The Sarasota Model Railroad Club
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Convention Planning Meeting - September 27, 2008

Frequently Asked Questions

Will there be any Revenue Sharing?
Most important of all, you want to know “what’s in it for you”. We know we all need income to survive. We have designed a revenue sharing package that will provide your organization with income through participation by your membership. For each registrant that attends from your organization, your organization will receive a fixed amount. For each clinic or seminar you present, the amount per paid registration will increase.

Can the revenue sharing be split across multiple groups?
 We have considered this but it quickly became an accounting nightmare. Like all of our groups, we are a volunteer organization. We just don‘t have the manpower to “split” the revenue sharing across multiple groups. An attendee may indicate membership in more than one group, but only their primary organization will receive revenue sharing for their attendance.

Will the event include all the indicated activities?
 We hope to include everything that we have indicated will be part of this event. However, we have not yet contacted any of the organizations or companies listed. We do feel that we have the potential to offer the prototype tours listed and provided we have sufficient participation, we feel the spouse events will also be offered.

Are there any limitations or restrictions on attending and participation?
 There is only one limitation we are aware of at this time. The Manatee Convention Center has the largest banquet facility in Manatee County but the maximum guests for the banquet will be limited to 290 people on a first come, first served basis. There is one other possibility we are exploring. MCC has said we could have an enclosed tent outside in the parking lot for the banquet to accommodate a larger banquet but it would increase the cost by about $10 per person and we don’t know if this is economically realistic.

What hotel will be the base for the event?
This will not be a hotel based event; it will be based at the Manatee Convention Center. We will contract with several economical hotels in Manatee County that are under a 10 mile drive from the Manatee Convention Center. This will keep costs within a reasonable amount for lodging that everyone can afford. We will attempt to include one full service hotel in the list of hotel choices.

Will membership in any group be required to attend the event?
No. NMRA rules do not require NMRA membership to attend a regional convention. We don’t anticipate any other group requiring membership in their organization to participate in this event.

Is Registration limited?
No, registration is not limited to any maximum number. The only activity that will have a limit will be the banquet due to space limitations. Clinics and Seminars will be limited to “space available” in the room. The larger groups will have the larger meeting rooms assigned to them for their seminars and clinics since we believe they will have larger attendance and participation.

Will it cost my group any money to participate?
 No, there will be no cost to your organization. We do have some specific requirements if your group decides to participate:
What does my group receive for participation?
In addition to the revenue sharing, meeting space will be supplied on Sunday morning for your group. Most anything else will be available to meet specific requests and needs.

Will my group be allowed to promote itself at the event?
Each participating group will be supplied 2 eight foot tables at the train show to promote your organization. Your use of these tables is as you wish. The only restriction we have is that these tables be manned during all public show hours (10am to 4pm on Sat, 10am to 3pm on Sun). We also ask that you provide us at least 2 collateral advertising pieces such as brochures and membership applications to be included in registration packages. You may also want to display a banner at the event inside the Manatee Convention Center. We don’t have specifics yet, but banner size and hanging location may be restricted by the Convention Center.

How can my group be sure that Seminar & Clinic content be appropriate for our membership?
Part of the agreement to receive revenue sharing will require each group to supply clinicians to present the seminars and clinics. This will allow each group to present topics they know are valued by their membership. Any attendee can attend any clinic presented during the event.

Will prototype tours have a maximum capacity?
Since busses will be required for the Prototype Tours, we will have to limit capacity to complete bus loads. However, additional busses can be added as needed and the host transportation company can provide subject to any limitations imposed by the prototype facilities.

When will Revenue Sharing be distributed?
Since your share of a registration is not based on profit, we anticipate distribution to occur within one month after the close of the event.

What is included in Base Registration?
What groups are being invited to participate in the event?