check to make sure you have everyone accounted for the banquet.
STARTING TIME & CASH BARS o 6:00 PM to 7:00 PM for a social hour is the usual starting time to allow your guests time to arrive prior to the banquet. o During the pre-banquet social period, have cash bars in several locations to spread people out and cut down on the rush when the doors open. o Figure one bar per every 200 persons registered for the banquet. o Try to negotiate with the hotel to keep the prices reasonable, especially soda, beer, and wine. o These cash bars must be outside the banquet room for the social hour and will move into the banquet room once the doors are open. o They should be part of your food and beverage contract negotiations with the host hotel.
EARLY SEATING FOR SPECIAL NEEDS MEMBERS o These members should have been identified during the “advance table reservation” process. If possible, try to have them enter the banquet hall from a different door than the general membership. Start early seating at 6:45 p.m.
HEAD TABLE o Seating at the Head Table will be provided for the following along with their spouse: National President, President-elect, Vice President, Secretary, Treasurer, Past President, Host Division President/Chapter and/or Host Division/Chapter Convention Chair, and National Convention Chair. (See Attachment C) on page 37. o Usually, the host Division/Chapter President or Convention Chair will act as Master of Ceremonies. But you may select any member that has excellent public speaking skills. o Remember to make place cards for everyone at the head table and be sure to introduce the head table. Keep things moving!!! NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 29
BANQUET TICKETS o Color coded banquet tickets, with a stub, make it easy for the wait staff to know what members have ordered. o Arrange to have the tickets picked up by the wait staff. o Pay on the number of tickets collected. o Object strenuously if an attempt is made to collect tickets at the doors.
CHILDREN'S BANQUET o A special room has been reserved through the hotel contract for the Children’s Banquet. o This is close to the Adult Banquet room, which is desirable. o The menu therefore has been set two years out. This is a dinner menu, not fast food items. o A child care professional needs to be utilized to plan activities and keep the interest of the children. o Set age limitations (e.g., 3-10) to make the program more workable. o Make the room special and different. o Be sure to have ADULT SUPERVISION during the entire time of banquet and activities.
BANQUET PROGRAM - THE PROGRAM IS TO BE WORKED OUT WITH THE NATIONAL PRESIDENT AND HOST DIVISION/CHAPTER. o Confirm with the Hotel Banquet Manager that adequate wait staff is on duty and can get everyone served quickly. o Welcoming remarks by the Master of Ceremonies o The opening of the banquet program should include: o The Pledge of Allegiance o A moment of silence o Invocation, if desired o Introduction of the Head Table o Introduction the Charter Members or other VIP’s. o DO NOT LET THE PROGRAM DRAG. Some recent conventions have been terrible. o Do not try to name every person in your “thank you,” if for no other reason than someone will be missed. o Worthy of note might be who h a s traveled the farthest or a member that has the largest family, oldest member, etc. o As soon as everyone is through eating, turn up the lights, and start the auction. o At the conclusion of the banquet, the National President may have a few remarks.
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BANQUET AUCTION This auction is very popular and is a good source of income to support the convention budget. The program is to be worked out with the National President and host Division/Chapter.
o Solicit highly desirable items. o Start as soon as possible after dinner has been completed. o Any items sold shall be determined to have the value of the common item, which it represents, as required by the Internal Revenue Code. o The banquet auction will be limited to 20 high quality items, including your prototypes. o Prior to starting the auction, have the lights turned up so the auctioneer can see the bidders. o Have at least one “spotter” for every one hundred people. It is very important to recognize and identify the person with the last bid so there is not confusion as to who is the successful bidder. o NOTE: Banquet auctioneer should carefully identify or “advertise” the donor of the each item.
AUCTION PROCEEDS Proceeds from an auction, held during the annual National Convention Banquet, are to be shared equally (50/50) with the host division or chapter, after all costs to National have been recovered. o No money from Convention car sales or from items or events considered to be National TCA projects is to be taken into consideration in determining profit or loss of the Convention. o The National Treasurer, after consulting with the Convention Treasurer, will determine the amount, if any, to be paid to the Division(s). o No funds shall be paid to the Division(s) until the Convention accounts are completed and the National Treasurer has approved payment. o The convention must show a profit in order for any portion of the auction proceeds to be paid to the host division/chapter.
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CONVENTION WEEK MEETING SPACE AND EVENTS
ROOM FOR BOARD OF DIRECTORS MEETING o The meeting room for the Board of Directors Meeting has been reserved from Tuesday through Saturday, 8:00 am to midnight, to cover the Board of Directors meeting, the Membership meeting, the rump session, and the members’ meeting - see note below. This is a part of the hotel contract. o The Board Room is available on Friday for seminars or other functions. o The Board Room meeting room is large enough and set up to accommodate breakfast in the room, coffee service in the morning and refreshment in the afternoon. o The Board Room is set up with 8’ x 30” conference tables arranged in a U-shape with seating for eight (8) across the U and a balance of approximately 11 seats on each leg. (See Attachment C, page 37) o The open end of the “U” should face toward the entrance, with chairs for 50 to 75 members who may want to attend. Room arrangement will be set up by the National Secretary. (See Attachment C) o Sound equipment for the Board Room will be provided by the National Business Office. o Please provide the National Secretary with the name and telephone number of the person in charge of A/V for any requirements not met by the sound system owned by the TCA. o Food & Beverage service for the Board Room and Lunch service has been contracted with the Hotel. This service is for the Board of Directors, not for the convention staff.
ROOM FOR NATIONAL BUSINESS OFFICE/NATIONAL SECRETARY OFFICE o A secure room available twenty-four hours a day has been assigned. o Required equipment needs will be determined by the National Secretary. o Special emphasis should be on co-sharing internet and telephone services to minimize costs to the convention budget. o All expenses for the National Business Office and the National Secretary’s office will be billed to the National Account.
ROOM FOR MEMBERSHIP MEETING (Last Saturday of the convention at 2 PM) o Our Bylaws require that the annual membership meeting be held at 2:00 pm on Saturday and under the authority of the National Secretary, with all arrangements worked out with the National Officers. o Rules and Regulations Section 200-11 will determine the site for the Annual Membership Meeting one (1) year prior to the convention. (Board of Directors Revision June 2016) o All scheduled activities must end prior to the membership meeting. o The room should seat 150 theater-style, or fewer depending on expected attendance, with tables in front for the National Officers. o This room should have the same sound and recording equipment as the boardroom. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 32
o Use theater type numbered tickets for the meeting to count members. These tickets will be used to determine a quorum. o These numbered tickets will also be used for drawing of attendance prizes. o The host Division/Chapter needs to provide attendance prizes. o Following the membership meeting, the BOD will hold a rump session. o This room needs to be available from noon to 6:00 pm on Saturday. o Any costs are billed to National, and all arrangements require approval from the National Secretary. o This room could work out to be the auction room on Saturday morning, if an auction is planned.
ROOM FOR DIVISION/CHAPTER OFFICE This is the command center for your convention. Volunteers are giving their time and we need to take care of them. Keeping volunteers on-site is crucial to keeping the convention p roperly staffed. o A secure room available twenty-four hours a day has been assigned. o The Division/Chapter office is used for volunteer check-in and check-out, to know who is working, if you are short staffed in any area, and storage for special attire, (i.e., caps or vest) used to identify your volunteer staff. o This becomes a common pooling area and you should provide break items like coffee, snack items, soft drinks, and sandwiches for the volunteers. o Be sure to budget this expense. o If there is a charge for parking, the best rate has been negotiated. Check with the Convention Guidelines Chairman as to how we will handle this. o No volunteer should have to pay parking expenses. Be sure to budget for this expense if needed.
TRANSPORTATION Moving supplies and materials around may require the rental of a van or step van to transport materials. Please check if any member can assist with this need. Plan ahead, and keep rental to a minimum. This is a convention expense.
LOCATION FOR MOVIES AND VIDEO This is becoming very popular with the membership. Try to arrange for a large screen TV in an area with comfortable chairs where members can gather and watch and visit. Or, a separate room might be provided for showing of videos throughout the day.
LOCATION FOR DIVISION/CHAPTER STORE This will be your last opportunity to sell any branded merchandise from your convention. o Your room has been contracted for and is located close to Registration and the other stores. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 33
o Electrical, phone, and internet have been arranged. Check with the Convention Guidelines Chair for information.
LOCATION FOR NEXT CONVENTION STORE &INFORMATION BOOTH The National Convention host Division/Chapter has a room reserved for your use. National Convention Chair will provide you with specific information. o Check with the current Division store for times of operation. o In addition to selling any of your promotional and fund raising items, please bring information for the city and any tours you already have planned. o Someone should be available with a good working knowledge of your city to answer any questions members may have. This is your first opportunity to invite members to your convention, so the more information you can provide, the better.
LOCATION FOR TCA NATIONAL STORE The National Convention host Division/Chapter has space reserved for your use. National Convention Guidelines Chair will provide you with specific information.
LOCATION FOR - NATIONAL BUSINESS OFFICE INFORMATION TABLE o The host Division/Chapter at the National Convention has provided information tables for the National Business Office close to the entrance to the Public Displays and/or the Trading Hall. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 34
ATTACHMENT A - GENERAL INFORMATION Finding a suitable facility that meets the requirements of the National Convention and is attractive to members and their families is a real challenge. When considering locations for a convention consider these items and be sure to include information in your convention letter of intent. FACILITY LOGISTICS / ACCESS o Why are we at this location? Is there a better, more desirable location? o Is it large enough to hold meetings, trading hall, and the banquet, with reasonable room rates? o What is the main attraction that will make members want to come? o Is it close to Interstates and convenient to alternate transportation? o Is this convention affordable? Will families want to come for a vacation? o What is there to do around the convention hotel and/or convention center within walking distance? o Are there restaurants within walking distance from the hotel? Parking? o Parking for RV’s: Where can they park and what is the cost? o Handicapped parking and public parking. o Is this the very best choice? Do we have other options? TRADING HALL o Does this location meet the Americans with Disabilities Act? o How do you get back and forth to the Trading Hall? o Can trains be loaded and unloaded conveniently? o Are there any union problems? o Any special hall restrictions? o Fire Department regulations? Who contacts the Fire Marshal? o Security inside and outside? o Parking for trucks, vans, and trailers, and cost of same. PURPOSES OF A CONVENTION o Provide an opportunity for members from around the country and around the world to attend a convention. o Exposure to a variety of trains not normally seen at Division and Chapter meets; many members hold special items for the conventions. o To give sponsoring Divisions/Chapters an opportunity to build membership prior to the convention. o Bring to different areas the annual meeting of the Board of Directors. o Opportunity for member participation in the affairs of the Association at the Annual Membership Meeting. o Strengthen the Association through added time for fellowship and family participation. o Opportunity to add something new to your collection. o Opportunity for public exposure to train collecting, enhancing our tax-exempt status. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 35
ATTACHMENT A - GENERAL INFORMATION EXHIBIT HALL AND SPACE PLANNING o TCA Convention attendance has continued to grow and based on membership projections and geographic location, you should develop an expected need for exhibit space and tables. o With membership attendance of a least 1,000 (plus family members), the plan could be for the exhibit space to be in the Convention Center and the Banquet and Board Meeting to be in the adjacent Hotel Facility. o The Exhibit space consists of the “Trading Hall” table area, plus adequate space for Operating Layouts, Train Manufacturers Displays, and possibly a train theme exhibit by the host Division. This later portion should be accessible for public viewing. o The problem with trying to combine Convention Exhibit space and Banquet or Meeting space in a hotel facility is that most simply do not have adequate space to accommodate all the functions. Usually, hotel exhibit space is also the space they use for their banquets and they may try to convince you that they can do both with the early teardown of the exhibits for a banquet set-up. This is not an acceptable solution. o Please refer to the registration statistics provided for the recent historical attendance factors at the various convention cities, and develop your projection for member space needs. o Exhibit Hall Space: The “trading hall” should be adequate for expected attendance, open, secure, and in one (1) room, if possible. o The Manufacturers’ Displays, Operating Layouts, and possibly a special train theme exhibit should be in space that is secure and easily accessible for public viewing. o Requests for Trading Hall tables have been about 45% to 55% of the TCA member registration. o Example: If we use 40 sq. ft. per table for our current average of 600 6’ tables, that comes to 15 sq. ft. for the table + 24 sq. ft. for an 8’ aisle in front of the table =23,400 sq. ft. Adding space for 3 cross aisles (4,800 sq. ft.), and some reasonable entrance and loading space (2,500 sq. ft.), it will add up to 30,700 sq. ft. This is a very minimum space estimate, and does not allow for expansion. o Chicago consisted of 54,000 sq. ft. of Trading Hall area, not including the display area, which contained very adequate space for 840 tables. This equaled 65 sq. ft. per table. o In planning for a successful event, build in the option for expansion of the table space as it may become necessary. Tables should be limited to 3 to 5 (max.) per registered member with a provision for the tables of several members to be together upon request (mailed together). o In addition, the convention will need a meeting room for the Annual Board Meeting (separate location) and adequate space for the Saturday Evening Banquet. Space for an Auction on Saturday and for the Saturday Annual Membership Meeting must be planned. Both of these two items are best accomplished if they are located adjacent to the Trading Hall Area. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 36
ATTACHMENT B - SAMPLE AUCTION TICKET
DESCRIPTION OF LOT
Number of PIECES
NO RESERVE NO MINIMUMS
No. 035
PURCHASER’S TICKET
PAID $
No. 035
OWNER’S TICKET
No. 035
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 37
ATTACHMENT C - ROOM SETUPS PAGE 1 OF 3 Standard Board Room Set-up
(3) 8’ x 30” Tables Past Vice President Parliamentarian President Secretary Treasurer Office President President Elect Manager
METCA Atlantic
Midwest Cottonbelt
s
NETCA Desert e l
s Sound Mixer
e
b
l a
b Nor-Cal Dixie
T
a T ”
Ozark Eastern 0
”
3 0
3
Pac-NW Fort Pitt
x ’x
Digital Projector 8
8 Rocky Mt. Great Lakes
) )
) ) 4
4 ( ( Southeastern Keystone
Southern Lakes & Pines
Western Microphones (17)* Lone Star
MICROPHONE (on stand)
Theater Seating for 50 (Minimum) ------Minimum Space Requirements = 35’ x 35’ *Two Division Presidents will share one (1) microphone.
NOTE: TCA will supply all microphones, Sound Mixer, Amplifier, Speakers, Digital Projector and Screen. Do not contract with the hotel to supply these items. NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 38
ATTACHMENT C – PAGE 2 OF 2 Saturday Night Adult Banquet - Head Tables
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 39
ATTACHMENT C – PAGE 3 OF 3 TYPICAL BALLROOM SET UP FOR SATURDAY NIGHT BANQUET Round Tables with Seating for 10 2 Tiered Risers, 36’ by 16’ Each First-Tier Seating for 14 people, Second-Tier Seating for 12 people 10 – 6’ Display Tables in front of risers (for Auction Items) American Flag (on stand) to left of Head Tables Optional – State Flag to Right of Head Tables
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 40
ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS Page 1 of 22 FORT PITT DIVISION 50th NATIONAL TCA CONVENTION JUNE 20–27, 2004
Room Block and Pickup Radisson Hotel, Monroeville, PA
Sat Sun Mon Tue Wed Thur Fri Sat Sun 19 20 21 22 23 24 25 26 27 Radisson 16 63 87 124 180 225 226 193 15 1,129 Comfort Inn 0 10 12 17 30 56 52 35 5 217 Hampton Inn 3 9 15 25 50 74 70 57 4 307 Holiday Inn 1 8 10 19 40 58 57 40 1 234 Spring Hill 4 13 15 21 41 51 51 40 4 240 Total room nights reserved 2,523 Total room nights occupied 2,127 Loss 16% TCA Membership June 31,125 5.4% Membership Attending Registration 1,698 Members Total including 255 Mbrs. Registered at door or 15% of registration Guests 30 “Sunday Tinplate Talks” 216 Welcome Party 1,352 Banquet 1,221 Children’s Banquet 47 TABLES: 744 two day tables + 14 tables comp = Total 758
TOURS: Attendees by Division* Monday open Houses 139 Division: Attendees % of Total Total Tour Seats Sold 2,889 Atlantic 72 4.2% Cotton Belt 8 0.5% Marx & Oglebay 111 Desert 36 2.1% PA Trolley Museum 107 Dixie 17 1.0% Horseshoe Curve, Museum 145 Eastern 283 16.7% PNC Park & Carnegie Science 43 Fort Pitt 426 25.1% Pitt Ducks & Station Square 90 Great Lakes 230 13.5% Falling Waters/Seven Springs 200 Keystone 59 3.5% Marx & Oglebay 120 Lakes & Pines 14 0.8% Dinner Cruise 444 Lone Star 21 1.2% Horseshoe Curve, Museum 172 Metropolitan 92 5.4% Pittsburgh Zoo (Kids Club) 37 Midwest 97 5.7% Duquesne Incline, Carnegie 280 New England 49 2.9% Falling Waters/Seven Springs 97 Nor/Cal 19 19 1.1% Grove City Shops/Amish 53 Ozark 19 1.1% Pitt Ducks & Station Square 69 Pacific N. W. 17 1.0% Friday Collection Tours 607 Rocky Mt. 18 1.1% PA Trolley Museum 59 South Eastern 76 4.5% Clayton & Frick Complex 118 Southern 39 2.3% East Broad Top Railroad 120 Western 28 1.6% Golf Outing 17 National Business Office 2 0.1%
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 41
Attachment D Page 2 of 22 PACIFIC NORTHWEST DIVISION 51st NATIONAL TCA CONVENTION JUNE 18–27, 2005
DoubleTree Hotel, Seattle Airport ( 206) 246-8600 Chelene Potvin - Convention Services Manager (206) 901-5929 Debbie Knutson - Reservations ( 206) 246-8600 ext. 4369 8:00 am -4:00 pm (m-f)
838 newly remodeled guestrooms, each 420 sq. ft. 12 Suites 850 rooms Convention Room Rate $109.00+12.4%= $122.52 (single, double, triple, quad) Comp rate: 1/40 cum 45 complimentary room nights One two bedroom Presidential Suite June 18-27 smoking One Parlor Suite June 18-27 1351-1352-1364-1375-1376 smoking Three standard guest rooms June 18-27
Concierge Floor Floor 13 1351 - 1376 Floor 12 1251 – 1278 Floor 11 1151 – 1178
Reserved VIP Block Corner Kings: 32 rooms 16/16 all non-smoking Room Block 1,940 Rooms Room Block review April 08, 2005, Reduce block to 1543 rooms - 22% reduction
Function Space: Hold all space. 36,000 sq. ft.
Welcome Party 6/22
Parking $5.00/day
$16,000 Food & Beverage Contract Can be reduced by 22% or $12,480
Meeting set for Feb 28 (Mon) PNWD Meet Feb 27 (Sun) Check with Brad as to his arrival & departure.
SeaPorts Pacific Grille SeaPorts Lounge Coffee Garden Maxi’s Lounge
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 42
Attachment D Page 3 of 22 LONE STAR DIVISION 52nd NATIONAL TCA CONVENTION JUNE 18–25, 2006 Lone Star Division – San Antonio, Texas “Not Just a Convention – It’s a Destination”
Room Block and Pickup: Crown Plaza San Antonio Riverwalk DATES: Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon
June 17 18 19 20 21 22 23 24 25 26 Block 10 50 75 125 175 250 250 175 0 0 Total 1110 Pickup 57 87 129 163 207 258 262 239 40 4 Total 1446
TCA Membership June 30,424 1.7% Membership Attending Total Registration 526 Registration Fee - $32.00 after 5/1 $37.00 Welcome Party 580 @ $7.00 each Banquet Auction $12,650 Banquet 501 adults @ $49.00 Beef/Chicken - Salmon/Chicken - Vegetarian Children’s Banquet 16 $20
TABLES: Two Day 160 @ $30.00, One Day 11 @ $30.00
TOURS: Total Tour Seats Sold - 1,332
Sunday: Thursday: Austin Flyer/LBJ Library 38 USS Lexington/Aquarium 68 Historic San Antonio Tour #1 46 Auto Museum & RR Memorabilia 36
Monday: Friday: G. H. Bush Library/Train Exhibit 67 Historic San Antonio (same as #1) 62 New Braunfels 34 Layout Tours 311 Tuesday: Saturday: Live Steam & Wimberley 72 Mini Train Ride/Zoo 36
Railroading in San Antonio 63 Historic San Antonio (same as #1) 67
Country Train Ride 57 Wednesday: Sunday LBJ Ranch/shop& WWII Museum 83 Golf Hill Tournament 11 Homesteads, Art, Gardens 56 Dinner & Western Dance 181
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Attachment D Page 4 of 22 ROCKY MOUNTAIN DIVISION 53rd NATIONAL TCA CONVENTION JUNE 23–JULY 1, 2007 Westin Westminster Hotel, Westminster, Colorado “RAILS IN THE ROCKIES”
Room Block and Pickup
DATES: Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon June/July 23 24 25 26 27 28 29 30 1 2 Block 68 117 132 166 187 308 308 28 29 8 Total 1650 Sold 92 118 149 195 233 265 266 230 73 0 Total 1621
TCA Membership June 29,946 % Membership Attending 2.30% Registered Members ($35) 512 Registered Members ($40) 163 Total 675 Registered Guests ($35) 38 Registered Guests ($40) 9 Total 47 Spouses (Companions) 442 Children 111 ADA Assist 5 Welcome Party ($10) 629 Banquet Auction $14,125 Banquet Total 642 Prime Rib - 404 Chicken - 108 Fish - 127 Special - 3 Children’s Banquet ($39) 25 TABLES: 1 Day ($25) 34 1½ Day Tables ($30) 176 TOURS: $180,053 Seats Sold 2,380
Sunday June 24 Thursday June 28 Pikes Peak Cog RR 150 Georgetown Loop RR 143 Platte Valley Tour 34 Estes Park Tour 103
Monday June 25 Boulder, CO 24 Georgetown Loop RR 140 Lakeside Amusement Park 41 Estes Park Tour 39 Friday June 29 Boulder, CO 17 Colorado Springs 25 Tuesday June 26 Tiny Town RR Coors 20 Vail, CO 14 Evening at RR Museum 331 Rio Grande Ski Train 404 Kid’s Club Tour 19 Denver City Tour 28 Layout Tours 78 Lakeside Amusement 11 Layout Tours 99 Saturday June 30 Wednesday June 27 Platte Valley Tour 37 Platte Valley Tour 21 Boulder, CO 19 Vail, CO 48 Denver City Tour 47 Denver City Tour 16 Sunday July 1 Royal Gorge 84 Denver City Tour 10 Layout Tours 134 Royal G. FC Dome ($149) 62 Layout Tours 86 Royal Gorge FC ($124) 13 Royal G. CC Dome ($100) 58 Royal Gorge CC ($75) 28 Royal G. CC Dome ($100) 58 Royal Gorge CC ($75) 28
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 44
Attachment D Page 5 of 22 NETCA DIVISION 54th NATIONAL TCA CONVENTION JUNE 21–29, 2008 2008 fact sheet NETCA 54th National Convention (revised 7/31/08)
“BETWEEN A LAKE AND A HIGH PLACE” - Sheraton Burlington Hotel & Conference Center
Room Block and Pickup (Sheraton Hotel, Convention Hotel, Doubletree & La Quinta overflow Hotels
DATES: Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon June 21 22 23 24 25 26 27 28 29 30 Block 85 75 125 175 226 246 236 211 16 10 1,425* Sold 78 127 147 176 218 239 239 204 49 1 1,487* DoubleTree 25 34 38 52 69 81 81 68 23 475 La Quinta 6 10 11 18 20 23 23 23 21 6 161 Total Room Nights 2,123 *numbers do not add because left off 4 days pre & post block & pickup Sheraton Room Rate - $127; DoubleTree - $119; LaQuinta - $80 (no room blk @ DoubleTree or LaQuinta) TCA Membership June 6 29,598 2.5% Membership Attending Registered Members ($25) 574 Registered Members ($30) 155 Registered Guests ($25) 23 Registered Guests ($30) 3 Spouses (Companions) 501 Children 90 ADA Assistance 1 Welcome Party ($10) 660 Dinner Cruise ($65) 414 Banquet ($55) Total 571 Prime Rib - 293; Turkey - 109 Fish - 157 Veggie Pasta - 12 Children’s Banquet $29 Total 21 Banquet Auction $12,215 Tables: 1 day tables ($15) sold 71 2 Day Tables ($40) sold 138 Tours $140,730 2,582 Seats sold Sunday, June 22 Thursday, June 26 Ben & Jerry’s 27 Canadian RR Museum 95 Lafayette Train 158 Conway Scenic RR 232 Cabot Cheese 119 Monday, June 23 Canadian RR Museum 84 Friday June 27 Mt Washington Cog RR 182 Ben & Jerry’s 32 Cabot Cheese 41 Magic Hat Brewery 26 Quechee Antiques 18 Tuesday, June 24 Montreal Day Trip 124 Middlebury Rail 186 Dunham Studios 76 Ben & Jerry’s 47 Montreal Model RR 16 Quechee Antiques 90 Layout Tour 15B 105 Dunham Studios 76 Layout Tour 15C 101 Layout Tour 15D 80 Wednesday, June 25 Layout Tour 15E 89 Middlebury Rail 200 Middlebury Parlor Car 10 Sunday, June 29 Ben & Jerry’s 144 Delson & Model RR 65 Green Mountain RR 110 Mt. Washington Cog RR 49
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 45
Attachment D Page 6 of 22 DESERT DIVISION 55th NATIONAL TCA CONVENTION JUNE 27–JULY 5, 2009
JW MARRIOTT DESERT RIDGE RESORT & SPA, PHOENIX, AZ Room Block and Pick Up:
Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon Dates: 6/27 6/28 6/29 6/30 7/01 7/02 7/03 7/04 7/05 7/06 Block: 86 126 158 191 238 277 273 238 60 12 1670 Pickup 86 126 158 191 238 277 273 238 60 12 1670 Arrivals 80 40 34 34 49 40 8 2 1 1 295 Departure 1 2 1 12 37 179 49 295 * Numbers do not add because of 4 days pre & post shoulder dates omitted for clarity Room block was negotiated to be floating number that equaled our pickup.
June TCA Membership 29,315 1.6% Membership Attending Registration (members) 467 Spouses/Companions 320 Guests 33 Children 95 Welcome Party 475 Banquet 460 Children’s Banquet 12 Trading Hall Tables Two Day Tables 152 One Day Tables 12 Banquet Auction $23,600 Tours: Total Seats Sold - 1,482 Tour Income - $130,035 Tour Expenses $120,764 Net $23,577
Sunday, June 28 Thursday, July 2 Verde RR 1st Class 46 Meteor & La Posada 37 Verde RR Coach * 43 Sedona & Pink Jeeps 72 Diamondbacks Game 28 Lt. Rail & Hall of Flame 28 Self-Guided Layout 77 Monday, June 29 Corona Dinner & Rodeo 177 Grand Canyon Parlor 60 Grand Canyon 1st Class * 74 Friday, July 3 Luke AFB & Challenger 32 Grand Canyon Motor Coach 9 Heard & Phoenix Art 15 Out of Africa 15 Golf Outing 8 Kids Club Tour 14 Gourmet Cooking Class 22 Tuesday, June 30 Live Steamers 41 Meteor & La Posada 48 Layout Tours 219 Desert Bot & Hall/Fame 16 Prescott Layout Tour 100 Saturday, July 4 Taliesen West 23 No Tours
Wednesday, July 1 Sunday, July 5
Grand Canyon Motor Coach 23 Tucson Day Trip 54 Verde Canyon & Din 1st Class * 39 Garden RR & Ftn Hills 85 Verde Canyon Coach * 41 Challenger Space 28 * (Adult & Child)
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 46
Attachment D Page 7 of 22 WB&A CHAPTER 56th NATIONAL TCA CONVENTION JUNE 19–27, 2010 Room Block and Pick Up: Sheraton Hotel, Baltimore, MD
Sat Sun Mon Tue Wed Thur Fri Sat Sun Revenue Dates: 6/19 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27 Sheraton 130 160 200 260 300 350 350 300 50 2,130* $196,249 Revised Block 40 125 145 175 225 250 225 195 20 1,490* Pickup 20 94 120 163 219 264 254 200 11 1,350* Holiday Inn 75 100 120 160 200 225 225 200 50 1,395* $14,875 Revised Block 20 30 30 50 75 80 75 25 465* Pickup 0 6 12 15 17 25 26 18 119* Radisson 75 100 120 160 200 225 225 200 50 1,355* $7,224 Revised Block 5 16 20 20 24 25 25 22 5 162* Pick Up: 0 4 5 6 10 11 12 8 0 56* * May not add due to shoulder dates not shown. Sheraton $129 +Parking $15. Holiday Inn $125 +Parking $18 Radisson $129+ no parking
June TCA Membership 28,881 2.9% Membership Attending Registration (members) 569 @ ($45) 281@ ($49) Total 850 Spouses (companions) 479 Guests 16 Children 141 Welcome Party 524 Adult Banquet 541 Crab cakes 290, Chicken 52, Beef 197, Veg 2, Total 541 Children’s Banquet 17 Banquet Auction $ 10,450 Trading Hall Tables: Two-Day Tables 187 Booths (10X10) 6, (10X20) 3, (10X30) 2
Tours: Total Seats Sold 2,004 Tour Income $120,922 Tour Expenses Net Monday, June 21 Thursday, June 24 St Michaels 36 Taste of Baltimore * 46 D.C. Stress Free 78 Zane/BSME Layouts 91 MTH/Lash * 100 Koehler/Train Room 47 Mystery Train * 50 B&O Railroad Museum 178 Strasburg Trains & PRM 28 Tuesday, June 22 Annapolis/Academy 47 Street Cars 63 MTH/Lash * 100 Friday, June 25 D.C. Moonlight 49 Street Cars 81 Hagerstown 49 Wine & Winding Roads 41 Annapolis/Academy * 53 Paca House & Gardens 21 Orioles Baseball 135 Wednesday, June 23 Taste of Baltimore 35 Baltimore Highlights 91 Mt. Vernon Estates * 55 Saturday, June 26 Trains & Trolleys 96 Art of Napkin Folding 31 Dinner Cruise 351 Star-Spangled Baltimore * 52 *Sold Out
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 47
Attachment D Page 8 of 22 NOR-CAL DIVISION 57th NATIONAL TCA CONVENTION JUNE 25–JULY 2, 2011 SACRAMENTO, CALIFORNIA Room Block and Pick-Up Hyatt Regency Hotel Room Rate $115+ Single-Double, $140+ Triple, $165+ Quadruple Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Dates: 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3 7/4 Original Block: 59 124 139 174 199 299 299 249 24 5 1603* Revised Block: 81 149 174 199 228 310 321 273 121 38 1988* Pick-Up 81 126 154 189 216 293 281 257 100 8 1718* *Does not add because of 4 days pre & 4 days post Original Block 107% Revised Block 86% June TCA Membership 28,286 2.1 % Members Attending Registration (members) 603 Spouses/Companions 337 Guests 30 Children 64 Museum Party 577 @ $35 Banquet 447 @ $75.00 (beef -228, chicken-56, Fish-159, Vegetarian-5) Children’s Banquet 13 @ $35 302 Trading Hall Tables Occupied Price $45.00 Electrical 4@$75.00 Banquet Auction $7,400 Sacramento Convention Center $10,450
Tours: Tour Income $122,898 Tour Expenses $95,690 Net $27,208 Sunday, June 26 Thursday, June 30 Nevada State RR Museum with V&T 139 Lake Tahoe/Stateline 67 Napa Valley Wine Train Dinner 164 Jelly Belly & Western RR Museum 84 Executive Chef Dining @ Hyatt 20
Monday, June 27 Friday, July 1 Lake Tahoe & Stateline, NV 29 Golden Gate Live Steamers Tilden Park 55 Napa Valley Wine Train Lunch 164 Lake Tahoe Alpine Dinner Cruise 268 Golf @ Haggin Oaks 7
Tuesday, June 28 Saturday, July 2 Mariposa O Scale Layouts 75 Jelly Belly & Western RR Museum 43 San Francisco Bay Cruise & Pier 39 119 California Auto Museum 33 Self-Guided Home Layouts 104
Wednesday, June 29 Sunday, July 3 Jelly Belly & Western RR Museum 69 Yosemite National Park 130 Grass Valley Prewar Layouts 127 Heringer Wine Tasting 25 High Rail Evening Home Layouts 152
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 48
Attachment D Page 9 of 22 DIXIE DIVISION 58th NATIONAL TCA CONVENTION JUNE 23–JULY 1, 2012 ATLANTA, GEORGIA
Room Block and Pick-Up: Renaissance Waverly Hotel, Atlanta, GA Rate $129.00 + tax , no charge for parking Sat Sun Mon Tue Wed Thur Fri Sat Sun Dates: 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 Total Original 100 135 175 220 250 275 275 245 75 1760 Block: Revised 80 115 145 175 200 225 225 175 30 1381 Block: Pick-Up: 48 90 119 148 174 207 202 151 8 1156 *Does not add because of 5 days pre & 4 days post. June TCA Membership: 28,141 1.8% Members Attending Registration (members) 518 Spouses/Companions 251, Guests 31 Children 62 Southern Hospitality Gathering 309 @ $37.00 Banquet 367 @ $78.00 Beef -199 Chicken - 63 Salmon - 99 Vegetarian - 6 Children’s Banquet 17 @ $40.00 Trading Hall Tables, 275@$25.00 (first 2 tables 3rd + tables $15.00) Banquet Auction $7,565 Sunday, June 24 Thursday, June 28 Tennessee Valley Railroad 98 City Tour Mitchell & Carter 68 Chick-Fil-A & CNN Center 24 Trainz.com & Southern Railway Monday, June 25 Museum 79 Georgia Central & Southern & Misty Mt 59 Chattanooga River Dinner Cruise 226 Baseball & the Stars 4 Science and Arts 17 Stone Mountain & Dinner 171 Friday, June 29 Tuesday, June 26 Atlanta History Museum & Swan House 47 Georgia Central & Southern & Misty Mt 50 Home Layout Tours 82 Little White House 33 Home Layout Tours 45 Blue Ridge Railroad 62 Home Layout Tours 90 Aquarium & World of Coke 77 TCA Annual Golf Outing 8 Saturday, June 30 8 Marietta Trolley 64 Wednesday, June 27 Memory, Legacy Stations & Terrapin 26 USAF Museum Warner Robins AFB 23 Great Locomotive Chase Tour 94 Cyclorama & Botanical Gardens 29
NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 49
Attachment D Page 10 of 22 OZARK DIVISION 59th NATIONAL TCA CONVENTION JUNE 21–30, 2013 MILLENNIUM HOTEL, ST. LOUIS, MO Room Block and Pickup: Room Rate $119.00 Parking $9 In & Out Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Total Date 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 Original Block 10 150 235 280 370 430 450 450 350 80 2805 Revised Block 5 75 125 140 175 195 225 230 220 12 1402* Millennium PU 6 50 75 87 117 1132 143 135 117 20 882 Drury Pickup 0 3 10 15 20 24 28 26 19 2 147** Drury Call In 0 3 6 7 14 27 39 39 24 0 159** TOTAL PICKUP 1,188 * 80% Room Block adjustment is 1,122 **Drury Hotel is the overflow hotel. REGISTRATION: June TCA Membership: 27,931 1.3% Membership Attending Registration 318 $35 Guests 16 Spouses/Companions 200 Children 39 Welcoming Party 283 Price $35 Banquet 286 Price $75 Children’s Banquet 9 Price $35 Beef 172 Chicken 41 Fish 67 Vegetarian 6 TRADING HALL TABLES: 2 Day Tables (1st–3rd) 54 $25 2 Day Tables (4th+) 104 $17 TOURS: Total Seats Sold 999 Tour Income $55,245 Tour Expense $37,010.35 Conv. Net Income $16,500.57 Banquet Auction $5,285
Sunday, June 23 Thursday, June 27 Columbia Dinner Train & Churchill 94 Gateway Rail Service 35 Monday, June 24 Anheuser-Busch Brewery & Grant’s Farm 102 Lincolnland: Springfield, IL 56 Taste of St Louis 58 Metro-Link 48 Cahokia Mounds & K-10 Hobby 22 Scott AFB 0 Friday, June 28 St. Louis Highlights 50 St Charles and Fast Lane 37 Columbia Dinner Train & Churchill St Louis Neighborhood & Shaw’s 55 Tuesday, June 25 Saturday, June 29 Innsbrook Layout 123 City Museum Kid’s Tour 8 Jefferson Barracks/Soldiers Mem/Grant 25 Sunday, June 30 St Louis Highlights 49 Monticello Railway Museum 36 Wednesday, June 26 Belleville Layout 93 TOTAL 999 St Louis M of Transport. & WF&P RR 85 Forest Park 23
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Attachment D Page 11 of 22 ATLANTIC DIVISION 60th NATIONAL TCA CONVENTION JUNE 21–29, 2014 Crowne Plaza, Cherry Hill, NJ Room Block and Pickup: Room Rate $119.00 Parking FREE
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 Original Block 20 105 125 165 215 238 260 260 240 50 10 1688 Revised Block 0 112 128 160 200 218 236 236 220 19 1 1510* Crowne Plaza PU 4 56 80 100 161 198 237 223 155 19 1 1,234 * 80% Room Block adjustment is 1215 REGISTRATION: June '14 Membership: 25,657 3.46% of Total Mbrs Total Mbrs Attend 888 Full Registration 542 $35 Guests 22 Spouse/Companion 289 Children 67 Day Passes 345 $10 Guests 0 Spouse/Companion 154 Children 75 Public 115 $10 Guests 0 Spouse/Companion 68 Children 21 TOTAL ATTENDANCE 1,698 22 511 163 Welcome Party 362 $35 Children's Banquet 11 $35 Banquet 364 $75 Entrées: Beef 256 Chicken 41 Fish 62 Vegetarian 3 Special 2 Tender Percentages: Cash: 4.01% Check: 28.93% Credit Card: 67.06% TRADING HALL TABLES: Single (6’) 227 @$25 Bkl – 4 4 Booth 5 Table 4 @$150
Total Seats Sold 1,474 Tour Income $87,532 Tour Expense $80,292 Convention Net Profit $38,107 Banquet Auction $12,655
Sunday, June 22 Thursday, June 26 (Cont.) #1 Black River RR & Shopping 83 $4,731 #13 Steamtown #2 31 $2,418 #14 Custom Tour of Philadelphia 23 $989 Monday, June 23 #15 Washington Crossing 30 $1,650 #2 Cape May 53 $4,187 #16 Spirit of Philly Dinner Cruise 259 $23,569 #3 Custom Tour of Philadelphia 38 $1,634 Friday, June 27 Tuesday, June 24 #17 Historic Philly 64 $3,200 #18 Longwood Gardens #4 Steamtown #1 75 $5,850 59 $4,071 Winterthur #5 Hagley & Brandywine 41 $2,419 #19 Wilmington Layouts 70 $2,100 Museum #6 Phillies Game 49 $3,234 #20 Norristown Layouts 73 $2,190
Wednesday, June 25 Saturday, June 28 #7 Collegeville Layouts 52 $2,340 #21 Fairmount Park Mansions 47 $2,115 #8 Schwenksville Layouts 68 $2,720 #22 Barnes Foundation 12 $636 #9 USS New Jersey & Aquarium 66 $4,554 #10 New Hope & Ivyland RR 47 $2,820 Sunday, June 29 #23 Wilmington & Western RR 53 $3,975 Thursday, June 26 Self-Guided Tour Book 47 $235 #11 Allentown Layouts 107 $4,815 #12 Media Layouts 27 $1,080 TOTAL 1,474 $87,532
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Attachment D Page 12 of 22 ATLANTIC DIVISION 60th NATIONAL TCA CONVENTION
2014 Convention Attendance by Division Atlantic 421 Midwest 13 Cottonbelt 3 New England 20 Desert 9 Nor-Cal 3 Dixie 6 Ozark 6 Eastern 89 Pacific NW 5 Fort Pitt 15 Rocky Mt. 8 Great Lakes 15 Southeastern 7 Keystone 18 Southern 10 Lakes & Pines 6 Western 4 Lone Star 10 Foreign 1 METCA 59 Day Passes 160 TOTAL 888
Registration Revenue Summary by Month
Month Revenue % of Total Cumulative % January $64,064 39.97% 39.97% February $28,130 17.55% 57.53% March $22,571 14.08% 71.61% April $20,371 12.71% 84.32% May $16,644 10.39% 94.71% June $8,482 5.29% 100.00%
Total $160,262 100.00%
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Attachment D Page 13 of 22 METCA DIVISION 61st NATIONAL TCA CONVENTION JUNE 20–28, 2015 DoubleTree Hotel, Somerset, NJ Room Block and Pickup: Room Rate $125.00 Parking FREE
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/19 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 Original Block 0 110 150 175 225 225 250 250 225 30 0 1640 Revised Block 7 65 100 142 162 199 213 212 177 30 5 1312** Pickups 9* 54 89 129 151 187 201 202 167 28 8 1,225 *All Arrivals Wed-Friday ** 80% Room Block adjustment is 1312
REGISTRATION: June '15 Membership: 24,163 2.58% of Tot. Mbrs Total Mbrs Attended 624 Full Registration 370 $40 Guests 35 Spouse 213 Children 47 Late Registration 46 $49 Guests 4 MBR Day Pass– Fri 157 $15 Spouse 20 Children 13 MBR Day Pass-Sat 55 $10 MBR Day Pass-Both 49 $20 Public – Friday 101 $15 Spouse 15 Children 9 Public – Saturday 75 $10 Public – Fri & Sat 16 $20 TOTAL ATTENDANCE 869 39 248 69 Welcome Party 304 $35 Banquet 354 $75 Entrées: Beef 259 Chicken 36 Fish 59 Vegetarian 0 Special 0 Childrens' Banquet 13 $35 Tender Percentages: Cash: 2.2% Check: 19.0% Credit Card: 78.8% TRADING HALL TABLES: Tables (6’) 42 $30 Block of 4 Tables 63 $90 Total Revenue $6,930
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Attachment D Page 14 of 22 METCA DIVISION 61st NATIONAL TCA CONVENTION JUNE 20–28, 2015 DoubleTree Hotel, Somerset, NJ TOURS: Sunday, June 21 Qty Receipts Thursday, June 25 (Cont.) Qty Receipts #1 Essex Valley Steam Train, CT 109 $9,047 #15 Grand Central Station 50 $2,300 Monday, June 22 #16 Spirit of New Jersey 246 $26,568 #2 Circle Line Cruise 68 $6,732 Friday, June 26 #3 NJ Transit Maintenance Shop 56 $3,080 #17 Circle Line Cruise 40 $3,960 #4 FDR Home/Val Kill 51 $4,998 #18 Long Island Train Clubs 56 $3,304 Tuesday, June 23 #19 Uptown Museum Row 30 $2,760 #5 West Point 45 $4,320 #20 Cradle of Aviation 24 $1,368 #6 National Toy Train Museum 19 $1,368 #21 Layout Tours 56 $1,960 #7 NJ High Railers 112 $6,160 #22 Layout Tours 89 $3,115 Wednesday, June 24 #23 NY City Lights 52 $1,820 #8 Brooklyn Pizza Tour 53 $4,452 Saturday, June 27 #9 Jersey Boys - Broadway 76 $10,032 #24 Radio City/Top of the Rock 56 $3,976 #10 World Trade Center Memorial 96 $6,624 #25 Edison Historic Site 55 $1,870 #11 Sleepy Hollow 33 $2,607 Sunday, June 28 #12 New York City – On your own 24 $768 #26 Villa Milagro Winery 56 $3,696 Thursday, June 25 #13 Status of Liberty/Ellis Island 110 $6,050 #14 Intrepid Air Space Museum 38 $2,394 TOTAL 1,700 $125,329 TOUR TOTALS: Total Seats Sold 1,700 Tour Income $125,329 Tour Expense $110,310 Convention Net Profit $808 Banquet Auction $10,125
2015 Convention Attendance by Division
Atlantic 75 Midwest 11 Cotton Belt 2 New England 30 Desert 13 Nor-Cal 6 Dixie 12 Ozark 6 Eastern 83 Pacific NW 3 Fort Pitt 15 Rocky Mt. 2 Great Lakes 18 Southeastern 12 Keystone 20 Southern 16 Lakes & Pines 6 Western 7 Lone Star 12 Foreign 1 METCA 273 APO, FPO, Hawaii 1 TOTAL 624
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Attachment D Page 15 of 22 LONE STAR DIVISION 62nd NATIONAL TCA CONVENTION JUNE 18–26, 2016 Marriott Westchase Hotel, Houston, TX Room Block and Pickup: Room Rate $127.00 Parking FREE
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/17 6/18 6/19 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27 Original Block 0 60 60 60 60 200 200 200 175 0 0 1015 Revised Block 2 29 55 65 90 113 119 123 105 11 0 711* Pickups 2 30 56 65 90 113 119 123 105 11 0 716 *30% Room Block Attrition is 711
REGISTRATION: June 2016 Membership: 23,636 1.37% of Tot. Mbrs Total Mbrs Attended 324 Full Registration 234 $40 Guests 9 Spouse 149 Children 33 Late Registration 36 $45 Guests 0 MBR Day Pass Fri/Sat 54 $10 Spouse 24 Children 39 Public – Fri & Sat 23 $10 Spouse 6 Children 13 TOTAL ATTENDANCE 347 9 179 85 Welcome Party 208 $39 Banquet 235 $75 Entrées: Beef 153 Chicken 34 Fish 48 Vegetarian 0 Special 0 Childrens' Banquet 5 $25 Tender Percentages: Cash: 1.45% Check: 34.05% Credit Card: 64.5% TRADING HALL TABLES: Tables (6’) 37 $30 Block of 4 Tables 33 $90 Total Revenue $4,080
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Attachment D Page 16 of 22 LONE STAR DIVISION 62nd NATIONAL TCA CONVENTION JUNE 18–26, 2016 Marriott Westchase Hotel, Houston, TX TOURS: Sunday, June 19 Qty Receipts Thursday, June 23 Qty Receipts #1 Texas State RR 44 $4,796 #12 TX Seaport Museum & Ocean Star 24 $1,850 Monday, June 20 #13 Layouts: Tyra, Eury & Rosenbaum 95 $6,555 #2 NASA 56 $5,520 #14 San Jacinto & Battleship TX 29 $2,001 #3 Metro Lt Rail, St. Arnold Brewery 25 $1,475 #15 Kemah Dinner Cruise 98 $10,603 #4 Houston Arboretum &Nature Ctr 10 $ 450 Friday, June 24 Tuesday, June 21 #16 Historical Tour & Discovery Medical 32 $2,048 #5 Texas A&M, A&M Disaster City 61 $4,719 #17 Bayou Bend Collection & Gardens 18 $ 891 #6 Grand Opera, Strand & Moody 32 $2,658 #18 Layouts: Derby, Alvarez & Eenink 92 $5,428 #19 Layout/Dinner Houston Live #7 CANCELLED 0 $ 0 42 $2,604 Steamers #8 MLB Dodgers vs Houston Astros 33 $4,452 Saturday, June 25 Wednesday, June 22 #20 Kemah Boardwalk 21 $1,029 #9 Lone Star Flight Mus. Galveston RR 36 $2,484 #21 Lives of the Rich & Infamous 17 $ 826 #10 Layouts-McCormack, Brantley HTOS 63 $4,347 Sunday, June 26 #11 Green Pt Terminal & GBW Railcar Svc 12 $ 660 #22 George Ranch Historical Park 28 $2,940
TOTAL 868 $67,121
TOUR TOTALS: Total Seats Sold 868 Tour Income $ 67,121 Tour Expense $ 44,324 Convention Net Profit $ 29,395 Banquet Auction $ 8,360
2016 Convention Attendance by Division Atlantic 8 Midwest 14 Cotton Belt 7 New England 11 Desert 9 Nor-Cal 3 Dixie 6 Ozark 3 Eastern 17 Pacific NW 2 Fort Pitt 17 Rocky Mt. 6 Great Lakes 13 Southeastern 6 Keystone 4 Southern 18 Lakes & Pines 9 Western 10 Lone Star 258 Foreign 1 METCA 25 APO, FPO, Hawaii 1
TOTAL 448
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Attachment D Page 17 of 22 FORT PITT DIVISION 63rd NATIONAL TCA CONVENTION JUNE 25–JULY 2, 2017 WYNDHAM GRAND, PITTSBURGH, PA Room Block and Pickup: Room Rate $135.00 Parking VALET $26.00
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3 Original Block 0 75 90 125 150 170 200 199 150 35 6 1200 Revised Block 8 60 96 138 188 229 255 247 201 46 8 1476 Pickups 6 52 76 120 162 205 233 221 171 29 1 1276
HILTON GARDEN INN PITTSBURGH, PA Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3 Pickups 1 4 7 19 27 33 32 20 143
CAMBRIA INN PITTSBURGH, PA Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3 Pickups 3 4 6 9 11 13 14 12 7 69
REGISTRATION: June 2017 Membership: 22,904 2.36% of Tot. Mbrs Total Mbrs Attended 541 Full Registration 541 $45 Guests 1 Spouse 240 Children 33 Late Registration $45 Guests 0 MBR Day Pass Fri/Sat 100 $10 Spouse 24 Children 39 Public – Fri & Sat 132 $10 Spouse 34 Children 48 TOTAL ATTENDANCE 773 1 298 120 Welcome Party 380 $45 Banquet 384 $79 Entrées: Beef 211 Chicken 72 Fish 96 Vegetarian 5 Special 0 Children’s' Banquet 11 $35 Tender Percentages: Cash: 1.45% Check: 34.05% Credit Card: 64.5% TRADING HALL TABLES: Tables (6’) 53 $30 Block of 4 Tables 44 $90 Total Revenue $5,550
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Page 18 of 22 FORT PITT DIVISION 63rd NATIONAL CONVENTION JUNE 25–JULY 2, 2017 WYNDHAM GRAND, PITTSBURGH, PA TOURS: Sunday, June 25 Qty Receipts Thursday June 29 Qty Receipts
#1 Amtrak Excursion 107 $18,725 #16 Horseshoe Curve & Altoona R.R. 47 $ 3,995 Monday June 26 #17 Kids Club 20 $ 460 #2 Sam Powell S-Scale Layout 29 $2,291 #18 Western PA Model Railroad 51 $ 3,519 #3 Sen. John Heinz History Center 30 $1,320 #19 Heinz Field Tour 45 $ 1,755 #4 Bayernhof Museum 15 $ 600 #20 Gateway Clipper Dinner Cruise 211 $18,779 #5 John DeSantis Collection 48 $2,832 Friday June 30 Tuesday June 27 #21 Georgio’s Taste of Little Italy 32 $ 2,208 Frank Lloyd Wright Falling Water 107 $10,593 #22 Allen Rost & Rob Enrico Layouts 55 $ 3,520 #7 Penn. Trolley & Toy & Train Museum 49 $ 4,361 #23 Carnegie Science & USS Requin 45 $1,350 #8 Duck Boat Ride 27 $ 864 #24 CANCELLED 0 $ 0 #9 John DeSantis Collection 48 $ 2,160 #25 Jim Burke & John DeSantis Layout 94 $6,486 #10 Pirates VS Tampa Bay Baseball Game 78 $ 3,510 #26 Bob Hazlett & Lou Templeton 51 $3,519 Wednesday June 28 Saturday, July 1 #11 Light Rail Facility 7 Penn Trolley 51 $ 5,049 #27 Andy Warhol Museum 33 $1,716 #12 Carrie Blast Furnace & River of Steel 47 $ 3,760 #28 Behind the Scenes at Carnegie 43 $2,107 #13 Duquesne Incline $ Station Square 64 $ 2,240 Sunday, July 2 #14 Frick Art & Phipps Botanical Garden 48 $ 3,792 #29 Age of Steam Round House 121 $14,399 #15 Primanti’s Evening Social 22 $ 286 TOTAL 1618 $126,867
TOUR TOTALS: Total Seats Sold 1618 Tour Income $ 126,867 Tour Expense $ 95,247 Convention Net Profit $ 13,023 Banquet Auction $ 7,110
2017 Convention Attendance by Division Atlantic 29 Midwest 24 Cotton Belt 2 New England 19 Desert 14 Nor-Cal 4 Dixie 12 Ozark 5 Eastern 82 Pacific NW 3 Fort Pitt 159 Rocky Mt. 6 Great Lakes 57 Southeastern 11 Keystone 26 Southern 24 Lakes & Pines 3 Western 8 Lone Star 15 Foreign 1 METCA 37 APO, FPO, Hawaii 0 TOTAL 541
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Attachment D Page 19 of 22 NETCA DIVISION 64th NATIONAL TCA CONVENTION JUNE 24–JULY 1, 2018 CROWE PLAZA, WARWICK, RI Room Block and Pickup: Room Rate $119.00 Parking FREE
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 Original Block 0 70 130 150 175 225 225 225 225 50 0 1475 Revised Block 5 60 110 130 155 205 205 205 205 30 5 1315 Pickups 3 60 96 115 146 179 190 195 147 9 1 1141
HOLIDAY INN WARWICK, RI Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 Pickups 2 3 5 9 12 19 24 27 12 1 114
REGISTRATION: June 2018 Membership: 22,027 2.17% of Tot. Mbrs Total Mbrs Attended Full Registration 391 $45 Guests 29 Spouse 230 Children 39 Late Registration $45 Guests 0 MBR Day Pass Fri/Sat 89 $20 Spouse Children Public – Fri & Sat 72 $10 Spouse Children TOTAL ATTENDANCE 552 Welcome Party 272 $55 Banquet 319 $75 Entrées: Beef 207 Chicken 37 Fish 66 Vegetarian 9 Special 0 Children’s' Banquet 8 $35 Tender Percentages: Cash: 1.25% Check: 32% Credit Card: 66.75% TRADING HALL TABLES: Tables (6’) 67 $25 Block of 5 Tables 25 $100 Total Revenue $4175
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Page 20 of 22 NETCA 64th NATIONAL CONVENTION JUNE 23–JULY 1, 2018 CROWNE PLAZA, WARWICK, RI
TOURS: Sunday, June 24 Qty Receipts Thursday June 28 Qty Receipts #1 Maine Narrow Ga. RR 79 $9750 #12 Valley Railroad & Riverboat Cruise 88 $9135 Monday June 25 #13a Mystic Seaport, Mystic Aquarium 22 $1808 #2 Hobo RR 29 $5292 #13b Mystic Seaport & Aquarium Kids 5 $281 #3 Valley Railroad & Riverboat Cruise 40 $4200 Club #4 Newport Mansion Tour 61 $6039 #14 Odyssey Dinner Cruise 100 $17,500 #5 Layout Tours Keith Jones, Ray Cox 51 $1785 Friday June 29 Tuesday June 26 #15 Newport Mansions The Elms 69 $6831 #6 Rail Explorers on the New Haven Rails 24 $1896 #16 Fenway Park & Tea Party 28 $2492 #7 Captain John Whale Watch 49 $3871 #17 Lake Winnipesaukee Railroad Train 41 $4059 #8 Battleship Cove & New Bedford 48 $4752 #18 Layout Tour Marty Visnick 107 $3745 Whaling Museum Saturday June 30 #9 Boston Red Sox Baseball Game 50 $4950 #19 Shoreline Trolley Museum 37 $2484 Wednesday June 27 #20 Newport Car Museum 13 $767 #10 Duck Boat Cruise & Charles Ro Supply 50 $5450 #21 Layout Tour Manny DeSilva 47 $1645 #11 Lighthouse Cruise & Seabee Museum 117 $10,413 #22 Edaville 2’ Narrow Gauge RR 20 $1300
Total 1175
TOUR TOTALS: Total Seats Sold 1175 Tour Income $109,275 Tour Expense $93,260 Convention Net Profit $33,088 Banquet Auction $8,005
2018 Convention Attendance by Division Atlantic 18 Midwest 7 Cotton Belt 2 New England 210 Desert 9 Nor-Cal 6 Dixie 6 Ozark 3 Eastern 49 Pacific NW 2 Fort Pitt 8 Rocky Mt. 5 Great Lakes 20 Southeastern 10 Keystone 17 Southern 21 Lakes & Pines 3 Western 9 Lone Star 8 Foreign 0 METCA 67 APO, FPO, Hawaii 0 TOTAL 480
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Attachment D Page 21of 22 Rio Grande Chapter 65th NATIONAL CONVENTION JUNE 22–JUNE 30, 2019 Hotel Albuquerque Old Town, Albuquerque, NM Room Block and Pickup: Room Rate $119.00 Parking FREE
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 Original Block 0 70 130 150 175 188 188 188 188 50 1 1328 Revised Block 5 70 110 130 155 188 188 188 188 40 5 1267 Pickups 16 70 92 118 151 175 186 186 150 36 4 1184
Best Western, Albuquerque, NM Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total Date 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 Pickups 2 2 2 2 3 3 3 3 20
REGISTRATION: June 2018 Membership: 21,029 1.73 of Tot. Mbrs Total Mbrs Attended Full Registration 318 $45 Guests 6 Spouse 210 Children 14 Late Registration $45 Guests MBR Day Pass Fri/Sat 47 $10 Spouse Children Public – Fri & Sat 130 $10 Spouse Children 76 TOTAL ATTENDANCE 495 Welcome Party 301 $49 Banquet 307 $79 Entrées: Beef 172 Chicken 57 Fish 77 Vegetarian 1 Special 0 Children’s' Banquet 3 $35 Tender Percentages: Cash: .50% Check: 21% Credit Card: 78.50% TRADING HALL TABLES: Tables (6’) 45 $30 Block of 4 Tables 22 $90 Total Revenue $3330
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Page 21 of 22 RIO GRANDE CHAPTER 65TH NATIONAL CONVENTION JUNE 22–JUNE 30, 2019 Hotel Albuquerque Old Town, Albuquerque, NM
TOURS: Sunday, June 23 Qty Receipts Thursday June 27 Qty Receipts #1 Cumbres & Toltec RR 106 $21,878 #14 Acoma Sky City Cultural Center 99 $6435 Monday June 24 #15 Breaking Bad RV Tour 12 $840 #2 Belen Harvey House, Layouts 51 $5049 77#16 Sadia Peak Aerial Tram 64 $3520 #3 Meow Wolf Art Complex (Cancelled) #17 Dinner at the Indian Cultural Center 104 $11,960 #4 National Museum of Nuclear Science 33 $1485 Friday June 28 #5 Greg Palmer, Ken Miles Layouts 76 $3040 #18 Tinkertown, Glider Museum 36 $2844 Tuesday June 25 #19 Better Call Saul RV Tours 8 $560 #6 Los Alamos Historical Museum 34 $2720 #20 Flamenco Dance Group 62 $2790 #7 Rail Runner to Santa Fe and Museum 46 $3450 #21 Rio Grande Layout Tours 125 $5625 #8 Rail Runner to Santa Fe Plaza & 53 $3445 Saturday June 29 Churches #22 Petroglyph National Park 51 $1785 #9 National Museum of Nuclear Science 18 $900 #23 Backstage at the Santa Fe Opera 10 $550. #10 Sandia Peak Aerial Tram and Dinner 47 $4653 #24 Better Call Saul RV Tour 3 $210 Wednesday June 26 Sunday June 30 #11 Bandelier National Monument 79 $4661 #25 Las Vegas, New Mexico 39 $3861 #12 AT%SF 2926 Steam Locomotive Tour 78 $3510
Total 1254 #13 Unser Racing & Balloon Museum 20 $1300
TOUR TOTALS: Total Seats Sold 1254 Tour Income $97071 Tour Expense $67850 Convention Net Profit $38,885.40 Banquet Auction $7225
2019 Convention Attendance by Division Atlantic 15 Midwest 7 Cotton Belt 3 New England 7 Desert 79 Nor-Cal 17 Dixie 10 Ozark 3 Eastern 28 Pacific NW 9 Fort Pitt 8 Rocky Mt. 23 Great Lakes 13 Southeastern 5 Keystone 11 Southern 20 Lakes & Pines 2 Western 10 Lone Star 29 Foreign 0 METCA 19 APO, FPO, Hawaii 0 TOTAL 318
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ATTACHMENT E – SAMPLE CONVENTION SCHEDULE OF EVENTS
Page 1 of 3 Revised 04/11/2012 SCHEDULE OF EVENTS From: DIXIE DIVISION JUNE 23-JULY 1, 2012
Saturday Guest Rooms (four (4) days pre convention dates) 6/19-6/22 6/23 Registration (Designated Registration Room Desirable) If not, tables with covers, chairs, skirting in an open area that is easy to find. Need 800-1,000 sq. ft., of space with internet access and electric outlets. Storage Room for registration materials, (1,000 sq. ft. secure).
Two rooms are desirable. Division Office 600 sq. Ft. 24 hr. (Secure) Tables with covers & chairs internet access/electric Sunday Guest Rooms 6/24 Registration Storage Room Division Office National Office 500 sq. ft. 24 hr. Secure Tables with covers & chairs, internet access/electrical outlets needed. Convention Store (this year) 500-600 sq. ft. Tables, covers, chairs, internet/electric Desirable to be next to or adjoining registration desk and should be easy to find Convention Store (next year’s) 500-600 sq. ft. Tables, covers, & chairs internet/electric Desirable to be next to or adjoining registration. Easy to find. TCA Ambassador (table & 3 chairs & easel) in lobby area. Tours: Staging room (AM) Area for loading & unloading buses Monday Guest Rooms 6/25 Registration Storage Room Division Office National Office Convention Store for Host Division Convention Store for following year host Division TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses Tuesday Guest Rooms 6/26 Registration Storage Division Office National Office Convention Store this year Convention Store next year Set up BOD meeting (see notes) available in the afternoon TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses Wednesday Guest Rooms 6/27 Registration Storage Room Division Office National Office Convention Store Convention Store BOD Meeting Board Breakfast (usually served in the room for 35) Board Lunch 12:00 Noon seating for 35. Separate area. TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses
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ATTACHMENT E – SAMPLE CONVENTION SCHEDULE OF EVENTS (continued) Page 2 of 3 Thursday Guest Rooms 6/28 Registration Storage Room Division Office National Office Convention Store Convention Store BOD Meeting Board of Directors Lunch - 12:00 noon with seating for 35 in a separate area Set up “Public Space” for manufactures & operating layouts 10 (20’ X 20’ booths) Will require tables, covers, chairs, (pipe & drape if necessary) Space needs to be available to move in Thursday morning. Access? Set up “Trading Hall” Room for up to 200 8’ X 30” tables, covers, & chairs Space needs to be available to move in Thursday morning. Access? We required 10 extra 8’x30” tables, tablecloths, & chairs for administration. Set up “Kids Club” secure room 600 – 800 sq. ft. will require tables, cloths, & chairs. TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses Friday Guest Rooms 6/29 Registration Storage Room Division Office National Office Convention Store Convention Store Seminars (Same room as the (Board of Directors Meeting) “Public Space” opens 9:00 AM - 5:00 PM “Trading Hall” open 9:00 AM - 5:00 PM “Kids Club” opens 9:00 AM - 5:00 PM TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses Saturday Guest Rooms 06/30 Registration Storage Room Division Office National Office Convention Store Convention Store Seminars, Auction & Membership Meeting (Same room as the Board of Directors) “Public Space” - open 9:00 AM -5:00 PM “Trading Hall” - open 9:00 AM -1:00 PM “Kids Club” - open 9:00 AM -1:00 PM Banquet - Adult (needs to be set by 2:00 PM Starts at 7:00 PM 50 rounds of 10) Banquet - Children - (needs to be close to the Adult banquet. 20-25 children) No Host Bar 6:00 PM – 7:00 PM (Banquet room locked until 7:00PM) TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses. Sunday Guest Rooms 07/01 Move out of all space by 12:00 (noon) Tours: Staging room (AM) Area for loading & unloading buses Guest Rooms (Four (4) days post-convention dates 7/2-7/5
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ATTACHMENT E - CONVENTION SCHEDULE OF EVENTS (continued) Page 3 of 3 Additional Information REGISTRATION The registration area needs secure storage, and secure space for the two Convention Stores and the Division Store. It must be easy to find.
BOARD ROOM Open U shape for 30. Seating is 10X10X10. Use 8’X30” tables, three 8’X30” tables behind the head table, & three 8’X30” tables on one side for food and beverage service. Theater seating for 75 facing the open U. Secure 24 hours,, 35’ x 35’ minimum room size. Room must be ADA compliant.
TRADING HALL Require open secure space for 8’X30” tables, quantity 150. Easy load & unload. The room must have a sound system. Secure 24 hours. ADA compliant.
PUBLIC SPACE Space open to the public for manufacturer’s displays and operating layouts. Will require open space for the operating layouts, and booths for the manufacturers, tables 8’X30”, tablecloths & chairs. Secure 24 hours. Easy unload & load easy access for the public. ADA compliant.
ADULT BANQUET Saturday Night - Rounds of 10 for 500, Fifty (50 tables) including Head Table on risers for 24, Five 8’X30” tables in front of riser for auction items. We require early seating for members needing extra time. ADA compliant.
CHILDREN’S BANQUET Saturday night, close to Adult Banquet space, 20-25 Children. Secure room. OPTIONAL: WELCOME PARTY It is best to hold it either Wednesday or Thursday evening. You should plan on 500 attendees. Tables: rounds, cocktail, chairs, tables to hold auction items, manned food stations, need room to move around. SPACE FLOW OF EVENTS Board of Directors Meeting Room is set up on Tuesday to be ready by 8:00 AM on Wednesday. The BOD meeting is Wednesday & Thursday, the same room is used on Friday for seminars, and same room is used on Saturday for seminars, a manufacturer’s forum, auction, (if required), followed by the Membership meeting @ 2:00PM. The “trading hall” move in is Thursday morning, open Friday (7:00 AM-5:00 PM) and Saturday (7:00 AM-2:00 PM). The space needs to have the maximum tables & chairs that will meet code for the room. The number of tables is flexible (up to 200), as is the size (8’X30” or 6’X30”). If there is not enough hotel space for the banquet, the trading hall could move out by 2:00 PM and the hotel could set the banquet using the same space. The “public displays” ideally would be located in a highly visible area for easy access by the public. Hopefully, these will be located where they can stay set up through Saturday. The lobby could be an option. If we are short on space, the National Office could be located in a hotel room set up as an office with internet access. It does not need to be in a visible location. For additional information, please contact: Bob Keller
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ATTACHMENT F - SAMPLE TRADING HALL LAYOUT Page 1 of 2 Trading Hall Layout A
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ATTACHMENT F Page 2 of 2 Trading Hall Layout B
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ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS
June Member % of No. Year Location Host Division Membership Registration Total Alexander’s Train Museum 1 1955 75 31 41.33% Yardley, PA Alexander’s Train Museum 2 1956 125 40 32.00% Yardley, PA Edaville Railroad Museum 3 1957 199 51 25.63% South Carver, MA Alexander’s Train Museum 4 1958 288 83 28.82% Yardley, PA Knott’s Berry Farm 5 1959 Western 333 65 19.52% Buena Park, CA Community Hall 6 1960 417 121 29.02% Yardley, PA Daniel’s Farm 7 1961 Pittsburgh - ED 508 127 25.00% Pittsburgh, PA Randell Museum San 8 1962 Nor-Cal 620 85 13.71% Francisco, CA Motel 128 9 1963 NETCA 770 178 23.12% Dedham, MA Midway House Motel 10 1964 Mid-West 902 231 25.61% Chicago, IL Hotel Webster Hall 11 1965 Pitt Area-ED 1,062 290 27.31% Pittsburgh, PA Hotel Miramar 12 1966 Western 1,312 165 12.58% Santa Monica, CA Lord Baltimore Hotel 13 1967 WB&A-ED 1,552 532 34.28% Baltimore, MD Sheraton-Cleveland 14 1968 Lake Erie-GLD 1,985 392 19.75% Cleveland, OH Jack Tar Hotel 15 1969 Southern 2,309 221 9.57% Clearwater, FL O'Hare Inn 16 1970 Mid-West 2,763 512 18.53% Des Plains, IL Disneyland Hotel 17 1971 Western 3,236 415 12.82% Anaheim, CA Chatham Center 18 1972 Eastern 3,661 717 19.58% Pittsburgh, PA Dearborn Youth Center 19 1973 Detroit/Toledo 4,478 880 19.65% Dearborn, MI Olympic Hotel Pacific 20 1974 5,330 341 6.40% Seattle, WA Northwest
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ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued)
June Member % of No. Year Location Division Membership Registration Total Sheraton Towers 21 1975 Southern 7,000 694 9.91% Orlando, FL Sheraton Hotel, 22 1976 Atlantic 8,316 1,350 16.23% Philadelphia, PA Shamrock Hilton, 23 1977 Lone Star 9,972 463 4.64% Houston, TX Northeast Trade Center 24 1978 NETCA 10,205 1,250 12.25% Woburn, MA Disneyland Hotel 25 1979 Western 11,032 893 8.09% Anaheim, CA Holiday Inn Mart Plaza-Expo 26 1980 Midwest 12,345 931 7.54% Ctr. Chicago, IL Sheraton Hotel, Cervantes Ctr., 27 1981 Ozark 12,691 723 5.70% St. Louis, MO Best Western Motel at the 28 1982 Rocky Mt. 13,570 606 4.47% Mart, Denver, CO Executive Inn (East) 29 1983 Great Lakes 15,233 917 6.02% Louisville, KY Marriot Hotel 30 1984 Ft. Pitt 16,208 1,490 9.19% Monroeville, PA Red Lion Inn Pacific 31 1985 16,939 605 3.57% Belleview, WA Northwest Hyatt Regency Hotel 32 1986 Lone Star 17,918 680 3.80% New Orleans, LA Radisson Plaza Hotel 33 1985 Southeastern 19,016 920 4.84% Raleigh, NC Hyatt Regency 34 1988 Nor-Cal 20,281 950 4.68% Oakland, CA Sheraton - Valley Forge 35 1989 Atlantic 21,825 1,767 8.10% Valley Forge, PA Westin Peachtree Plaza 36 1990 Dixie 22,944 1,057 4.61% Atlanta, GA Holiday Inn 37 1991 Midwest 24,031 1,225 5.10% Rosemont, IL Stouffer Concourse Hotel 38 1992 Ozark 25,388 931 3.67% St. Louis, MO Radisson Hotel 39 1993 Lakes & Pines 26,565 727 2.74% St. Paul, MN York Fairgrounds 40 1994 Eastern 27,178 3,371 12.40% York, PA
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ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued)
June Member % of No. Year Location Host Division Membership Registration Total Red Lion Inn at Seatac 41 1995 Pacific Northwest 28,026 833 2.97% Seattle, WA. Hyatt Regency at Reunion Lone Star 28,572 650 2.27% 42 1996 Dallas, TX Hyatt Regency Desert 29,323 750 2.56% 43 1997 Phoenix, AZ Rhode Island Convention NETCA 30,187 1,384 4.58% 44 1998 Center Providence, RI Hyatt Regency Hotel Nor-Cal 30,981 871 2.81% 45 1999 San Francisco, CA Amway Grand Plaza Great Lakes 31,441 568 1.81% 46 2000 Grand Rapids, MI Marriott Chattanooga CC Cotton Belt SE & 31,586 815 2.58% 47 2001 Chattanooga, TN Dixie Pheasant Run Resort Midwest 31,064 956 3.08% 48 2002 St. Charles, IL Doubletree Hotel Western 31,152 677 2.17% 49 2003 Ontario, CA Radisson Hotel Ft. Pitt 31,125 1,698 5.46% 50 2004 Monroeville, PA Doubletree Hotel (SEATAC) Pacific Northwest 30,858 607 1.97% 51 2005 Seattle, WA Crowne Plaza Hotel Lone Star 30,424 526 1.67% 52 2006 San Antonio, TX Westin Westminster Hotel Rocky Mt. 29,946 675 2.25% 53 2007 Westminster, CO Sheraton Burlington Hotel NETCA 29,598 729 2.46% 54 2008 Burlington, VT J.W. Marriott Resort & Spa Desert 29,315 467 1.59% 55 2009 Phoenix, AZ Sheraton Hotel WB&A-ED 28,881 850 2.94% 56 2010 Baltimore, MD Hyatt Regency Hotel Nor-Cal 28,286 603 2.13% 57 2011 Sacramento, CA Renaissance Waverly Hotel Dixie 28,141 518 1.84% 58 2012 Atlanta, GA Millennium Hotel Ozark 27,931 318 1.14% 59 2013 St. Louis, MO Crowne Plaza Philadelphia Atlantic 25,657 888 3.46% 60 2014 Cherry Hill, NJ
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June Member % of Location Host Division Members No. Year Registration Total hip DoubleTree Hotel METCA 24,163 624 2.58% 61 2015 Somerset, NJ Marriott Westchase Hotel Lone Star 24,826 324 1.37% 62 2016 Houston, TX Wyndham Grand Downtown Ft. Pitt 22,904 541 2.36% 63 2017 Pittsburgh, PA Crowne Plaza Hotel NETCA 22,027 480 2.17% 64 2018 Warwick, RI Hotel Albuquerque Old Town Rio Grande 21,029 365 1.73% 65 2019 Albuquerque, NM Chapter Cancelled Hyatt Regency-Jacksonville, Southern 20,006 due to 66 2020 FL COVID-19
ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued)
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ATTACHMENT H – FUTURE TCA CONVENTIONS
No. Year FUTURE CONVENTIONS Host Division Dates
67 2021 Hotel Irvine-Irvine, CA. Western June 19-June 27, 2021
68 2022 Sheraton Music City Nashville, TN Dixie June 25-July 3rd, 2022
69 2023 Double Tree Hotel Burlington, VT NETCA June 24th – July 2nd, 2023
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ATTACHMENT I - INFORMATION ABOUT THE TCA
TCA Mission: To preserve an important segment of history –Tinplate Toy Trains –through research, education, community outreach, fellowship, establishment of collecting standards, and to promote the growth and enjoyment of the hobby. We are a non-profit 501(c) (3) corporation with our National Headquarters and National Toy Train Museum in Strasburg, Pennsylvania. The worldwide membership of the Train Collectors Association is more than 23,000 active members. The purposes of the Train Collectors Association are to further the hobby of collecting tinplate and other toy trains by publishing information for collectors, establishing standards for descriptions and valuations, promoting train meetings, and to provide for the interchange of ideas and information between collectors. Although the name of the Association was adopted at the October 1954 meeting, the adaptation of the bylaws and the creation of the newsletter were on December 10, 1954. We celebrated our 50th anniversary in June 2004, in Pittsburgh, Pennsylvania. Our bylaws require an annual membership meeting to be held in June, and a Board of Directors Meeting to be held at least once each calendar year. These two meetings are held concurrently, with the Board of Directors meeting held on Wednesday and Thursday, and the Membership meeting at 2:00 P.M. on Saturday. The Board of Directors must approve the date and location for the convention, which historically is the last full week of June. Our association is geographically divided into twenty Divisions, and a Division or a Chapter must bid to host the annual convention. The Rio Grande Chapter of the Desert Division has bid for the 2019 National Convention to be held within their Division boundaries. The convention starts on Saturday, June 22, tours start on Sunday 6/23 and continuing thru Sunday, 06/30. Saturday night 6/29 is our gala banquet. Any person who collects and/or operates tinplate or toy trains and professes a serious interest therein may apply for membership. Membership in the Train Collectors Association is required to register for the convention and attend the activities. On Friday and Saturday, the public is invited to visit our educational displays sponsored by train manufacturers, and attend educational seminars offered throughout each day to learn about the hobby.
I am looking forward to working with you and helping you plan a great convention. Bob Keller National Convention Chairman
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INDEX
“AT THE DOOR” REGISTRATION ...... 15 ADVANCE OF FUNDS ...... 9 ATTACHMENT A - GENERAL INFORMATION ...... 35 ATTACHMENT B - SAMPLE AUCTION TICKET ...... 36 ATTACHMENT C - ROOM SETUPS ...... 37 ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS ...... 40 ATTACHMENT E - CONVENTION SCHEDULE OF EVENTS ...... 62 ATTACHMENT F - SAMPLE TRADING PITS LAYOUT ...... 65 ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS ...... 67 ATTACHMENT H – FUTURE TCA CONVENTIONS ...... 71 ATTACHMENT I - INFORMATION ABOUT THE TCA ...... 72 AUCTION CHAIR...... 25 AUCTION PROCEEDS ...... 30 BABY SITTING INFORMATION ...... 16 BANNERS ...... 21 Banquet Auction...... 30 Banquet- Head Table Setup ...... 38 BANQUET PROGRAM ...... 29 BUDGET / FINANCIAL ...... 8 CHECKING ACCOUNTS ...... 8 CONVENTION BADGES ...... 16 CONVENTION BANK ACCOUNT / CONVENTION BUDGET / CREDIT ...... 9 CONVENTION BANQUET CHAIR ...... 27 CONVENTION BROCHURE ...... 19 CONVENTION COMMITTEE ORGANIZATION ...... 11 CONVENTION CONTRACT NEGOTIATIONS...... 2 CONVENTION HOTEL / HOTEL CONTRACT ...... 10 CONVENTION PLANNING ACTIVITIES ...... 4 CONVENTION PUBLICITY CHAIR ...... 17 CONVENTION REVIEW SIX (6) MONTHS OUT...... 7 CONVENTION TREASURER ...... 17 CONVENTION WEEK...... 31
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CURRENT MEMBERSHIP LIST ...... 13 DEVELOPMENT OF CONVENTION BUDGET...... 8 DIVISION/CHAPTER BUDGET ...... 9 DIVISION/CHAPTER WELCOME PARTY CHAIR ...... 27 EXHIBIT HALL AND SPACE PLANNING ...... 35 FACILITY LOGISTICS / ACCESS ...... 34 FINAL BOD PRESENTATION – ONE (1) YEAR OUT ...... 6 FINAL PLANS THREE MONTHS AND COUNTING TO THE CONVENTION START ...... 7 FORMAL BOD PRESENTATION...... 3 THREE (3) YEARS OUT ...... 5 TWO (2) YEARS OUT ...... 5 GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION...... 1 HANDLING OF ADVANCE REGISTRATION AT REGISTRATION DESK ...... 15 HEAD TABLE ...... 28 INFORMATION ABOUT THE TCA ...... 72 INSURANCE ...... 17 INTERIM TO DO LIST - EIGHTEEN (18) MONTHS OUT...... 6 KIDS CLUB CHAIR ...... 24 LETTER OF INTENT SUBMISSION EIGHT YEARS OUT (MINIMUM REQUIREMENT) ...... 2 LOCAL PUBLICITY, PRINTING AND SIGNS ...... 20 LOCATION FOR - NEXT CONVENTION STORE & INFORMATION BOOTH ...... 33 LOCATION FOR DIVISION/CHAPTER STORE...... 32 Location for Movies & Video ...... 32 LOCATION FOR TCA NATIONAL STORE ...... 33 MEETING SPACE AND EVENTS ...... 31 NATIONAL ACCOUNT ...... 10 NATIONAL CONVENTION COMMITTEE REVIEW ...... 2 PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR ...... 26 PUBLICITY / PUBLISHING SCHEDULE ...... 18 PURPOSES OF A CONVENTION ...... 34 RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS ...... 23 REGISTRATION CHAIR ...... 12 REGISTRATION DESK ...... 13 REGISTRATION DESK BULLETIN BOARD ...... 16 REGISTRATION FORM ...... 20
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ROOM FOR BOARD OF DIRECTORS MEETING ...... 31 ROOM FOR DIVISION/CHAPTER OFFICE ...... 32 ROOM FOR MEMBERSHIP MEETING ...... 31 ROOM FOR NATIONAL BUSINESS OFFICE/NATIONAL SECRETARY OFFICE ...... 31 ROOM SETUPS ...... 37 SATURDAY NIGHT ADULT CONVENTION BANQUET AND PROGRAM ...... 27 SCHEDULE OF EVENTS ...... 14 SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION ...... 2 SECURITY AT REGISTRATION DESK ...... 16 SECURITY CHAIR AT CONVENTION SITE ...... 22 SIGNAGE ...... 21 SIGNS ...... 21 SITE INSPECTION – NINE (9) TO SIX (6) MONTHS OUT ...... 7 Standard Board Room Set-up...... 37 SUGGESTED AUCTION TICKET ...... 36 TABLE RESERVATIONS FOR GROUPS ...... 28 TCA MISSION ...... 1 TELEPHONE, WI-FI, PA SYSTEM, TWO-WAY RADIOS AT REGISTRATION DESK ...... 15 TIMETABLE ...... See Schedule of Events TOURS AND TRIPS CHAIR ...... 24 TRADING HALL...... 22, 34, 38, 59, 60 TRADING PITS CHAIR ...... 22 TRANSPORTATION ...... 32 TYPICAL BALLROOM SET UP Banquet ...... 39 WHO MAY ATTEND A CONVENTION? ...... 13