Any Chapter may make formal written bid for a National Convention provided that such bid is completed in detail as outlined below. The written bid must be in the hands of the National Convention Committee no later than July 1 of the year that consideration of the National Convention Committee is desired. All formal written bids must include the following minimum requirements:
(a) A written resolution must be prepared inviting the Montford Pont Marine Association to hold its National Convention in their city no less than two (2) years after the dated of consideration. The resolution must assure that if their bid is accepted, the Chapter will submit itself to the control, supervision, direction and guidance of the National Convention Committee and will cooperate in every way, making no contracts or agreements of any nature with anyone without the prior approval of the National Convention Committee. All monies which are the property of the National Montford Point Marine Association in their city will be turned over the National Financial Secretary no later than the conclusion of the National Convention.
(b) Written detail of all entertainment activities with cost of each event and estimated cost of activities ticket.
(c) Assurance of reasonable availability of chauffeured vehicles for transportation of distinguished guests to and from normal transport terminals.
(d) Assurance of a convenient Headquarters Command Post and Informational Center.
(e) Letters over the signatures of the host city Mayor or City Manager and the Executive Officer of the Chamber of Commerce Convention Committee inviting the Montford Point Marine Association to their city and assuring their full cooperation.
(f) Assurance form City Authority and/or Hotel/Motel management of adequate parking space WITHOUT TICKETING.
(g) Letter from proposed host city Hotel-Motel Association or individual Hotel-Motel Managers detailing accommodations available and assurance of full cooperation as follows:
(1) Adequate and acceptable GRATIS hall to accommodate Joint Opening session, GRATIS meeting rooms for Montford Point Marine Association, Auxiliary, Memorial Service, Banquet (with dancing), and Committee Conference rooms.
(2) Adequate accessible registration space free of interference by other organizations for full period of Registration:
(3) GRATIS Suites for National president, National Vice-President, Convention Director, Host Chapter President, and “rooms” for (2) distinguished guest.
(4) Total available rooms with Convention rates, both single and double.
(5) Choices of special luncheons, dinner’s and banquet with convention prices.
(h) Assurance to the Chapters of such other reasonable assistance as is deemed advisable and necessary by National Convention committee.
(i) Convention hotels must be wheelchair accessible, and be eligible to display the international wheelchair symbol:
A1 (1) That all public facilities (restaurants, bars, cocktail lounges, nightclub’s restrooms, etc.) be wheelchair accessible)
(2) At least five percent (5%) of all hotel rooms be wheelchair accessible.
(3) That the above conditions apply to all Montford Point Marine Association meetings.
(j) All Bid requirements submitted and considered as Future Convention sites will be turned over the Convention planning Committee director for direct contact with and Assessment of Hotel Site selection, Negotiations will be made with the local host chapter representation involved the Decision Making Process.
Montford Point Marine Association, Inc.
List of Convention Planning Requirements
Host Chapter Convention Chair, Committee Members and national Convention Director shall have cooperative jurisdiction for all hotel business.
It is required to establish a Master List with the hotel, as to what can be charged to the Montford Point Marines Association, Inc. This must be a consensus of Host Chapter Convention Chair and The National Convention Director.
Once hotel is established, and members are mailed all pertinent information i.e. dates, time frame of hotel registration, and pricing; a By-weekly list of confirm hotel registrants should be faxed to Convention Director.
Convention Badges shall be prepared and issued to all Convention registrants on opening date of convention. Also, provisions should be made at convention site, to make badges on site for late registrants.
Protocol Officer, Host Chapter Committee and Convention Director shall have on hand a edited copy of Banquet Program prior to night of Banquet.
Banquet program timing, i.e. allotted time for speakers, presentations, and memorial should be adhered by all participates. Presenters should be made aware of their time prior to night of Banquet.
Convention Director shall be given a list of Dais Guest, regarding Gratis meals.
Ladies Auxiliary Deputy Convention Directors shall be given a list of Fashion Show/Luncheon participants who will be receiving Gratis Meals.
Ladies Auxiliary Deputy Convention Directors shall be made aware of any associated cost regarding Fashion Show/Luncheon.
MPMA NATIONAL CONVENTION
STANDARD OPERATION PROCEDURES
Conventions are the legal responsibility of the National Association. The Host Chapter is an Agent of the National Association I donot know what this should be
CONVENTION PLANNING REQUIREMENTS:
The Convention Director is responsible to the National President and the Executive Council for Convention Planning. The Convention Director and his/her staff must work in close coordination with the Host Chapter Coordinator. Before Convention Plans are finalized the National President must sign them off.
CONVENTION SITE SELECTION:
Chapters wishing to host the National Convention must submit a bid to the Executive Council setting forth their proposal in writing. Convention Sites will be selected annually, tow years in advance by Delegate Votes.
Establish Host Chapter Convention Headquarters and telephonic communications. Open a communication line with your cities Convention Bureau. Touch base with your cities Media, Newspapers, Television and Radio Stations. Place MPMA Convention information on the local Public Service Announcements, on the free Television Station Programs. Television Stations are required to provide this service by the Federal Communications Commission. Search out corporations for Ads and in kind gift packages for distribution to Convention attendees In coordination with MPMA National Headquarters, place appropriate information on the Internet. Where the convention is being held in close proximity to a Military Base touch base with the Base Adjutant, informing the command of the convention and how we can solicit their support and participation.
National Convention Director, National Finance Chairman will coordinate with the host Chapter and develop a working estimated budget and spending plan for the convention.
1 The National Finance Committee Chairman shall present a proposed convention budget at the Association Spring Council Meeting. The National Finance Committee is responsible for the security and accounting for all Banquet tickets at the convention.
Prior to the signing of any contracts or agreements, Host Chapter and Convention Director shall meet with hotel management to discuss cost, accommodations and any other associated fringes. The following items shall be discussed in detail.
Obtain from hotel ‘registration package’. Mail these materials to the MPMA Membership along with the MPMA convention package. Obtain from the hotel the number of rooms that must be booked in order to receive Complementary Suites or upgraded rooms.
Complementary Rooms shall be up-graded to Suites if necessary. Complementary Rooms or Suites shall be assigned in the following order.
National President MPMA National Vice President Host Chapter President National Convention Director (2) Distinguish Quests
The invitation to the Convention Military Guest of Honor and the Key Note Speaker is the responsibility of National, with recommendations from the Host Chapter. The Host Chapter is responsible for inviting local dignitaries. Whenever possible, a local Media Personality should be invited to be the Master of Ceremony. When this is not possible, the Master of Ceremony will be assigned in coordination with National and the Host Chapter. Designated rooms for all affairs that will be held in the hotel rooms. Have the hotel breakdown cost for each scheduled affair. Designate all meeting rooms needed for MPMA and the Ladies Auxiliary. Develop a logistic list for each meeting room and insure that microphones are placed in all meeting rooms. Ensure that bulletins are placed outside of each meeting room, stating name of meeting and time.
Establish Convention Administration Office at the hotel. MPMA National Property will be stored at this location. Set up MPMA information bulletin board Develop Internal Host Chapter Mobil Communication System.
Establish and staff the Convention Registration Desk. Credentials Committee Chairman should establish a desk to accept Authorized convention delegates credentials and to issue Delegate Badges. Publishing the Convention Journal is the responsibility of National. Publishing the Banquet Announcement is the responsibility of the Host Chapter. Decorating the Banquet Hall is a joint responsibility of National and the Host Chapter.
All National Meetings will normally be scheduled to be held from 8 am – 12 Noon. The timing of Committee Meetings shall be at the discretion of the Committee Chairs.
BANKING OF CONVENTION FUNDS:
Host Chapter shall open an interim Bank account, at a bank of their choice, for deposits and withdrawals of convention debits and credits. At the close of convention, this account shall be closed. A copy of all statements from the bank and receipts for debits shall be included with your convention report, to the National Treasure and or the National Financial Secretary. All Convention Staff and Host Chapter Coordinating Convention Staff assigned or authorized to handle funds will be temporary Bonded, if not covered under the Associations insurance.
CONVENTION REGISTRATION (MPMA/LADIES AUXILLARY):
All proceeds from MPMA Registrations received are credited to National MPMA All Proceeds from Ladies Auxiliary Registrations are credited to National Ladies Auxiliary
The President’s Reception shall be held on the Opening Day of the National Convention. All Net proceeds, form this event, is to be distributed to the National Financial Secretary or the National Treasurer.
NATIONAL QUEENS CONTEST AND CORONATION:
The National Queens Contest and Coronation is an event sponsored by MPMA. The Queen Contest is a self-funded event under the Office of the Special Project Officer. All net profits of this event shall be turned in tot the National Financial Secretary or the National Treasurer. The Ladies Auxiliary is responsible for aiding the participants and assisting in the running of the Queen Contest and Coronation.
The Fashion Show/Luncheon is an event sponsored by the National Ladies Auxiliary. Funding for this event is the responsibility of the Ladies Auxiliary. The Host Chapter shall receive seed mony (if necessary) to start the planning of this attire. The Net proceeds from this event will be disbursed by the National Treasurer to the Ladies Auxiliary Financial Secretary.
50/50 RAFFLE SELLING:
The selling of 50/50 Raffles event is sponsored by the National Ladies Auxiliary. All Net proceeds form this event is to be disbursed to the National Ladies Auxiliary Financial Secretary for the National Ladies Auxiliary Treasurer.
The National MPMA sponsors this event. All Net proceeds shall be disbursed to the MPMA National Financial Secretary. Incentive Sharing Program: If the Host Chapter sells two hundred tickets they shall receive forty (40%) percent of the Net profits of the banquet. This applies to the profits of the banquet only.
The Host caterere will ensure the Banquet seating chart is available of the first day of the convention. National seating Chapter list must be submitted by 1200 noon the Friday of Convention. The following individuals shall assemble in a special room designated by the Convention Director one (1) hour prior to the event.
Dais Guest – Executive Council Members - Ladies Auxiliary Officials Honored Guest Convention Director – Convention Deputies – Host Chapter President Convention Coordinator Others as designated by the Convention Director
Banquet Program should be reviewed by the National President, Convention Director and Host Chapter Coordinator. Speaking time frames shall be established for each speaker and for each program event.
Program Event Minutes Allocated Introduction of Dais Guest ______________ Military Ceremony ______________ Welcome Address ______________ Memorial ______________ Presentations ______________ Key Note Speaker ______________
Dais guest should assemble outside of banquet hall at least 15 minutes prior to start of affair. Protocol Officer will announce names, and guest will enter hall and be seated. Dais guest name cards must be placed on dais for proper seating.
HOST CHAPTER ADDITIONAL EVENTS:
Any additional Afternoon or evening event sponsored by the Host Chapter shall be the sole responsibility of the Host Chapter. All funding of such event shall be the sole responsibility of the Host Chapter. All Net proceeds shall be disbursed to the Host Chapter. The host should coordinate visibility and media exposure with the national past rel officer.
HOST CHAPTER FINAL REPORT:
All reports and collated documents will be submitted to the National Financial Secretary (with copy of the letters to the convention director within thirty (30) days of the closing of the convention. Request for extension of final reports will be submitted to the National Convention Director within fifteen (15) days of the report owe date. The extension will normally not exceed 10 days.
AUTHORIZED PROGRAM CHANGES:
Approved Convention Policies and/or program changes must be presented and approved by the National President, Convention Director and the Host Chapter Convention Coordinator.
5 MPMA NATIONAL CONVENTION
Financial Breakdown of Convention Revenue
Special Events MPMA Host Chapter All NET receipts form this affair is distributed to Host Chapter
Queens Contest MPMA NATIONAL ALL receipt form this affair Is distributed to National. Any associated cost of the Queens Contest is the Responsibility of The Special Project Officers.
Fashion Show MPMA Nat’l Ladies The Host Chapter shall Receive Seed money (if requested), to start the planning of this affair.
All expenses for the Fashion Show/Luncheon shall be submitted to the Host Chapter Financial Secretary.
The distribution will be based on the amount of Income form the Fashion Show/Luncheon after all final expenses have been finalized.
Raffle Selling NAT’L Ladies Aux All receipts from this selling is distributed to National Ladies Auxiliary
Banquet MPMA NAT’L & Host Chapter will share the B Host Chapter Banquet Revenue only if the Chapter sells two hundred or More tickets.
Should two hundred or more Tickets are sold by Host Chapter, the Revenue will be Divided as: 60% to National and 40% to Host Chapter. If the Host Chapter does not
sell two hundred tickets, all proceeds from the Banquet will distributed to MPMA National Treasury.
Seating MPMA NAT’L & It is a great plan to have your Host Chapter SEATING PLAN available When the registration began. This will afford Chapters or Any other groups that desire To seat together. It would Also elevate problems of Seating on the night of the Convention.
MPMA NAT’l & VIP seating should be given Host Chapter to Host Chapter the morning Of the Banquet or even Earlier.
MPMA NAT’L & National Presidential Dais Host Chapter Guest should be given to Host Chapter the morning Or even earlier. 7
MPMA NATIONAL CONVENTION
Host Chapter: _____________________________________________ City: __________________________________State: _____________ Date of Convention: ________________________________________ Chapter President: __________________________________________ Convention Coordinator: _____________________________________
As Host of the MPMA National Convention, please give an overall evaluation of your experiences. Rate each item form 1-5 with 5 being the highest rating: Circle One Was the National MPMA SOP helpful to you in your conventional Planning? 1 2 3 4 5
Did you receive a timely response form the MPMA membership? 1 2 3 4 5
How helpful was the Convention Director and his staff? 1 2 3 4 5
Did your receive an up-to-date MPMA membership Roster? 1 2 3 4 5
Was the SOP’s followed by National President & the Convention Director? 1 2 3 4 5
Was program timing sufficient? 1 2 3 4 5
Did speaker/presenters comply to their timing? 1 2 3 4
Did the hotel comply with all of your request? 1 2 3 4
Was Financial commitment’s a problem? 1 2 3 4 5
As Host Chapter, how would you rate the overall conventions? 1 2 3 4 5
Would you advise another Chapter to bid for the convention? 1 2 3 4 5
Please write in any other information that you feel would up-grade the National MPMA Convention.