LCNA 17 CONVENTION COMMITTEE MEETING MINUTES – 2 NOV 2016
Present: Fenella (Vice Chair), Lucy and Kara (Merchandising), Sally (Registration),Sarah M
(A-V), Alan (Accountability), Simon (F&E), Dean (Programming), Max (Crèche), Reggie
(Security), Conan (Tea), Maria (Vice Secretary)
Apologies: Takaru, Nathan, Ralph, Stephen, Esther, Micky, Barbara, Sarah
Elections: Rafael was voted in as Chair Hospitality. Louise was voted Vice Chair A&G.
Suzanne was voted Chair A-V. Saeid was voted Vice Chair Hospitality.
Vacancies: Vice-Chair Crèche, Vice Chair Website
Fenella – It was noted last month that there were a number of absent committee members.
A concern was raised that the Chair A&G has been absent for the last two months, the flyer
for the convention was completed by another member as the deadline was not met. After
some discussion, it was decided that members will speak to the Chair of A&G over the next
month, but will have to pass a vote of ‘no confidence’ if he is not present at the next meeting.
In the meantime, the flyer design and logo will be handed over to Louise to work on, she will
contact Takaru to discuss.
Treasurer’s report (Stephen) See attached report
Email – All is in order, picking up a cheque from NW on Thursday. If anyone has financial
requirements or questions, they should email Stephen.
Programming (Dean)
Everything is going fine, almost all share spaces are filled. Will work with A-V for timings and
slots to arrange for the shares to be recorded. Would like to record all shares except
marathon meetings, A-V thinks that this may be unrealistic due to the amount of bodies this
would require. AV to decide how many people they would need and then will report back.
Miguel has requested that the Italian speaking meeting be 90 mins instead of the allocated
60 mins. It was raised that if this was granted, we would have to do the same for all other
foreign language speaking meetings, as it should be one rule for all. Dean will look into this
and report back next month.
Security (Reggie)
Everything is going well. There was a brief discussion about the amount of radios that would
be required for committee members on the day. It was decided to follow the same procedure
as last year, giving radios to all Chairs.
Website (Email from Nathan)
Hello all
I’m unable to make this month’s committee meeting (working out of London) and won’t be there for
December as I’m out of the UK on business. I don’t have a vice-chair so here’s my report;
Tickets for boat party and football tournament have been put on sale and both off sale now. I have
put the boat party and football tournament on UKNA website events page and have been updating
them as necessary

Getting lots of email enquiries about pre-registration – can you give me an indication when
you think the tickets will go on sale? (last year we wanted to get NYE out of the way first). I
can put them on sale with just a weeks notice.
Getting enquiries for hotels – passing them onto booking.com and hotels.com. People are
asking for us to recommend hotels and whether we are going to have a “convention rate”.
I’ve paid for the website domain and for the hosting for the next year (until end of August
2017), the price is $230.40 or £177.86 with my banks non-sterling fee charge. I will email
Stephen the receipt with my bank details for payment. I think that is it for me. If there are
anymore F&E events then I will liaise with Simon and Ralph about selling tickets on the
website. Have a great meeting and will see you in 2017.
-
It was decided to start selling the convention tickets now. The only reason that it
was delayed until after NYE last year, is because there was a NYE dance on.
Hospitality (Rafael and Saeid)
Hospitality to look into putting hotel information on the website, to liaise with Nathan. Also
will look into hotel discounts for people visiting the convention.
F&E (Simon)
Football tournament and boat party both sold out. 230 Tickets sold for the boat party at £12
each, between the two events, should bring in around £2000 but final figures are pending.
There are ideas for the convention dance, possibly a boat party. Boat would cost £400 per
hour for 375 capacity. Price would include BBQ or 3 course dinner, with shares at dinner.
Full costings to be brought to the next meeting.
Crèche (Max)
Crèche has been booked, awaiting paperwork to be emailed so that the payment can be
settled.
Merchandising (Lucy and Kara)
Been liaising with previous Chair and have quotes for various items. Not too clear on budget,
although it is believed that the budget from last year was £1500. To liaise with Stephen to
clarify this.
Fenella – has been going over the guidelines and there was discussion on the subject of
“Under no circumstances will LCCNA permit the sale of non-endorsed merchandise or goods
that will profit any individual other than NA” – Do we re-vote this or stick to the guidelines?
This is not yet an issue as nobody has yet asked to do so.
Accountability (Alan)
It was raised at SE as to why there is no NYE dance – this is because there is not enough
time and the difficulty finding a suitable venue e.g expense, availability. It was raised at NE
that we may conflict traditions if we display photo’s from the archive material – will address
this if we get the approval from region to access the archive. It has been approved at NE and
SE to go to region to get permission for archive material to be released to LCNA, will go to
NW and SW. If this is passed, it will be taken to region by RCMs on Nov 9th.
Registration (Sally)
Max to pass on the details of the printers for the lanyards, to liaise with A&G for lanyard
design.
AOB
Fenella – Still re-writing the guidelines, once completed, will go to the 4 London areas for
approval.
NEXT MEETING: WEDS 7 DEC, 7PM – 9PM, 6TH floor, Gordon hospital, Bloomberg
street, London, SW1V 2RD