202E

DISTRICT

CONVENTION

GUIDE

Compiled by District Cabinet 2013

Revised 2014

LIONS DISTRICT 202E CONVENTION GUIDE Page 2

202E DISTRICT CONVENTION GUIDE

CONTENTS

PLANNING

¨ Introduction 3

¨ 1st Stage 4

¨ 2nd Stage 5

¨ 3rd Stage 6

¨ Who Does What Friday Night 6

Registrations 6 -

Accommodation 6

Meal costs 6

¨ Notes 7

¨ Business session 8

¨ Partners’ programme 8

¨ Saturday social 8

¨ Rededication/Remembrance service 8

DUTIES

¨ Treasurer -Brief 9

¨ Budget 9

¨ Registrations 10

¨ Satchels 10

¨ Convention Pins 10

¨ Convention Funding 10

¨ Convention Handbook 12

¨ Friday Night Programme Brief 14

Duties to Include 14

Official Opening 14

Flag Ceremony 14

¨ Business Session Brief 15

Duties to Include 15

¨ Early Risers Breakfast Brief 15

Duties to Include 15

¨ Partners Programme Brief 16

Duties to Include 16

¨ Saturday Night Brief 16

Duties to Include 16

¨ Rededication Service Brief 16

Duties to Include 16

¨ Farewell Lunch Brief 17

Duties to Include 17

PROGRAMME

Opening Ceremony 18

Flag Ceremony 19

Sample Business Session 20

Remembrance and Rededication Ceremony 21

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CONTENTS cont’d

OFFICIAL PARTY Make-up of Party 21

Dress 21

Stage Seating 22

PROTOCOL 22

VOTING Candidates 23

Delegate Register 24

Delegate Voting Cards/Sticks 24

APPENDICES Convention Pin Makers 25

Example of Pins 25

Sample Budget 26

Comment in Summary 27

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202E DISTRICT CONVENTION PLANNING

INTRODUCTION

Congratulations!!!! Your club has been granted the Convention bid to organise the

202E District Convention for the District Governor of the day and at this point in time

you will have two years to plan your convention.

The District Governor for your Convention will be the current 2nd Vice District

Governor. You will be the required to organise the Convention for their year as District

Governor. The content of the convention is generally over to the committee

remembering that it is the District Governor’s convention hosted by the convention

committee.

This booklet is compiled as a guide to the general running of your convention and

you should try to bring your own individuality and flare to the occasion.

There are, of course, areas such as the Official Opening and the Business Session

that are organised to the District Governor’s wishes; otherwise your talents can be

put on show for the rest.

As Cabinet may carry all losses and all profits for the Convention your budget must

be approved by them.

Good luck. This is your show piece; your talents are on show for the District

Governor and the District of 202E.

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PLANNING YOUR CONVENTION WILL USUALLY TAKE THE FOLLOWING

THREE STAGES:

1st STAGE 202E DISTRICT CONVENTION PLANNING

(At the time of winning your bid)

A. Form a pilot committee of, say, six from your club and/or other clubs if it is going to

be a combined effort. (You do not need to involve the whole club until at least one

year later)

B. Elect a Convention Chairman, Convention secretary and Convention Treasurer.

Note: Accurate meeting minute recording is essential.

C. Select and secure a main venue.

D. Select auxiliary venues as required.

E. Determine the flagship events and key participants you want - this is critical to

selling and promoting the event.

F. Select Chairmen or Clubs for each section of Convention, such as:

1) Registrations.

2) Opening Ceremony.

3) Business Session.

4) Partners’ Programme.

5) Saturday night social.

6) Rededication service.

7) Sunday lunch.

8) A competent Video and Sound operator with reliable equipment.

(This will make or break a Convention).

Note; If you select another Lions club to organise a function, give them a

written analysis of your expectations and budget, and also have their

chairman attend regular meetings.

G. A written brief should be prepared for the chairman of each function outlining their

duties and what is expected of them.

H. Start a draft budget immediately, putting in approximate figures to arrive at an early

estimate and upgrade regularly.

I. Obtain catering estimates and meal descriptions in writing, and make a booking as

soon as possible

J. Select a theme for your convention

K. Start working on a logo that can be carried over into the pin design with your 1st

Vice District Governor’s approval.

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L. You will need to check your convention date does not clash with other Districts or

regular events in District 202E e.g. Wild Food Festival, that restrict participation of

Clubs associated with it from attending.

2nd STAGE 202E DISTRICT CONVENTION PLANNING

A. Organise Club members around committee chairmen.

B. Allot jobs to members within the committees brief.

C. District Governor to finalise pin design and obtain prices.

D. Arrange Bar Managers Licence if required at Venues. (This may take some time).

E. Harden up you catering contracts.

F. Harden up your band contracts.

G. Harden up your transport contracts.

H. Harden up on Speaker engagements.

I. Prepare convention advertisement for New Zealand Lion Magazine.

J. Harden up your satchel needs and contents.

K. Prepare a presentation for District Convention.

L. You will require up to nine members of your Club to participate in the regression of

the flags segment of the Rededication and Remembrance service on Sunday both

at the immediate Convention preceding yours and at your convention.

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3rd STAGE 202E DISTRICT CONVENTION PLANNING

WHO DOES WHAT

A. FRIDAY NIGHT - Think outside the square with it. While this ceremony has

traditionally been held on Friday, there is nothing to prevent it from being

incorporated into Saturday’s programme.

B. PROTOCOL –

1. Officials seating order District Governor

2. Flowers (DG’s choice - Reasonable Cost only) Convention cost

3. Dress of Officials District Governor’s choice

4. Flags hire. (No Charge for Flag Ceremony Flags) Convention cost

C. REGISTRATIONS

1. DG & Visiting DG’s & Partners 50% convention cost

2. Council Chairman & Partner Convention cost

3. International Guests &Speakers Convention cost

D. ACCOMMODATION

1. Council Chairman & Partner Convention cost

2. International Guests Convention cost

3. DG & Visiting DG’s & Partners Own cost

4. Keynote speaker & partner Convention cost

5. Visiting Standing Committee Chairman Own cost

(Unless DG directs otherwise)

6. Guest speaker Convention cost

(District Governor’s approval)

7. Keynote speaker Convention cost

Accommodation Costs for Dignitaries must be reasonable

E. MEAL COSTS

1. Mayor and Partner Convention cost

2. Guest speaker Convention cost

3. Council Chairman & Partner Convention cost

4. International Representatives Convention cost

F. TRANSPORT

1. Transport for officials from accommodation to venue Convention cost

2. Transport partners Convention cost

3. Council Chair & partner – air/travel expenses Convention cost

4. Guest speaker – air/travel expenses Convention cost

5. Keynote speaker– air/travel expenses Convention cost

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202E DISTRICT CONVENTION PLANNING

NOTES

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LIONS DISTRICT 202E CONVENTION GUIDE Page 8

202E DISTRICT CONVENTION PLANNING

A. BUSINESS SESSION

1. Venue hire Convention cost

2. Officials transport – Accommodation to Venue Convention cost

3. Sound and Video Convention cost

(Needs to be very reliable & with technician)

4. Ballot papers Cabinet Secretary/cost

5. Delegate papers Cabinet Secretary/cost

6. Delegate register Cabinet Secretary/cost

7. Delegate numbers Cabinet Secretary/cost

8. Pins *Convention cost

9. Convention handbook Convention cost

10. Security Convention cost

(*Pins are designed by Club to DG’s approval and extras sold at convention. Order 30

extra pins at least as 10 pins are sent to LMLCCT and 20 for DG elect to take to

International Convention).

B. PARTNERS PROGRAMME

1. (Partners pay costs for their registration and partners programme)

2. Venue Convention cost

3. Buses (Should be included in Partners tour costs) Convention cost

4. DG & Visiting DG’s Partners Own cost

C. SATURDAY SOCIAL

1. Venue Convention cost

2. All operating costs Convention cost

3. International Representives, Guests &Speakers Convention cost

4. DG & Visiting DG’s & Partners 50% Convention cost

5. Council chairman & partner Convention cost

D. REDEDICATION/REMEMBRANCE SERVICE/SUNDAY LUNCH

1. Venue Convention cost

2. All operating costs Convention cost

3. International Representives, Guests &Speakers Convention cost

4. Our district Governor & partner Convention cost

5. DG & Visiting DG’s & Partners 50% of Convention

cost

6. Council Chairman & partner Convention cost

LIONS DISTRICT 202E CONVENTION GUIDE Page 9

202E DISTRICT CONVENTION

DUTIES

ALL COMMITTEES SHOULD BE GIVEN A BRIEF AS TO WHAT

THEIR DUTIES ARE AND WHAT IS EXPECTED OF THEM

Remember!!! Some Committees go over their

Budgets monthly, others just go over them.

TREASURER

BRIEF

1. Set budget, registrations, control all entrances, money and accommodation.

2. Obtain Treasurer Excel Template from previous convention treasurer.

3. Ensure all payments are made by cheque or Electronic Banking.

4. No cash payments

5. Receipt all monies received.

6. Check with last Convention committee chairman for pluses and minuses.

BUDGET

1. Prepare a budget for all sections of Convention

2. Convention Administration Fee.(All attendees pay a convention

administration fee except International Guests, Speakers and

invited Guests).

3. Opening Ceremony

4. Breakfast – if having one

5. Business Session

6. Partners’ Programme

7. Saturday Social

8. Rededication/Remembrance Service

9. Farewell Lunch

10. Allow for accommodation for Official Party. DG approval and or choice

11. Opening ceremony guest speakers’ and partners’ accommodation and

meals

12. Local dignitaries’ and partners’ meal cost

13. Convention handbook cost

14. Business venue hire.

15. To staff all entrances at each function to ascertain correct attendances

16. Negotiate with caterers for all meals.

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REGISTRATIONS

A. Prepare draft budget or if one has been prepared, and monitor regularly.

B. Prepare registration forms (Generic Attached), defining the costs for;

1. Lions and their partners

2. Lioness and their partners

3. Lions and partners who are Lioness

4. Lions and partners who are Lions

5. Lioness and partners who are Lions

6. Leos

C. It is recommended that registration forms be filled out for all invited Officials,

Guests & Speakers to ensure meals, Accommodation and Transport are not

overlooked.

D. Receive and acknowledge registrations as they come in.

E. All registrations must be paid in full

F. Any registrations received and not paid in full are to be returned immediately

G. Make sure the Leos and Lioness receive a satchel

H. Have records on hand to check on forgotten tickets.

SATCHELS (Check source)

A. Some ideas for items for satchels:

Pad, pen, aspro sample packs, perfume sample packs, soap,

sweets, lion mints, promotional literature

B. Arrange to have them packed when ready

CONVENTION PINS

A. The traditional convention pin is a lasting record of your efforts in organising a

convention with a difference

B. This cost is included in registration as one pin per registration – extras are sold

C. Shop around for best price

D. PINS SHOULD INCLUDE THE FOLLOWING

1. Your convention logo

2. Convention location

3. Year

4. New Zealand District – 202E

5. Lions, Lioness & Leos emblems

6. If possible District Governor’s convention slogan

CONVENTION FUNDING: District Contribution

INTRODUCTION

Financial support is available to the Convention Committees from the District.

The primary purpose of the financial support is to run the Annual General

meeting of the District. The rest of the funding has to come from the registration

fees that are charged to convention attendees.

CONVENTION LEVIES

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District will make the following financial assistance available convention

committees.

Advance on Convention Levies

In recognition that convention committees require funds to operate, prior to the

registration fees becoming available, District will make available and advance.

This advance is normally set at $1,000 but special circumstances may be

considered for further funds up to $2,000. This advance will be paid at the

beginning of the Lions year. The Convention committee is required to make

application for the advance through the Convention Liaison Officer or via letter

to the Cabinet Secretary.

Convention committees need to recognise that the Cabinet meetings of May

and July should be the target for special application requests.

Business Session

District Cabinet will budget for and make available to the Convention Organising

committee a per capita (Lion and Lioness) grant of $2.50 to be used to defray

the costs of the District Business Session(AGM).

The convention committee will be paid the full per capita convention levy, less

any advance, in January each year. The numbers the convention levy will be

paid out on will be the District Membership as at the 1st January each year.

The convention committee shall be required to account to the District Cabinet

for the costs of running the convention and present an audited copy of the

balance sheet once the convention has been concluded – within 90 days after

the close of the convention for the July Cabinet meeting. Prior to auditing, the

accounts must be presented to the District Governor and Cabinet Treasurer for

comment or approval. District does not require detailed accounting of the

business session.

Any residual surplus from the total convention operation shall be passed back to

Cabinet. Cabinet will decide and be the final approval agency for the

distribution of surplus funds. Cabinet will entertain any suggestion from the

convention committee for the distribution of surplus funds.

In the event of the Convention making a loss Cabinet will consider reasonable

requests to it for reimbursement.

District Governor, Visiting District Governors & International Dignitaries

District will budget a per capita (Lion and Lioness) amount of 50 cents for the

payment of the actual registration fees incurred by Visiting District governors,

Invited Guests and International Dignitaries.

The convention committee will be paid the full per capita convention levy, less

any advance, in January each year. The numbers the convention levy will be

paid out on will be the District Membership as at the 1st January each year.

GST Registration

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It is recommended the Convention committee is registered for GST or uses the

GST registration of the Host Club.

CONVENTION HANDBOOK

THE CONVENTION HANDBOOK IS AN IMPORTANT AND NECESSARY ITEM OF

YOUR CONVENTION PLANNING. IT CARRIES THE PROGRAMME FOR

CONVENTION AS WELL AS REMITS AND REPORTS.

The cost of this Handbook can be substantially reduced by it being compiled and

formatted by someone with appropriate computer skills. Recommended that you start from

fresh rather than overwrite a previous edition.

CONVENTION HANDBOOK

 Canvass for sponsorship of the convention Handbook.

 Arrange for printing convention handbook.

 Reports, remits, financial statements provided by Cabinet Secretary.

 Arrange for your Club Presidents message.

 Arrange for welcoming message from Mayor.

 Arrange business session programme from District Governor.

 Provide costs of handbook.

 Provide anything else required by District.

 Provide list of lions attending convention (optional).

 Arrange advertising.

 Arrange convention chairman’s message.

 Provide telephone numbers of emergency services.

 Provide programme for convention.

 Arrange District Governors message.

 Arrange financial statements and auditors report.

 If International representative attending, their message

 Council Chairman’s message.

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The Hand Book should contain the following;

MESSAGE AND PHOTOS FROM

 District Governor

 International Director

 Council Chairman

 Convention Chairman

 Club President

 Mayor

 Member of Parliament

 Convention Programme

 Opening Ceremony, Business Session

 Remembrance & Rededication Service

 Past District Governors Report

 Financial report

 Remits

 Acknowledgements – sponsors and support from other clubs and committee

chairmen

 Emergencies Directory (phone no. and address0

 Ambulance, Accident & Emergency Clinic

 Police

 Post shop

 Chemist

 Taxi

If possible the handbook should be made of a size that will fit in to the inside pocket of a

jacket.

LIONS DISTRICT 202E CONVENTION GUIDE Page 14

FRIDAY NIGHT PROGRAMME

Take a preliminary guess at attendance.

BRIEF

To organise the opening night of convention, including the flag ceremony. The

District Governor chooses a suitable Lion to conduct the flag ceremony. However

for "Club Ownership" the host club has a right to shape this opening session -

speaker, local groups etc. A thoughtful Governor will allow the host committee to

have a good deal of autonomy as it is vital that each convention has unique

elements to justify community ownership, promotion and local sponsors."

DUTIES TO INCLUDE

1) Prepare draft budget or if one has been prepared, check it out as soon as

possible

2) Arrange room for Officials to assemble in, at venue

3) Arrange transport for around 31 official guests to venue from their motel.

(Friday) – DG to supply numbers

4) At a time to suit prior to assembling the official party, the District Governor

(At his/her cost) usually provides drinks and nibbles for official party, cabinet

and committee.

5) Arrange and check sound system as well as any other electronic equipment

required for the evening.

OFFICIAL OPENING

1) Arrange District Governor’s seating order for

guests

2) Arrange entry order of guests to suit stage

seating

3) Name official guests seating – place names

4) The programme is for the District Governor to organise

5) Check official party entry order with District Governor

6) Arrange flowers if required

7) Arrange guest speaker – who must be approved. (If there is any cost then

approval must be obtained for the cost as well).

8) Arrange ushers

9) Arrange supper and helpers for evening

FLAG CEREMONY

1) District Governor organises someone to conduct ceremony

2) Book flags. Choice is District Governor’s and committee

3) Arrange for dignified ceremony

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BUSINESS SESSION

Make a preliminary guess at attendance

BRIEF

To organise the business session and venue of convention with the approval of the District

Governor

DUTIES TO INCLUDE

1) The District Governor arranges the business session programme in

conjunction with convention committee.

2) Committee to prepare draft budget or if one has been prepared, check it out

as soon as possible.

3) Provide roving microphones, have a good reliable sound system, power

point equipment etc. Check all is working on morning of business session.

4) Provide Delegate register.

5) Provide Delegate papers.

6) Provide voting papers for District Governor, Vice District Governor and

LMLCCT Trustee and any other elections that are required .

7) Provide ballot boxes (To be in place prior to voting).

8) Arrange keynote speaker – with District Governor’s approval.

9) Provide timing light and check that it is working.

10) Arrange morning tea and lunch - with fast service .

11) Arrange transport for District Governor’s visitors to and from venue –if

necessary.

12) Make sure starting time and delegate closing times are the same as advised

to Clubs.

EARLY RISERS BREAKFAST

(If any, but has been done in the past)

Take a preliminary guess at attendance.

BRIEF

To conduct the early risers breakfast in the theme of the convention and within budget.

DUTIES TO INCLUDE

1) Dress to be in keeping with convention theme.

2) Name could be changed in keeping with convention.

3) Prepare draft budget or if one has been prepared, check it out ASAP.

4) You must keep within the final budget.

5) Arrange transport for District Governor’s visitors to and from venue –if

necessary.

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PARTNERS PROGRAMME

BRIEF

To entertain Lions and Lioness partners from the conclusion of the “formal” part of the

opening business session until approximately the conclusion of business of the business

session.

DUTIES

1) If possible work in the convention theme.

2) Entertain all partners both male and female.

3) Arrange for say 3 local trips starting approx. 10.45am till approx. 3.30pm.

Bear in mind DG may want the partners back earlier for a reason.

4) Lunch of a reasonable standard will be required.

5) Prepare a draft budget or if one has been prepared, check it out ASAP.

6) The partners tour is a cost to them at the time of registration.

SATURDAY NIGHT SOCIAL

Take a reasonable guess at attendance.

BRIEF

To organise the Saturday night function in the theme of the Convention.

DUTIES TO INCLUDE

1) Prepare a draft budget or if one has been prepared, check it out ASAP.

2) Name of evening in keeping with convention theme.

3) Venue layout.

4) Entrances should be restricted to one.

5) Meals to be negotiated.

6) Try to have drinks at a reasonable price.

7) Venue decoration.

8) Ensure there are ample tables and chairs – and that extras are available.

9) Special tables for officials.

10) Band hired or Speaker arranged – suitable for occasion/theme.

11) Arrange transport to and from venue for visiting District Governors and

partners.

REDEDICATION SERVICE

Take a preliminary guess at attendance.

BRIEF

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Organise remembrance and rededication service with District Governor

DUTIES TO INCLUDE

1) Prepare draft budget or if one prepared, check it out ASAP.

2) Select suitable venue.

3) Remembrance service to be conducted by suitable Lion with the District

Governor’s approval.

4) Organise flag placement and departure.

5) Contact the club organising the next convention to receive the flags.

6) Organise piano or organ as required.

7) Organise a minister to officiate, discuss with District Governor.

8) Organise rededication speaker with the approval of the District Governor.

9) Organise ushers.

10) Organise order of service sheets.

11) Organise remembrance service with District Governor’s approval.

12) Arrange cross for remembrance service. Note: Clauses (3) & (4) above.

FAREWELL LUNCH

Take a preliminary guess at attendance.

BRIEF

To end a lunch to end convention.

DUTIES TO INCLUDE

1) Arrange a quote for lunch.

2) Arrange venue.

3) Arrange backup if wet.

4) Arrange tables and chairs.

5) System of checking people who have paid.

6) Provision for late arrivals paying.

7) Rubbish bins.

8) A charge for the lunch.

9) Arrange for clean up of venue afterwards.

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PROGRAMME

These are standard programmes for convention but may be amended to suit your ideas

with the District Governor’s approval.

OPENING CEREMONY

7.30 pm Assemble, all seated.

Call To Order – Convention Chairman.

Officials enter.

Introductions – District Governor.

Invocation.

Welcome by Host Club President.

Official Opening by Mayor.

Welcome by District Governor.

Flag Ceremony.

Introduce guest speaker.

Guest speaker.

Thank guest speaker.

Presentations.

Presentation of flowers. *

Officials retire.

Convention notices.

9.30 pm Supper.

*Flowers or button - holes or shoulder sprays

Presented to:-

¨ District Governor, if lady or wife.

¨ International Director, if lady or wife.

¨ Council Chairman, if lady or wife.

¨ Mayor or Partner of Mayor, if lady.

¨ Guest Speaker, if lady or wife.

¨ Vice District Governors, if ladies or wives.

¨ All District Governors’ partner, if ladies.

Every attempt should be made to complete the opening ceremony by the designated

completion time as due to the geographical spread of our District people would have

travelled a distance to attend convention and many may be looking forward resting up for

the rest of the weekend.

If attendees wish to socialise at/after supper that is there call, it is then up to the

committee to decide when to close it down.

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The guest speaker should be made aware their allotted time is 30 minutes.

The Lion conducting the Flag Ceremony should also be made aware their presentation

should not exceed 20 minutes.

FLAG CEREMONY

The Flag Ceremony is a special feature of our convention opening night and should

be conducted with dignity by a Lion carefully chosen by the District Governor.

The following flags are the basic number used however others may be added as

circumstances dictate.

Should a visiting International Director or perhaps the World President come from a

country not represented by the basic set, then their flag would be added.

¨ The Flag of New Zealand.

¨ The Flag of The United States of America.

¨ The Flag of Australia.

¨ The Flag of the United Nations.

¨ The Flag of Lions Clubs International.

¨ The Flag of Fiji.

¨ The Flag of Samoa.

¨ The Flag of American Samoa.

¨ Other flags as chosen by the District Governor.

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SAMPLE BUSINESS SESSION

(Timing has been entered for guide only, not recommended to be printed in the

programme).

8.30 am Assemble, all seated – call to order.

8.35 am Announcements by Convention Chairman.

8.38 am Officials enter.

8.42 am Welcome and Introduction By District Governor

Invocation.

8.45 am Notification of time that Registration desk closes.

8.48 am Introduction of Keynote Speaker – District Governor or their nominee.

8.52 am Keynote Speaker.

9.22 am Thank speaker – 1st Vice District Governor.

9.25 am Presentations by District Governor.

9.33 am Adoption of Standing Orders.

Appointment of scrutineers.

Number of certified delegates announced.

9.35 am Introduction of candidate for District Governor.

9.40 am Candidate for District Governor.

9.45 am Candidate for 1st Vice District Governor.

9.50 am Introduction of candidate for 2nd Vice District Governor.

9.55 am Candidate for 2nd Vice District Governor.

10.05 am Candidate for LMLCCT or independent Trustee for District 202E Charitable

Trust.

10.10 am Announcements by Convention Chairman.

10.15 am Officials leave.

Voting and morning tea

10.45 am Resume.

10.50 am Past District Governor’s previous years report.

11.00 am Financial Report.

11.10 am Announcement and acknowledgments of/by successful candidates.

Flowers for 2nd Vice District Governor elect’s partner.

Flowers for 1st Vice District Governor elect’s partner.

Flowers for District Governor elect’s partner.

Arrange transport for District Governor elect and 1st & 2nd Vice District.

Governor elect’s partners to link up with partners programme.

11.20 am Remits.

11.50 am Announcements and Lunch.

1.15 pm Resume.

Remits.

Committee Reports.

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Motivational Speaker.

Convention Bids.

Next Convention Promotion.

3.00 pm Convention Close.

REMEMBERANCE AND REDEDICATION SERVICE

10.30 am

 Introduction and welcome.

 Hymn (During which the original flags used in the Flag Ceremony will be

brought in by host club and placed at the front of the venue).

 Prayer of adoration.

 First reading by District Governor.

 Prayer of adoration.

 Second reading by District Governor elect.

 Act of remembrance is chosen or delivered by the District Governor.

 Prayer.

 Rededication address.

 Hymn.

 Benediction.

 REGRESSION OF FLAGS (Host club now enter the venue and stand

beside each of the flags. Members of the next club hosting convention will

now enter and stand beside host club members who will then transfer the

flags on to them after which they all process out).

 National Anthem.

OFFICIAL PARTY

MAKE UP OF PARTY

This is an approximate list as not all listed will be able to attend

 District Governor 202E and Partner.

 District Governors from the other districts and partners.

 International Director and Partner.

 Council Chairman and Partner.

 Mayor and Partner.

 Guest Speaker.

 Club President and Partner.

 Convention Chairman and Partner.

DRESS

The Friday night opening ceremony dress for the official party to be decided by District

Governor.

Depending on location and distance, a bus may be needed to transport the official party

from the motel to the venue.

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At the venue a room or assembly point adjacent to the main entrance should be set aside

where the official party can assemble and their entry order can be arranged ready for their

entrance.

At a time to suit prior to assembling the official party, drinks and nibbles are provided by

District Governor at his/her cost for official party, cabinet and committee.

OFFICAL PARTY

STAGE SEATING

This seating order is approximate and will be adjusted by the District Governor.

Front Row Back Row

Convention Chairman & partner. Visiting District Governor & partner.

Mayor & partner. Visiting District Governor & partner.

International Director & partner. Visiting District Governor & partner.

District Governor & partner . Visiting District Governor & partner.

Council Chairman & partner. Visiting District Governor & partner.

Guest Speaker. Visiting District Governor & partner.

Club President & partner. Visiting District Governor & partner.

PROTOCOL

The protocol for the convention is listed below, but because of its length will only be used

by the District Governor. All other speakers will use the shorter version shown below.

A copy of the shorter version should be typed out and stuck to the top of the lecterns.

FULL PROTOCOL

International Director (Charlie).

Council Chairman (Charlie).

District Governors MD 202 (names them all).

Vice Governors MD 202 (names them all).

Past District Governors.

Lions, Lionesses and Leos.

Members of the Lions family.

Distinguished Guests.

SHORTER PROTOCOL

(Affix to Lectern)

District Governor (Charlie).

International Director (Charlie).

Council Chairman (Charlie).

Members of the Lions Family.

Distinguished Guests.

LIONS DISTRICT 202E CONVENTION GUIDE Page 23

OFFICIAL PARTY ENTRY FOR FRIDAY NIGHT AND SATURDAY

MORNING.

Check with District Governor for seating and entry arrangements as the

make up of official party may have changed.

VOTING

CANDIDATES

Voting for candidates at convention will be for District Governor of which there will be only

one and 1st Vice District Governor of which there would normally only be one and 2nd Vice

District Governor of which there could be one or more.

All candidates and their introducers have 5 minutes each to put their case.

Every alternate year there will be voting for a District 202E LMLCCT District Trustee or

independent Trustee for the 202E District Charitable Trust which there could be one or

more candidates.

Candidates have 2 minutes to put their case.

mELVIN

DISTRICT GOVERNOR

JAMES CARTER

*FOR

*AGAINST

(*CROSS OUT ONE)

1ST VICE DISTRICT GOVERNOR

MABEL HOWARD

*FOR

*AGAINST

(*CROSS OUT ONE)

2nd VICE DISTRICT GOVERNOR

KENNETH DOUGLAS

MELVIN JONES

PETULA CLARK

(CROSS TWO OUT)

LMLCCT DISTRICT TRUSTEE

KIT CARSON

SNOW WHITE

TEX MORTON

(CROSS TWO OUT)

TRUSTEE –DISTRICT CHARITABLE

TRUST

MICKEY MOUSE

PLUTO

DONALD DUCK

(CROSSTWO OUT)

LIONS DISTRICT 202E CONVENTION GUIDE Page 24

Cabinet Secretary will supply voting forms for elections.

A separate room will be required for vote counting along with two ballot boxes.

Voting to be supervised by scrutineers appointed by the District Governor.

A small gift or flowers etc to the successful candidates and partners.

DELEGATE REGISTER

An official voting register must be set up to control the distribution of delegate voting cards

or sticks.

Cabinet will supply the number of entitled voting delegates from each club.

The Register needs to be set up with:-

Name of Club

Just enough numbered blank spaces left below the name for the delegates

name and signature.

Delegates must sign Register.

Delegates can only pick up their own card or stick.

A time must be set for the closing of the Register, around 10 minutes before

start of the business session.

The number of delegates must then be totalled. Checked by the Legal Advisor,

announced and recorded. The District Governor usually does this from the

podium.

Sample Register:

AKAROA 3 DELEGATES

NAME SIGNATURE

1.

2.

3.

BLENHEIM 4 DELGATES

NAME SIGNATURE

1.

2.

3.

4.

LIONS DISTRICT 202E CONVENTION GUIDE Page 25

DELEGATE CARDS OR STICKS

Twelve 150mm by 35mm delegate voting cards may be cut from one A4 sheet. Sheets

need to be coloured, as stiff as possible (light card) with word delegate typed down its

length. You should allow for more delegate cards than the number registered to allow for

late registrations etc.

You may wish to have a voting stick or wand instead of a card. What ever you choose it

needs to be identified as such.

APPENDICES

(1) CONVENTION PIN MAKERS

Brandwell Moller Ltd Precision Badges Ltd

768 Princess Street PO Box 7610 ,Sydenham

Dunedin 9016 Christchurch

Phone:- 0800 4223437 Phone:- (03) 322 4058

Fax:- (03) 479 2317 Fax:- (03) 322 5513

Email brandwell.moller@xtra.co.nz Email:- christchurch@precision.co.nz

Other pin makers, both within and outside New Zealand, may be obtained from the

net.

(2) EXAMPLES OF A CONVENTION PINS

LIONS DISTRICT 202E CONVENTION GUIDE Page 26

(3) SAMPLE BUDGET

202E DISTRICT CONVENTION

BUDGET

Numbers Static costs Variable Total per

Attending Inc. GST Costs Head

Inc. GST Inc. GST

Registrations 400 $3,843 $88 $10

Opening 350 $1,527 $1,400 $8

Breakfast 200 $560 $2,000 $13

Business Session 200 $1,000 $3,400 $22

Partners program 100 $730 $1,700 $24

Saturday Night 300 $2,020 $7,500 $32

Sunday Lunch 150 $324 $1,620 $13

EXAMPLE – TWO PEOPLE ATTENDING CONVENTION

Numbers Rate Total

Registrations 2 $10 $20

Friday Night 2 $8 $16

Breakfast 1 $13 $13

Business Session 1 $12 $12(Lunch cost only)

Partners’ Program 1 $24 $24

Saturday Night 2 $32 $64

Farewell Lunch 2 $13 $26

Costs per couple $175

CATERING Rates

Friday Night Supper $4

Breakfast $8

Morning Tea $5

Business Lunch $12

Partners’ Lunch $12

Saturday Night $25

Sunday Lunch $10

REGISTRATIONS

Based on 400

Quantity Type Rate Total

LIONS DISTRICT 202E CONVENTION GUIDE Page 27

Venue 1 possibly share $1000 $1000

Photocopy Paper 6 reams $10 $60

Photocopying Delegates 24 copies $2

Photocopying Voting Papers 28 copies $3

Printing Booklet 2400 copies $240

Bromides for Ads 1 only $40 $88

202 District Governors 7 registrations $80 $560

202 District Governors Accom. 7 accommodation $140 $980

Council Chairman/Partner 2 accommodation

2 meals

2 registrations

2 travel

International Director 2 accommodation $140 $280

International Director’s Meals 2 Meals $60 $120

Rededication Speaker 1 Accommodation $70 $70

Rededication Speaker 1 Meal if required $0

Rededication Speaker 1 Travel if required $0

Bus for Officials to Venue $100 $100

Postage 400 stamps/envelops $280

Static Costs Total $3,843

Static Costs per Head $10

Variable Costs Meals $0

Name Tags 400 only $88

Total variables $88

Variable Costs per Head $0.22

Costs per head $10.22($10)

A budget is a snapshot of costs at a particular point in time. Therefore events may deem

it necessary to redraw one or several of them during the planning stages. Others may

have a different method of producing one. This is one example of one. The point is

without one you will not be able to arrive at the cost of running a convention and therefore

the cost of attending for District members.

One should be drawn for each part of a convention.

Comment in Summary This Guide is for the traditional model - it may not be sustainable -

future conventions might start on Saturday morning with a 9.30 am Flag Ceremony, a 10.00 am

business session with customary Saturday evening function. An alternative might be to start

Friday at 7.00 pm with a remembrance and rededication ceremony followed by a flag ceremony at

8.00 pm and a 9.00 pm awards presentation and supper. Saturday's business session starting at

9.00 am with convention ending about 3.00 pm.

Nothing is set in concrete -the only mandatory part is the District Business AGM session -

every other aspect is a "convention" for Convention and could be looked at differently. The

LIONS DISTRICT 202E CONVENTION GUIDE Page 28

Remembrance event and Flag Ceremony could complement each other well on the same evening

or day. We know it is a costly exercise and a significant cost to attendees is overnight

accommodation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

202E

 

DISTRICT

 

CONVENTION

 

GUIDE

 

 

 

Compiled by District Cabinet 2013

Revised 2014

 

 

 

 

 

 

 

 

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