Home | Volunteer | Hot Page | Timeline | Hotel | Richardson | DART | AVA Proposed Timeline – AVA Convention 2009 January 2004 – Proposed Convention Chair identified. STATUS: Bruce and Claudia Fitch have volunteered, but because of personal reasons, they have had to resign. June 2004 – Meet with DART officials and Renaissance Hotel management to study feasibility of proposed convention concept. STATUS:  The City of Richardson, DART and the Renaissance Hotel are eager to bring the AVA convention to Texas.  Renaissance Hotel prices are in line with 2003 and 2005 hotel prices.  The Renaissance Hotel is next to the DART rail line and has a convention facility with 15 meeting rooms and a ballroom that can accommodate over 1000 guests for dinner. August 2004 – Present proposal to Texas Volkssport Association for approval to proceed.  Begin search for top-level committee chairs. STATUS:  Convention proposal approved by TVA September 2004 – Line up leaders of the Operations, Logistics, Planning and Finance functions of the Convention.  Also line up Assistant Chairperson for the Convention . STATUS:  All these positions have been filled. June 2005 - Present proposal at 2005 National Convention for approval to proceed. STATUS:  Convention approved at the 2005 Convention. November 2005 – AVA Executive Director signs contract with Renaissance Hotel. STATUS:  Contract signed. July 2006 – Identify all convention committees and define committee responsibilities. STATUS:  Committee structure and committee responsibilities document completed and ready for posting to the Convention Web site. Return to the 2009 Convention page | Top of Page July 2006 – Meet with AVA treasurer, AVA Financial Director and Executive Director to discuss convention financing. STATUS:  Met with all of the above and the AVA President and Vice President in Sacramento on July 15, 2006. August 2006 – 2009 Convention Web site goes live. STATUS:  Convention Web site went live on August 4, 2006. August 2006 – Begin campaign to solicit volunteers for subordinate committee chairpersons and volunteers. STATUS:  Campaign is under way. September 2006 – Convention logo, convention slogan finalized STATUS:  Promotional logo is designed. October 2006 – Meet with primary committee chairs. STATUS:  Meeting was held in October. January 2007 - Sign up for booth at the 2007 Convention. STATUS:  Done. January 2007– Begin production of 2009 Convention Presentation for the 2007 Convention in Sacramento. STATUS:  Production underway. March 2007 - Finalize designs for 2009 Convention t-shirts, patches and pins and awards. STATUS:  Design complete. March 2007 – Meet with all committee chairs who will then begin meeting regularly with their committees by e-mail, teleconference or in person at a designated meeting location as often as needed to conduct business and make decisions.  Formal discussions of actual locations of Convention walks will begin at this time and Committee chairs and convention finance team will meet with AVA staff for training and orientation. STATUS:  Meeting on March 24, 2007 April 2007 - Order promotional t-shirts, patches and pins for sale at 2007 Convention. STATUS:  Design complete. April  2007 – Finalize design of 2009 AVA Convention promotional brochure to be handed out in Sacramento. STATUS:  Design complete. Return to the 2009 Convention page | Top of Page May 2007 – Complete formal presentation for attendees at the 2007 AVA Convention in Sacramento. STATUS:  Complete. November 2007 - Finalize proposed budeget for the 2009 Convention. STATUS:  Proposed budget complete. To be approved at meeting on November 18. February 2008 – Begin to solicit workshop presenters and topics and begin formal solicitation from individuals and clubs for the silent auction. March 2008 – Finalize award choice and design and set the final prices. March 2008 – Finalize bus company choice and outer accommodations.  Set prices for both. March 2008 – Finalize the workshop speakers and topics. March 2008 – Finalize costs of Welcoming Buffet, Social and Final Banquet. March 2008 – Lock in prices for all Convention food, entertainment, venues and set the early discount Convention package prices and the un-discounted individual prices.  We need to set the cutoff dates for early registration and establish non-discounted rates for those registering after the early registration deadline.  Establish final date for registration  cutoff, date for cancellation with no penalty and full refund, and any additional cancellation policies and dates. March 2008 – Deadline for submittal of ads for the 2009 AVA Convention Registration Brochure April 2008 – Finish designing convention registration brochure, identify a printer, determine print quantities and submit for printing. June 2008 – Convention registration packages with finalized brochures distributed. June 2008–February 2009 – Advance reservations for hotel and the convention. November 2008 – All nominations for recognition awards at the convention must be submitted to regional directors. March 2009-April 15, 2009 – Regular reservations. April 2009 – Hotel and convention facility accommodations and DART pass requirements need to be finalized. April 2009 – Order 2009 Convention t-shirts, patches and pins to be sold and distributed at the 2009 AVA Convention. April 2009 – All transportation and schedule requirements and passenger manifests finalized.  June 20, 2009 – June 22, 2009 – Pre-Convention Walks June 23, 2009-June 26, 2009 - 2009 AVA Convention June 27, 2009-June 28, 2009 – Post-Convention Walks Return to the 2009 Convention page | Top of Page

Last updated March 9, 2008