NATIONAL CONVENTION
OPERATIONS MANUAL
Train Collectors Association
Created by & for the use of
CONVENTION GUIDELINES COMMITTEE
Feb. 6th, 2017
REVISION 3.08x
Bob Keller
Committee Chairman
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TABLE OF CONTENTS
TCA
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 ............................................................................................................................................. 15
CONVENTION TREASURER ............................................................................................................ 16
CONVENTION PUBLICITY CHAIR ................................................................................................. 16
REGISTRATION FORM ..................................................................................................................... 19
SIGNAGE ............................................................................................................................................. 20
SECURITY CHAIR AT CONVENTION SITE ................................................................................... 21
TRADING HALL CHAIR .................................................................................................................... 21
RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS ......................................... 22
TOURS AND TRIPS CHAIR ............................................................................................................... 23
KIDS CLUB CHAIR ............................................................................................................................ 23
AUCTION CHAIR ............................................................................................................................... 24
PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR ................................................. 24
DIVISION/CHAPTER WELCOME PARTY CHAIR ......................................................................... 25
CONVENTION BANQUET CHAIR ................................................................................................... 25
CONVENTION WEEK ............................................................................................................................ 29
MEETING SPACE AND EVENTS ...................................................................................................... 29
ATTACHMENT A - GENERAL INFORMATION ................................................................................ 32
ATTACHMENT B - SAMPLE AUCTION TICKET .............................................................................. 34
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ATTACHMENT C - ROOM SETUPS..................................................................................................... 35
ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS .......................... 38
ATTACHMENT E – SAMPLE CONVENTION SCHEDULE OF EVENTS ........................................ 52
ATTACHMENT F - SAMPLE TRADING HALL LAYOUT ................................................................. 57
ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS................................................ 59
ATTACHMENT H – FUTURE TCA CONVENTIONS ......................................................................... 62
ATTACHMENT I - INFORMATION ABOUT THE TCA ..................................................................... 63
INDEX ...................................................................................................................................................... 64
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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 EIGHT YEARS OUT (MINIMUM
REQUIREMENT)
Eight (8) 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
SEVEN AND ONE HALF (7 ½) 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, 7 ½ 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 SEVEN (7) 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 seven (7) 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 7th and July 7th 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 seven (7) 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.
FORMAL BOD PRESENTATION - SIX (6) YEARS OUT
The Convention Committee will present and get approval on:
o A tour package.
o Convention budget
o Committee appointments
FORMAL BOD PRESENTATION – FIVE (5) YEARS OUT
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 five years out or less.
The Convention Committee will present their convention plans to the BOD at the Annual
Meeting.
o Includes, but not limited to tours, budget, committee updates, and special events.
o This is YOUR convention and YOUR home town.
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FORMAL BOD PRESENTATION - FOUR (4) 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 Lo go . NOTE: Your convention logo will appear on
al l 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 – THREE (3) YEARS OUT
The Convention Committee will present their Convention Plans to the BOD at the Annual Meeting.
Report on:
o Committee Chair activity
o Tour planning and special events
o Fund raising
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 C G C C h a i r m a n , 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 Registration Chair must have the computer program ready. 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 Registration Chair 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
You will need to utilize two separate checking accounts for all convention related activities. The
first 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 second checking account should be opened and maintained by the host Division or Chapter.
This account should be different from your normal Division/Chapter checking account and should
be used for proceeds from fund raising activities and to pay for and 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 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 should 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 2:00PM.
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 why 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, your committee will help meet the
room block commitments by making you convention a week long 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.
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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 16
o Printing/ Publicity Chair (include Brochure printing)……….….….… Page 16
o Security Chair……………………………………………….….…….
Page 21
o Trading Hall Chair…………………………………………..….….…. Page 21
o Raffle / Door Prizes / Souvenirs Chair……………………..….….….
Page 22
o Tours / Trips Chair… ………………………………….…..………… Page 23
o Kids Club Chair…………………………………….….…..….….….
Page 23
o Auction Chair (can be combined with another chair position) …….
Page 24
o Public Displays, Operating layouts, and Seminars Chair…………..
Page 24
o Welcome Party Chair……………………………….…………...….
Page 25
o Banquet Chair (all food/beverage including Welcome Party) ……..
Page 25
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 Registration Chair is THE key person. Their organization and performance, along with that
of their co-workers at the registration desk, will form a lasting impression of the convention— and
also in the handling of the registration in the weeks prior to the convention.
This job takes an organized, dedicated individual, ready to handle the registration input from the
members. Recently, husband and wife teams have become very popular because of various
computer skills needed. An intermediate computer skill is desirable.
Other people skills will include answering telephone questions and the ability to handle complaints
with tact and decorum.
The Registration Chair should be a person who has the time to devote to the job as early
registrations need to be processed timely. From mid-April to the end of convention week it
becomes almost a full-time occupation.
Prior to the opening day of the convention, the Registration Chair banks all monies received and
gives the Convention Treasurer the deposit slips. During the convention, banking should be
daily. Play it safe—use the hotel safe when necessary.
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 cannot attend t h e c o n v e n t i o n
as a family guest. 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.
REGISTRATION DESK
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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 2nd Convention Flyer.
o Option is to purchase a throw-away 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)” twoway 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, too 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 15th for
inclusion in the January National Headquarter News publication.
o Second brochure, in different color, and reduced to 4 pages MUST be in the
N a t i o n a l Business Office by January 15th 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 15th for the May newsletter.
o The cost for the printing and mailing of these Convention Brochures are 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 3rd 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.
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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
o
o
o
o
o
o
o
o
o
o
The number of tables required has been averaging about 45-55% of the TCA registration.
Keep in mind that many members will want more than one table.
The hotel contract may provide for tables and chairs at no cost.
If not, contact a local vendor to supply tables (usually the hotel/conference center has
enough chairs) deliver, set up, take down and return.
Table covers are required and must be fire-retardant.
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.
Assigning specific times can be very helpful. Provide information about moving out,
restrictions if any, time, and where to load.
It is important to note that “trading hall” at the National Convention shall not open before
Friday A.M.
Loitering in the trading hall area is NOT permitted after the sellers have set up their table.
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.
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 money-making 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 every member 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.
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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.
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.
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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 ADIVISION/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 6:00PM 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 and/or Host Division Convention Chair, and National Convention
Chair. (See Attachment C) on page 35.
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!!!
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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
o
o
o
A special room has been reserved through the hotel contract for the Children’s Banquet.
This is close to the Adult Banquet room, which is desirable.
The menu therefore has been set two years out. This is a dinner menu, not fast food items.
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 35)
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 the annual membership meeting to 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 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.
o Use theater type numbered tickets for the meeting to count members. These tickets will
be used to determine a quorum.
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 30
o
o
o
o
o
These numbered tickets will also be used for drawing of attendance prizes.
The host Division/Chapter needs to provide attendance prizes.
Following the membership meeting, the BOD will hold a rump session.
This room needs to be available from noon to 6:00 pm on Saturday.
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.
o Electrical, phone, and internet have been arranged. Check with the Convention Guidelines
Chair for information.
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 31
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 | 32
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
o
o
o
o
o
o
Does this location meet the Americans with Disabilities Act?
How do you get back and forth to the Trading Hall?
Can trains be loaded and unloaded conveniently?
Are there any union problems?
Any special hall restrictions?
Fire Department regulations? Who contacts the Fire Marshal?
Security inside and outside?
o Parking for trucks, vans, & trailers, and cost of same.
PURPOSES OF A CONVENTION
o Provide a n 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 | 33
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
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
P a g e | 34
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 35
ATTACHMENT C - ROOM SETUPS
PAGE 1 OF 3
Standard Board Room Set-up
(3) 8’ x 30” Tables
Vice
President
President
Elect
Parliamentarian
President
Secretary
Treasurer
Office
Manager
METCA
Atlantic
Midwest
Cottonbelt
NETCA
Desert
Sound Mixer
Nor-Cal
Dixie
Ozark
Eastern
Pac-NW
Fort Pitt
Rocky Mt.
Digital Projector
Great Lakes
Southeastern
Keystone
Southern
Lakes & Pines
Western
Lone Star
Microphones (17)*
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.
(4) 8’ x 30” Tables
(4) 8’ x 30” Tables
Past
President
NATIONAL CONVENTION OPERATIONS MANUAL
ATTACHMENT C – PAGE 2 OF 2
Saturday Night Adult Banquet - Head Tables
P a g e | 36
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 37
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
st
1 Tier Seating for 14 people, 2nd 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 | 38
ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS
Page 1 of 16
FORT PITT DIVISION 50th NATIONAL TCA CONVENTION JUNE 20-27, 2004
Room Block and Pickup
Radisson
Comfort Inn
Hampton Inn
Holiday Inn
Spring Hill
Sat
19
16
0
3
1
4
Radisson Hotel, Monroeville, PA
Sun
20
63
10
9
8
13
Mon
21
87
12
15
10
15
Tue
22
124
17
25
19
21
Wed
23
180
30
50
40
41
Thur
24
225
56
74
58
51
Fri
25
226
52
70
57
51
Sat
26
193
35
57
40
40
Sun
27
15
5
4
1
4
1,129
217
307
234
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:
Monday open Houses
Total Tour Seats Sold
139
2,889
Attendees by Division*
Division: Attendees
Atlantic
Cotton Belt
72
8
% of Total
4.2%
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%
Rocky Mt.
18
1.1%
South Eastern
76
4.5%
Southern
Western
National Business Office
39
28
2
2.3%
1.6%
0.1%
Friday Collection Tours
PA Trolley Museum
607
59
Clayton & Frick Complex
118
East Broad Top Railroad
Golf Outing
120
17
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 39
Attachment D
Page 2 of 16
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 -4:00pm (m-f)
838 newly remodeled guestrooms, each 420 sq. ft.
12 Suites
Convention Room Rate $109.00+12.4%= $122.52 (single, double, triple, quad)
45 complimentary room nights
One two bedroom Presidential Suite
June 18-27
One Parlor Suite June 18-27
1351-1352-1364-1375-1376
Three standard guest rooms
June 18-27
smoking
smoking
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 28th (Mon) PNWD Meet Feb 27th (Sun)
Check with Brad as to his arrival & departure.
SeaPorts Pacific Grille
SeaPorts Lounge
Coffee Garden
Maxi’s Lounge
850 rooms
Comp rate:1/40 cum
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 40
Attachment D
Page 3 of 16
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
June
17
18
19
20
21
22
23
Block
10
50
75
125
175
250
250
Pickup
57
87
129
163
207
258
262
TCA Membership June
30,424
Sat
24
175
239
Sun
25
0
40
Mon
26
0 Total 1110
4 Total 1446
1.7% Membership Attending
Total Registration
526
Registration Fee - $32.00 after 5/1 $37.00
Welcome Party
Banquet
580 @ $7.00 each
501 adults @ $49.00
Banquet Auction $12,650
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)
New Braunfels
34 Layout Tours
Tuesday:
62
311
Saturday:
Live Steam & Wimberley
72 Mini Train Ride/Zoo
Railroading in San Antonio
63
Historic San Antonio (same as #1)
67
Country Train Ride
57
Wednesday:
36
Sunday
LBJ Ranch/shop& WWII Museum
83 Golf Hill Tournament
Homesteads, Art, Gardens
56
Dinner & Western Dance
181
11
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 41
Attachment D
Page 4 of 16
ROCKY MOUNTAIN DIVISION 53rdNATIONAL TCA CONVENTION JUNE 23-JULY 1, 2007
Westin Westminster Hotel, Westminster, Colorado
“RAILS IN THE ROCKIES”
Room Block and Pickup
DATES:
June/July
Block
Sold
Sat
23
68
92
TCA Membership June
Registered Members ($35)
Registered Guests ($35)
Spouses (Companions)
Welcome Party ($10)
Banquet Total
Children’s Banquet ($39)
TABLES: 1 Day ($25)
TOURS:
Sun
24
117
118
Mon
25
132
149
29,946
512
38
442
629
642
25
34
$180,053
Tue
26
166
195
Wed
27
187
233
Platte Valley Tour
Monday June 25
Georgetown Loop RR
Estes Park Tour
Boulder, CO
Tuesday June 26
Vail, CO
Rio Grande Ski Train
Denver City Tour
Lakeside Amusement
Wednesday June 27
Platte Valley Tour
Vail, CO
Denver City Tour
Royal Gorge
Layout Tours
Layout Tours
Fri
29
308
266
% Membership Attending
Registered Members ($40)
Registered Guests ($40)
Children
Banquet Auction
Prime Rib - 404 Chicken - 108
1½ Day Tables ($30)
Seats Sold
Sunday June 24
Pikes Peak Cog RR
Thr
28
308
265
Sat
30
28
230
Sun
1
29
73
Mon
2
8 Total 1650
0 Total 1621
2.30%
163 Total
9 Total
111 ADA Assist
$14,125
Fish - 127 Special - 3
176
2,380
Thursday June 28
150 Georgetown Loop RR
34 Estes Park Tour
140
39
17
14
404
28
11
21
48
16
84
134
86
Boulder, CO
Lakeside Amusement Park
Friday June 29
Colorado Springs
Tiny Town RR Coors
Evening at RR Museum
Kid’s Club Tour
Layout Tours
Layout Tours
Saturday June 30
Platte Valley Tour
Boulder, CO
Denver City Tour
Sunday July 1
Denver City Tour
Royal G. FC Dome ($149)
Royal Gorge FC ($124)
Royal G. CC Dome ($100)
Royal Gorge CC ($75)
Royal G. CC Dome ($100)
Royal Gorge CC ($75)
143
103
24
41
25
20
331
19
78
99
37
19
47
10
62
13
58
28
58
28
675
47
5
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 42
Attachment D
Page 5 of 16
NETCA DIVISION 54th NATIONAL TCA CONVENTION JUNE 21st-29th, 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
Thr
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 6th
29,598
Registered Members ($25)
574
Registered Guests($25)
23
Spouses(Companions)
501
Welcome Party ($10)
660
Banquet ($55) Total
571
Children’s Banquet $29 Total 21
2.5% Membership Attending
Registered Members ($30)
155
Registered Guests ($30)
3
Children
90
ADA Assistance 1
Dinner Cruise ($65)
414
Prime Rib - 293; Turkey - 109 Fish - 157
Banquet Auction
$12,215
Tables: 1 day tables ($15) sold 71
Tours $140,730 2,582 Seats sold
Sunday, June 22
Ben & Jerry’s
27
Lafayette Train
158
Monday, June 23
Canadian RR Museum
Mt Washington Cog RR
Cabot Cheese
Tuesday, June 24
Middlebury Rail
Ben & Jerry’s
Quechee Antiques
Dunham Studios
Wednesday, June 25
Middlebury Rail
Middlebury Parlor Car
Ben & Jerry’s
Veggie Pasta - 12
2 Day Tables ($40) sold 138
Thursday, June 26
Canadian RR Museum
Conway Scenic RR
Cabot Cheese
84 Friday June 27
182 Ben & Jerry’s
41 Magic Hat Brewery
Quechee Antiques
Montreal Day Trip
186 Dunham Studios
47 Montreal Model RR
90 Layout Tour 15B
76 Layout Tour 15C
Layout Tour 15D
Layout Tour 15E
200
10 Sunday, June 29
144 Delson & Model RR
Green Mountain RR
Mt. Washington Cog RR
95
232
119
32
26
18
124
76
16
105
101
80
89
65
110
49
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 43
Attachment D
Page 6 of 16
DESERT DIVISON
55th NATIONAL
TCA CONVENTION JUNE 27-JULY 5, 2009
JW MARRIOTT DESERT RIDGE RESORT & SPA, PHOENIX, AZ
Room Block and Pick Up:
Sat
Dates:
6/27
Block:
86
Pickup
86
Arrivals
80
Departure
Sun
6/28
126
126
40
Mon
6/29
158
158
34
Tue
6/30
191
191
34
1
Wed
7/01
238
238
49
2
Thur
7/02
277
277
40
1
Fri
7/03
273
273
8
12
Sat
7/04
238
238
2
37
Sun
7/05
60
60
1
179
Mon
7/06
12
12
1
49
1670
1670
295
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
Registration (members)
467
Welcome Party
475
Trading Hall Tables
Two Day Tables 152
Tours: Total Seats Sold - 1,482
Sunday, June 28
Verde RR 1st Class
Verde RR Coach *
Diamondbacks Game
Monday, June 29
Grand Canyon Parlor
Grand Canyon 1st Class *
Luke AFB & Challenger
Heard & Phoenix Art
Golf Outing
Tuesday, June 30
Meteor & La Posada
Desert Bot & Hall/Fame
Prescott Layout Tour
Tailiesen West
Wednesday, July 1
Grand Canyon Motor Coach
Tucson Day Trip
Garden RR & Ftn Hills
Challenger Space
1.6% Membership Attending
Spouses/Companions 320 Guests 33 Children 95
Banquet 460
Children’s Banquet 12
One Day Tables 12
Banquet Auction $23,600
Tour Income - $130,035 Tour Expenses $120,764 Net $23,577
Thursday, July 2
46 Meteor & La Posada
43 Sedona & Pink Jeeps
28 Lt. Rail & Hall of Flame
Self-Guided Layout
Corona Dinner & Rodeo
60
74 Friday, July 3
32 Grand Canyon Motor Coach
15 Out of Africa
8 Kids Club Tour
Gourmet Cooking Class
Live Steamers
48 Layout Tours
16
100 Saturday, July 4
23 No Tours
37
72
28
77
177
9
15
14
22
41
219
Sunday, July 5
23
54 Verde Canyon & Din 1st Class *
85 Verde Canyon Coach *
28
* (Adult & Child)
39
41
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 44
Attachment D
Page 7 of 16
WB&A CHAPTER
56th
Sheraton Hotel, Baltimore, MD
Room Block and Pick Up:
Dates:
Sheraton
Revised Block
NATIONAL TCA CONVENTION JUNE 19-27, 2010
Sat
Sun
Mon
Tue
Wed
Thur
Fri
Sat
Sun
Revenue
6/19
6/20
6/21
6/22
6/23
6/24
6/25
6/26
6/27
130
160
200
260
300
350
350
300
50
2,130*
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
Revised Block
75
100
120
160
200
225
225
200
50
1,395*
20
30
30
50
75
80
75
25
Pickup
Radisson
Revised Block
$196,249
$14,875
465*
0
6
12
15
17
25
26
18
75
100
120
160
200
225
225
200
50
1,355*
119*
5
16
20
20
24
25
25
22
5
162*
$7,224
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
Crabcakes 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
Monday, June 21
St Michaels
Tour Income $120,922 Tour Expenses Net
Thursday, June 24
36 Taste of Baltimore *
D.C. Stress Free
MTH/Lash *
Mystery Train *
78
Zane/BSME Layouts
91
100
Koehler/Train Room
47
50
Tuesday, June 22
Street Cars
46
B&O Railroad Museum
178
Strasburg Trains &PRM
28
Annapolis/Academy
47
63
100 Friday, June 25
MTH/Lash *
D.C. Moonlight
49
Street Cars
81
Hagerstown
49
Wine & Winding Roads
41
Annapolis/Academy *
53
Paca House & Gardens
21
Orioles Baseball
Taste of Baltimore
Wednesday, June 23
91
55 Saturday, June 26
96 Art of Napkin Folding
Baltimore Highlights
Mt. Vernon Estates *
Trains & Trolleys
Dinner Cruise
351
*Sold
Out
Star-Spangled Baltimore *
135
35
31
52
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 45
Attachment D
Page 8 of 16
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
Napa Valley Wine Train Dinner
164 Jelly Belly & Western RR Museum
Executive Chef Dining @ Hyatt
Monday, June 27
Lake Tahoe & Stateline, NV
Napa Valley Wine Train Lunch
Golf @ Haggin Oaks
Friday, July 1
29 Golden Gate Live Steamers Tilden Park
164 Lake Tahoe Alpine Dinner Cruise
7
Tuesday, June 28
Mariposa O Scale Layouts
San Francisco Bay Cruise & Pier 39
Self-Guided Home Layouts
Saturday, July 2
75 Jelly Belly & Western RR Museum
119 California Auto Museum
104
Wednesday, June 29
Jelly Belly & Western RR Museum
Grass Valley Prewar Layouts
Heringer Wine Tasting
High Rail Evening Home Layouts
Sunday, July 3
69 Yosemite National Park
127
25
152
67
84
20
55
268
43
33
130
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 46
Attachment D
Page 9 of 16
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
Thr
Fri
Sat
Dates:
6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30
Original
100
135
175
220
250
275
275
245
Block:
Revised
80
115
145
175
200
225
225
175
Block:
Pick-Up:
48
90
119
148
174
207
202
151
Sun
7/1
Total
75
1760
30
1381
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
Museum
79
Monday, June 25
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
Atlanta History Museum & Swan House
47
Tuesday, June 26
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 | 47
Attachment D
Page 10 of 16
OZARK DIVISION
59th
NATIONAL TCA CONVENTION JUNE 21-30, 2013
MILLENIUM HOTEL, ST. LOUIS, MO
Room Rate $119.00
Parking
Room Block and Pickup:
Fri
Sat
6/21 6/22
Date
Original Block
10
150
Revised Block
5
75
Millenium PU
6
50
Drury Pickup
0
3
Drury Call In
0
3
TOTAL PICKUP
* 80% Room Block adjustment is 1,122
Fri
Sat
Sun Total
6/23
235
125
75
10
6
6/28
450
230
135
26
39
6/29
350
220
117
19
24
6/30
80
12
20
2
0
6/24
280
140
87
15
7
54
6/25
370
175
117
20
14
6/26
430
195
1132
24
27
6/27
450
225
143
28
39
2805
1402*
882
147**
159**
1,188
**Drury Hotel is the overflow hotel.
REGISTRATION:
June TCA Membership:
27,931
Registration 318 $35 Guests
16
Welcoming Party 283
Banquet 286
Price $75
Beef 172
Chicken
41
TRADING HALL TABLES:
2 Day Tables (1st-3rd)
$9 In & Out
Sun Mon Tue Wed Thu
$25
1.3% Membership Attending
Spouses/Companions 200
Children 39
Price $35
Children’s Banquet
Price $35
9
Fish
Vegetarian
67
6
2 Day Tables (4th+)
104
$17
TOURS:
Total Seats Sold 999
Conv. Net Income
Tour Income
$16,500.57
Sunday, June 23
$55,245 Tour Expense
Banquet Auction
$37,010.35
$5,285
123
25
49
Thursday, June 27
Gateway Rail Service
Anheuser-Busch Brewery & Grant’s Farm
Taste of St Louis
Cahokia Mounds & K-10 Hobby
Friday, June 28
St Charles and Fast Lane
St Louis Neighborhood & Shaw’s
Saturday, June 29
City Museum Kid’s Tour
Sunday, June 30
Monticello Railway Museum
Belleville Layout
93
TOTAL
St Louis M of Transport. & WF&P RR
85
Forest Park
23
Columbia Dinner Train & Churchill
Monday, June 24
Lincolnland: Springfield, IL
Metro-Link
Scott AFB
St. Louis Highlights
Columbia Dinner Train & Churchill
Tuesday, June 25
Innsbrook Layout
Jefferson Barracks/Soldiers Mem/Grant
St Louis Highlights
Wednesday, June 26
94
56
48
0
50
35
102
58
22
37
55
8
36
999
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 48
Attachment D
Page 11 of 16
ATLANTIC DIVISION 60th NATIONAL TCA CONVENTION JUNE 21-29, 2014
Crowne Plaza, Cherry Hill, NJ
Room Rate $119.00
Parking
Room Block and Pickup:
Date
Original Block
Revised Block
Crowne Plaza PU
Fri
6/20
20
0
4
Sat
6/21
105
112
56
Sun
6/22
125
128
80
Mon
6/23
165
160
100
Tue
6/24
215
200
161
Wed
6/25
238
218
198
Thu
6/26
260
236
237
Fri
6/27
260
236
223
FREE
Sat
6/28
240
220
155
Sun
6/29
50
19
19
Mon
6/30
10
1
1
Total
1688
1510*
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
Welcome Party
362
$35
Banquet
364
$75
256
Chicken
41
4.01%
Check:
28.93%
Credit Card:
@$25
Bkl – 4
4
Entrées:
Beef
Tender Percentages:
Cash:
TRADING HALL TABLES: Single (6’)
Total Seats Sold
Convention Net Profit
227
1,474
Children's Banquet
Tour Income
$38,107
Fish
83
$4,731
Monday, June 23
#2 Cape May
#3 Custom Tour of Philadelphia
53
38
$4,187
$1,634
Tuesday, June 24
#5 Hagley & Brandywine
Museum
#6 Phillies Game
Wednesday, June 25
#7 Collegeville Layouts
#8 Schwenksville Layouts
#9 USS New Jersey & Aquarium
#10 New Hope & Ivyland RR
Thursday, June 26
#11 Allentown Layouts
#12 Media Layouts
163
11
$35
Vegetarian
3
Special
2
67.06%
Booth
$87,532
Tour Expense
Banquet Auction
Sunday, June 22
#1 Black River RR & Shopping
#4 Steamtown #1
62
511
5 Table
4
@$150
$80,292
$12,655
Thursday, June 26 (Cont.)
#13 Steamtown #2
#14 Custom Tour of Philadelphia
#15 Washington Crossing
#16 Spirit of Philly Dinner Cruise
Friday, June 27
#17 Historic Philly
#18 Longwood Gardens
Winterthur
31
23
30
259
$2,418
$989
$1,650
$23,569
64
$3,200
59
$4,071
75
$5,850
41
$2,419
#19 Wilmington Layouts
70
$2,100
49
$3,234
#20 Norristown Layouts
73
$2,190
52
68
66
47
$2,340
$2,720
$4,554
$2,820
Saturday, June 28
#21 Fairmount Park Mansions
#22 Barnes Foundation
47
12
$2,115
$636
Sunday, June 29
#23 Wilmington & Western RR
Self-Guided Tour Book
53
47
$3,975
$235
1,474
$87,532
107
27
$4,815
$1,080
TOTAL
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 49
Attachment D
Page 12 of 16
ATLANTIC DIVISION 60th NATIONAL TCA CONVENTION
2014 Convention Attendance by Division
Atlantic
Cottonbelt
Desert
Dixie
Eastern
Fort Pitt
Great Lakes
Keystone
Lakes & Pines
Lone Star
METCA
421
3
9
6
89
15
15
18
6
10
59
Midwest
New England
Nor-Cal
Ozark
Pacific NW
Rocky Mt.
Southeastern
Southern
Western
Foreign
Day Passes
TOTAL
13
20
3
6
5
8
7
10
4
1
160
888
Registration Revenue Summary by Month
Month
Revenue
% of Total
Cumulative %
January
February
March
April
May
$64,064
$28,130
$22,571
$20,371
$16,644
39.97%
17.55%
14.08%
12.71%
10.39%
39.97%
57.53%
71.61%
84.32%
94.71%
$8,482
5.29%
100.00%
$160,262
100.00%
June
Total
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 50
Attachment D
Page 13 of 16
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
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
Date
*All Arrivals Wed-Friday
REGISTRATION:
Full Registration
Late Registration
MBR Day Pass– Fri
MBR Day Pass-Sat
MBR Day Pass-Both
Public – Friday
Public – Saturday
Public – Fri & Sat
TOTAL ATTENDANCE
Welcome Party
Banquet
Entrées:
Beef
Childrens' Banquet
Tender Percentages:
Total
** 80% Room Block adjustment is 1312
June '15 Membership: 24,163 2.58% of Ttl Mbrs
370
$40
Guests
35
Spouse
46
$49
Guests
4
157
$15
Spouse
55
$10
49
$20
101
$15
Spouse
75
$10
16
$20
869
39
304
$35
354
$75
259 Chicken
36 Fish
59
Vegetarian
13
$35
Cash:
2.2%
Check:
19.0%
Credit Card:
Total Mbrs Attended
213 Children
624
47
20 Children
13
15 Children
9
248
0
69
Special
78.8%
TRADING HALL TABLES:
Tables (6’)
42
$30
Block of 4 Tables
63
$90
Total Revenue
$6,930
0
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 51
Attachment D
Page 14 of 16
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
#1 Essex Valley Steam Train, CT
109
$9,047
#15 Grand Central Station
50
$2,300
#16 Spirit of New Jersey
246
$26,568
Monday, June 22
Receipts
#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
#19 Uptown Museum Row
30
$2,760
Tuesday, June 23
#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
#23 NY City Lights
52
$1,820
Wednesday, June 24
#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
56
$3,696
#13 Status of Liberty/Ellis Island
110
$6,050
#14 Intrepid Air Space Museum
38
$2,394
#26 Villa Milagro Winery
Thursday, June 25
TOTAL
1,700
TOUR TOTALS:
Total Seats Sold
1,700
Convention Net Profit
Tour Income
$808
$125,329 Tour Expense
Banquet Auction
$110,310
$10,125
2015 Convention Attendance by Division
Atlantic
Cotton Belt
Desert
Dixie
Eastern
Fort Pitt
Great Lakes
Keystone
Lakes & Pines
Lone Star
METCA
75
2
13
12
83
15
18
20
6
12
273
Midwest
New England
Nor-Cal
Ozark
Pacific NW
Rocky Mt.
Southeastern
Southern
Western
Foreign
APO, FPO, Hawaii
TOTAL
11
30
6
6
3
2
12
16
7
1
1
624
$125,329
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 52
Attachment D
Page 15 of 16
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
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
Date
Total
*30% Room Block Attrition is 711
REGISTRATION:
Full Registration
Late Registration
MBR Day Pass Fri/Sat
Public – Fri & Sat
TOTAL ATTENDANCE
Welcome Party
Banquet
Entrées:
Beef
Childrens' Banquet
Tender Percentages:
June 2016 Membership: 23,636 1.37% of Ttl Mbrs
234
$40
Guests
9
Spouse
36
$45
Guests
0
54
$10
Spouse
23
$10
Spouse
347
9
208
$39
235
$75
153 Chicken
34 Fish
48
Vegetarian
5
$25
Cash:
1.45%
Check:
34.05%
Credit Card:
Total Mbrs Attended
149 Children
324
33
24 Children
6 Children
179
39
13
85
0
Special
64.5%
TRADING HALL TABLES:
Tables (6’)
37
$30
Block of 4 Tables
33
$90
Total Revenue
$4,080
0
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 53
Attachment D
Page 16 of 16
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
#1 Texas State RR
44
$4,796
#12 TX Seaport Museum & Ocean Star
24
$1,850
#2 NASA
56
$5,520
#13 Layouts: Tyra, Eury & Rosenbaum
95
$6,555
#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
#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
92
$5,428
#7 CANCELLED
0
$
42
$2,604
#8 MLB Dodgers vs Houston Astros
33
$4,452
#18 Layouts: Derby, Alvarez & Eenink
#19 Layout/Dinner Houston Live
Steamers
Saturday, June 25
#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
29
$2,001
TOTAL
868
$67,121
Monday, June 20
Tuesday, June 21
0
Wednesday, June 22
TOUR TOTALS:
Total Seats Sold
868
Convention Net Profit
Tour Income
$ 29,395
$ 67,121 Tour Expense
Banquet Auction
2016 Convention Attendance by Division
Atlantic
Cotton Belt
Desert
Dixie
Eastern
Fort Pitt
Great Lakes
Keystone
Lakes & Pines
Lone Star
METCA
8
7
9
6
17
17
13
4
9
258
25
Midwest
New England
Nor-Cal
Ozark
Pacific NW
Rocky Mt.
Southeastern
Southern
Western
Foreign
APO, FPO, Hawaii
TOTAL
14
11
3
3
2
6
6
18
10
1
1
448
Receipts
$ 44,324
$ 8,360
NATIONAL CONVENTION OPERATIONS MANUAL
P a g e | 54
ATTACHMENT E – SAMPLE CONVENTION SCHEDULE OF EVENTS
Page 1 of 3
SCHEDULE OF EVENTS
Saturday
6/23
Revised 04/11/2012
From: ATLANTA DIVISION JUNE 23-JULY 1, 2012
Guest Rooms (four (4) days pre convention dates) 6/19-6/22
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)
Sunday
6/24
Monday
6/25
Tuesday
6/26
Wednesday
6/27
Tables with covers & chairs internet access/electric
Guest Rooms
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
Guest Rooms
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
Guest Rooms
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
Guest Rooms
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
6/28
Guest Rooms
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, table cloths, & 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
6/29
Guest Rooms
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 - 7:00 PM “Trading Hall” open 9:00 AM - 5:00 PM
“Kids Club” opens 9:00 AM - 6:00 PM
TCA Ambassador
Tours: Staging room (AM) Area for loading & unloading buses
Guest Rooms
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 -5:00 PM
“Kids Club” - open 9:00 AM -5:00 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.
Saturday
06/30
Sunday
07/01
Guest Rooms
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
REGISTRATON
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”, table cloths & 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 8:00AM 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 (7:00AM-5:00PM) and Saturday (7:00AM-2:00PM).
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 2:00PM 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
NATIONAL CONVENTION OPERATIONS MANUAL
ATTACHMENT F
Page 2 of 2
Trading Hall Layout B
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NATIONAL CONVENTION OPERATIONS MANUAL
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ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS
June
Membership
Member
Registration
% of
Total
75
31
41.33%
125
40
32.00%
199
51
25.63%
288
83
28.82%
333
65
19.52%
417
121
29.02%
Pittsburg - ED
508
127
25.00%
Randell Museum San
Francisco, CA
Nor-Cal
620
85
13.71%
1963
Motel 128
Dedham, MA
NETCA
770
178
23.12%
10
1964
Midway House Motel
Chicago, IL
Mid-West
902
231
25.61%
11
1965
Hotel Webster Hall
Pittsburgh, PA
Pitt Area-ED
1,062
290
27.31%
12
1966
Hotel Mirimar
Santa Monica, CA
Western
1,312
165
12.58%
13
1967
Lord Baltimore Hotel
Baltimore, MD
WB&A-ED
1,552
532
34.28%
14
1968
Sheraton-Cleveland
Cleveland, OH
Lake Erie-GLD
1,985
392
19.75%
15
1969
Jack Tar Hotel
Clearwater, FL
Southern
2,309
221
9.57%
16
1970
O'Hare Inn
Des Plains, IL
Mid-West
2,763
512
18.53%
17
1971
Disneyland Hotel
Anaheim, CA
Western
3,236
415
12.82%
18
1972
Chatham Center
Pittsburgh, PA
Eastern
3,661
717
19.58%
19
1973
Dearborn Youth Center
Dearborn, MI
Detroit/Toledo
4,478
880
19.65%
20
1974
Olympic Hotel
Seattle, WA
Pacific
Northwest
5,330
341
6.40%
No.
Year
Location
1
1955
2
1956
3
1957
4
1958
5
1959
6
1960
Community Hall
Yardley, PA
7
1961
Daniel’s Farm
Pittsburgh, PA
8
1962
9
Host Division
Alexander’s Train
Museum Yardley, PA
Alexander’s Train
Museum Yardley, PA
Edaville Railroad
Museum
South Carver, MA
Alexander’s Train
Museum Yardley, PA
Knott’s Berry Farm
Buena Park, CA
Western
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ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued)
No.
Year
Location
Division
June
Membership
Member
Registration
% of
Total
21
1975
Sheraton Towers
Orlando, FL
Southern
7,000
694
9.91%
22
1976
Sheraton Hotel,
Philadelphia, PA
Atlantic
8,316
1,350
16.23%
23
1977
Shamrock Hilton,
Houston, TX
Lone Star
9,972
463
4.64%
24
1978
Northeast Trade Center
Woburn, MA
NETCA
10,205
1,250
12.25%
25
1979
Disneyland Hotel
Anaheim, CA
Western
11,032
893
8.09%
26
1980
Midwest
12,345
931
7.54%
27
1981
12,691
723
5.70%
28
1982
Holiday Inn Mart PlazaExpo Ctr. Chicago, IL
Sheraton Hotel,
Cervantes Ctr., St.
Louis, MO
Best Western Motel at
the Mart, Denver, CO
Rocky Mt.
13,570
606
4.47%
29
1983
Executive Inn (East)
Louisville, KY
Great Lakes
15,233
917
6.02%
30
1984
Marriot Hotel
Monroeville, PA
Ft. Pitt
16,208
1,490
9.19%
31
1985
Red Lion Inn
Belleview, WA
Pacific
Northwest
16,939
605
3.57%
32
1986
Hyatt Regency Hotel
New Orleans, LA
Lone Star
17,918
680
3.80%
33
1985
Radisson Plaza Hotel
Raleigh, NC
Southeastern
19,016
920
4.84%
34
1988
Hyatt Regency
Oakland, CA
Nor-Cal
20,281
950
4.68%
35
1989
Sheraton - Valley Forge
Valley Forge, PA
Atlantic
21,825
1,767
8.10%
36
1990
Westin Peachtree Plaza
Atlanta, GA
Dixie
22,944
1,057
4.61%
37
1991
Midwest
24,031
1,225
5.10%
38
1992
25,388
931
3.67%
39
1993
Holiday Inn
Rosemont, IL
Stouffer Concourse
Hotel
St. Louis,
MO
Radisson Hotel
St. Paul, MN
Lakes & Pines
26,565
727
2.74%
40
1994
Eastern
27,178
3,371
12.40%
York Fairgrounds
York, PA
Ozark
Ozark
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ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued)
June
Members
hip
Member
Registration
% of
Total
Lone Star
28,572
650
2.27%
Hyatt Regency
Phoenix, AZ
Desert
29,323
750
2.56%
1998
Rhode Island Convention
Center Providence, RI
NETCA
30,187
1,384
4.58%
45
1999
Hyatt Regency Hotel
San Francisco, CA
Nor-cal
30,981
871
2.81%
46
2000
Amway Grand Plaza
Grand Rapids, MI
Great Lakes
31,441
568
1.81%
47
2001
Marriott Chattanooga CC
Chattanooga,TN
Cottonbelt, SE &
Dixie
31,586
815
2.58%
48
2002
Pheasant Run Resort
St. Charles, IL
Midwest
31,064
956
3.08%
49
2003
Doubletree Hotel
Ontario, CA
Western
31,152
677
2.17%
50
2004
Radisson Hotel
Monroeville, PA
Ft. Pitt
31,125
1,698
5.46%
51
2005
Doubletree Hotel (SEATAC)
Seattle, WA
Pacific Northwest
30,858
607
1.97%
52
2006
Crowne Plaza Hotel
San Antonio, TX
Lone Star
30,424
526
1.67%
53
2007
Westin Westminster Hotel
Westminster, CO
Rocky Mt.
29,946
675
2.25%
54
2008
Sheraton Burlington Hotel
Burlington, VT
NETCA
29,598
729
2.46%
55
2009
J.W. Marriott Resort & Spa
Phoenix, AZ
Desert
29,315
467
1.59%
56
2010
Sheraton Hotel
Baltimore, MD
WB&A-ED
28,881
850
2.94%
57
2011
Hyatt Regency Hotel
Sacramento, CA
Nor-Cal
28,286
603
2.13%
58
2012
Renaissance Waverly Hotel
Atlanta, GA
Dixie
28,141
518
1.84%
59
2013
Millennium Hotel
St. Louis, MO
Ozark
27,931
318
1.14%
60
2014
Crowne Plaza Philadelphia
Cherry Hill, NJ
Atlantic
25,657
888
61
2015
DoubleTree Hotel
Somerset, NJ
METCA
24,163
624
2.58%
62
2016
Marriott Westchase Hotel
Houston, TX
Lone Star
24,826
324
1.37%
No.
Year
Location
42
1996
Hyatt Regency at Reunion
Dallas, TX
43
1997
44
Host Division
3.46%
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ATTACHMENT H – FUTURE TCA CONVENTIONS
No.
Year
63
2017
FUTURE CONVENTIONS
Wyndham Grand Downtown
Pittsburgh, PA
64
2018
65
2019
Host Division
Dates
Ft. Pitt
June 24-July 2, 2017
Providence, RI
NETCA
June 23-July 1, 2018
Hotel Albuquerque - Old Town
Albuquerque, NM
Desert
June 22–June 30, 2019
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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 f o r 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 50 th anniversary in
June, 2004, in Pittsburg, 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 .................................................................................................................. 14
ADVANCE OF FUNDS ..................................................................................................................................... 9
ATTACHMENT A - GENERAL INFORMATION ............................................................................................... 32
ATTACHMENT B - SAMPLE AUCTION TICKET .............................................................................................. 34
ATTACHMENT C - ROOM SETUPS................................................................................................................ 35
ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS ................................................... 38
ATTACHMENT E - CONVENTION SCHEDULE OF EVENTS ............................................................................. 54
ATTACHMENT F - SAMPLE TRADING PITS LAYOUT ..................................................................................... 57
ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS .................................................................... 59
ATTACHMENT H – FUTURE TCA CONVENTIONS ......................................................................................... 62
ATTACHMENT I - INFORMATION ABOUT THE TCA ...................................................................................... 63
AUCTION CHAIR .......................................................................................................................................... 24
AUCTION PROCEEDS ................................................................................................................................... 28
BABY SITTING INFORMATION ..................................................................................................................... 15
BANNERS ..................................................................................................................................................... 20
Banquet Auction ......................................................................................................................................... 28
Banquet- Head Table Setup ........................................................................................................................ 36
BANQUET PROGRAM .................................................................................................................................. 27
BUDGET / FINANCIAL .................................................................................................................................... 8
CHECKING ACCOUNTS................................................................................................................................... 8
CONVENTION BADGES ................................................................................................................................ 15
CONVENTION BANK ACCOUNT / CONVENTION BUDGET / CREDIT .............................................................. 9
CONVENTION BANQUET CHAIR .................................................................................................................. 25
CONVENTION BROCHURE ........................................................................................................................... 18
CONVENTION COMMITTEE ORGANIZATION ............................................................................................... 11
CONVENTION CONTRACT NEGOTIATIONS.................................................................................................... 2
CONVENTION HOTEL / HOTEL CONTRACT .................................................................................................. 10
CONVENTION PLANNING ACTIVITIES ............................................................................................................ 4
CONVENTION PUBLICITY CHAIR .................................................................................................................. 16
CONVENTION REVIEW SIX (6) MONTHS OUT ............................................................................................... 7
Convention Treasurer ................................................................................................................................. 16
CONVENTION TREASURER .......................................................................................................................... 16
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CONVENTION WEEK .................................................................................................................................... 29
CURRENT MEMBERSHIP LIST ...................................................................................................................... 12
DEVELOPMENT OF CONVENTION BUDGET................................................................................................... 8
DIVISION/CHAPTER BUDGET......................................................................................................................... 9
DIVISION/CHAPTER WELCOME PARTY CHAIR............................................................................................. 25
EXHIBIT HALL AND SPACE PLANNING ......................................................................................................... 33
FACILITY LOGISTICS / ACCESS...................................................................................................................... 32
FINAL BOD PRESENTATION – ONE (1) YEAR OUT ......................................................................................... 6
FINAL PLANS THREE MONTHS AND COUNTING TO THE CONVENTION START ............................................ 7
FORMAL BOD PRESENTATION ...................................................................................................................... 4
FIVE (5) YEARS OUT ................................................................................................................................... 4
FOUR (4) YEARS OUT ................................................................................................................................. 5
SIX (6) YEARS OUT ..................................................................................................................................... 4
THREE (3) YEARS OUT ............................................................................................................................... 5
TWO (2) YEARS OUT .................................................................................................................................. 5
FORMAL BOD PRESENTATION - FOUR (4) YEARS OUT .................................................................................. 5
FORMAL PRESENTATION TO BOD FOR APPROVAL SEVEN (7) YEARS OUT ................................................... 3
GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION ............................................................. 1
HANDLING OF ADVANCE REGISTRATION AT REGISTRATION DESK ............................................................ 14
HEAD TABLE ................................................................................................................................................ 26
INFORMATION ABOUT THE TCA.................................................................................................................. 63
INSURANCE ................................................................................................................................................. 16
INTERIM TO DO LIST - EIGHTEEN (18) MONTHS OUT ................................................................................... 6
KIDS CLUB CHAIR......................................................................................................................................... 23
LETTER OF INTENT SUBMISSION EIGHT YEARS OUT (MINIMUM REQUIREMENT) ....................................... 2
LOCAL PUBLICITY, PRINTING AND SIGNS .................................................................................................... 19
LOCATION FOR - NEXT CONVENTION STORE & INFORMATION BOOTH .................................................... 31
LOCATION FOR DIVISION/CHAPTER STORE................................................................................................. 30
Location for Movies & Video ...................................................................................................................... 30
LOCATION FOR TCA NATIONAL STORE ....................................................................................................... 31
MEETING SPACE AND EVENTS ..................................................................................................................... 29
NATIONAL ACCOUNT .................................................................................................................................. 10
NATIONAL CONVENTION COMMITTEE REVIEW ........................................................................................... 2
PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR ......................................................................... 24
PUBLICITY / PUBLISHING SCHEDULE ........................................................................................................... 17
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PURPOSES OF A CONVENTION.................................................................................................................... 32
RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS .................................................................. 22
REGISTRATION CHAIR.................................................................................................................................. 12
REGISTRATION DESK ................................................................................................................................... 13
REGISTRATION DESK BULLETIN BOARD ...................................................................................................... 15
REGISTRATION FORM ................................................................................................................................. 19
ROOM FOR BOARD OF DIRECTORS MEETING............................................................................................. 29
ROOM FOR DIVISION/CHAPTER OFFICE ..................................................................................................... 30
ROOM FOR MEMBERSHIP MEETING ......................................................................................................... 29
ROOM FOR NATIONAL BUSINESS OFFICE/NATIONAL SECRETARY OFFICE ................................................. 29
ROOM SETUPS............................................................................................................................................. 35
SATURDAY NIGHT ADULT CONVENTION BANQUET AND PROGRAM .......................................................... 25
SCHEDULE OF EVENTS ................................................................................................................................. 13
SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION ........................................................... 2
SECURITY AT REGISTRATION DESK.............................................................................................................. 15
SECURITY CHAIR AT CONVENTION SITE ...................................................................................................... 21
SIGNAGE ...................................................................................................................................................... 20
SIGNS ........................................................................................................................................................... 20
SITE INSPECTION – NINE (9) TO SIX (6) MONTHS OUT ................................................................................. 7
Standard Board Room Set-up ..................................................................................................................... 35
SUGGESTED AUCTION TICKET ..................................................................................................................... 34
TABLE RESERVATIONS FOR GROUPS........................................................................................................... 26
TCA MISSION ................................................................................................................................................. 1
TELEPHONE, WI-FI, PA SYSTEM, TWO-WAY RADIOS AT REGISTRATION DESK............................................ 14
TIMETABLE ............................................................................................................. See Schedule of Events
TOURS AND TRIPS CHAIR ............................................................................................................................ 23
TRADING HALL .................................................................................................. 21, 32, 47, 48, 50, 52, 56, 57
TRADING PITS CHAIR ................................................................................................................................... 21
TRANSPORTATION ...................................................................................................................................... 30
TYPICAL BALLROOM SET UP Banquet.......................................................................................................... 37
WHO MAY ATTEND A CONVENTION? ......................................................................................................... 12