2009 ARRL SW Division Convention Ex-Chair - Marvin Johnston, KE6HTS

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2009 ARRL SW Division Convention Ex-Chair - Marvin Johnston, KE6HTS by Mind Map: 2009 ARRL SW Division Convention Ex-Chair - Marvin Johnston, KE6HTS

1. Budget

1.1. Income

1.1.1. Ticket Sales

1.1.1.1. Admission Tickets

1.1.1.1.1. $4,000.00

1.1.1.2. Raffle Tickets

1.1.1.2.1. $5000.00

1.1.1.3. Pre-sold Food Sales

1.1.1.3.1. $1000.00

1.1.2. Fleamarket Spaces

1.1.2.1. $400.00

1.1.3. Food Sales

1.1.3.1. $500.00

1.1.4. Indoor Vendors

1.1.4.1. $1500.00

1.1.5. Donations

1.1.5.1. $1000.00

1.1.6. Sell Ads in Program

1.1.6.1. $200.00

1.1.7. Affiliate Income from referral products on Website?

1.1.8. Selling event Pins and Patches

1.1.8.1. $500.00

1.2. Expenses

1.2.1. Prizes

1.2.1.1. Main Prize

1.2.1.1.1. $1500.00

1.2.1.2. Secondary Prizes

1.2.1.2.1. $1500.00

1.2.1.3. VE Session

1.2.1.3.1. $150.00

1.2.2. Food - Woody's BBQ

1.2.2.1. Offer Breakfast

1.2.2.2. Snack/Drink Concessions

1.2.2.3. Tri-Tip BBQ

1.2.2.3.1. Tri-Tips

1.2.2.3.2. Beans

1.2.2.3.3. Corn

1.2.2.3.4. Salad

1.2.2.3.5. Garlic Bread

1.2.2.4. Vegitarian Garden Burgers

1.2.3. Venue

1.2.3.1. $5000.00

1.2.3.1.1. Security

1.2.3.1.2. Tables/Chairs Rental

1.2.3.1.3. Room Rent

1.2.3.1.4. Parking Lot Rental

1.2.3.1.5. Garden Room Rental

1.2.4. Electronic Sign

1.2.4.1. $200/week

1.2.5. Saturday Night Banquet

1.2.6. Marketing

1.2.6.1. $1000.00

1.2.7. Affiliate Sales Commissions, 5%?

1.2.7.1. $100.00

2. Marketing

2.1. Web

2.1.1. Craigslist

2.1.2. Ham related listservers

2.1.2.1. QRZ

2.1.2.2. EHam

2.1.3. Google Search

2.1.3.1. SEO

2.1.3.2. Adwords Campaign for selected keywords

2.1.4. Social Media Sites

2.2. Blog

2.3. Website

2.3.1. Vendor Ads

2.3.2. Section Club Promotion

2.3.3. Podcasts

2.3.3.1. Vendors

2.3.3.2. Speakers

2.3.3.3. Exhibitors

2.3.3.4. Participating Clubs

2.3.3.5. Event Information

2.3.3.5.1. Woulf Hong Jargon

2.3.3.5.2. Niche events

2.3.3.6. Transcripts of Padcasts PDFs

2.3.4. Hamfest Program

2.3.5. Sales Page

2.3.5.1. Admission Tickets

2.3.5.2. Food Tickets

2.3.5.3. Vendor Spaces

2.3.5.4. Fleamarket Spaces

2.3.5.5. Pins/Patches

2.3.6. Directions

2.3.7. Food/Lodging/Camping

2.3.8. "Tell a Friend" button

2.3.9. Forum

2.3.9.1. Announcements

2.3.9.2. Buyer/Seller Meetups

2.3.9.3. General Hamfest Discussion Board

2.3.9.4. VE Session Q&A

2.4. Flyers

2.4.1. Send to Vendors

2.4.2. Send to Clubs

2.4.3. Available on website

2.4.4. Send to Division Director

2.5. Email

2.6. ARRL Hamfest Directory

2.7. Word 0f Mouth

2.7.1. Swapmeets

2.7.1.1. TRW Swapmeet

2.7.1.2. Chino Hills Swapmeet

2.7.2. Club Meetings

2.7.2.1. Simi Valley Settlers ARC 2/12/2009

2.7.2.2. Conejo Valley ARC 2/19/2009

2.7.2.3. Santa Barbara ARC 2/20/2009

2.8. SB Section Newsletter

2.9. Time Line

2.9.1. Website Online

2.9.2. First Podcast Online

2.9.3. Flyers Completed

2.9.4. QST Marketing Information

2.10. Affiliates (participating clubs)

2.10.1. Commission on sales through their site/link

3. Venue

3.1. RV Hookups for Vendors/Exhibitors

3.1.1. Up to 50 Spaces

3.1.1.1. $90.00/10' x 10' space

3.1.2. Must Reserve w/Fairgrounds

3.1.3. $40.00/Night w/Hookups

3.2. Parking Lot

3.2.1. FleaMarket

3.2.1.1. Approx 40 spaces

3.2.1.1.1. $10.00 per parking space

3.2.1.2. Parking Lot by Admin Bldg

3.3. Garden Area

3.3.1. Eating/Relaxing

3.4. Warren Hall

3.4.1. WIFi Access

3.4.2. 13,000 Sq Ft Total - Exhibitions/Workshops and Speakers

3.4.3. Approximately 60 Indoor Spaces

3.4.4. 2500 Sq Ft Room for Talks

3.4.5. Booth Electrical Power

4. Activities

4.1. Speakers

4.1.1. Joe Moell, K0OV Transmitter Hunting

4.1.2. April Moell, WA6OPS Hospital Disaster Communications

4.1.3. Streaming Video for select talks

4.1.4. Bill Wysock - Tesla

4.2. Demonstrations

4.2.1. Done at booths in exhibit area

4.2.2. Done at entrance to Warren Hall

4.3. Workshops

4.3.1. Done at booths in exhibit area

4.3.2. Schedule included in Hamfest Program

4.4. VE Session CVARC

4.4.1. New Licensees entered into drawing for HT

4.4.2. Try to break ARRL record of 319 people (1987 Dayton Hamvention)

4.4.3. Held at nearby location, not enough available room at the showgrounds

4.5. Indoor Vendors

4.6. FleaMarket

4.7. Niche Activites

4.7.1. ARDF - Practice meet Sunday Afternoon

5. Objectives

5.1. Educational

5.2. Socializing

5.3. An event not to be forgotten

5.4. 100 indoor and outdoor vendors

5.5. 1500 Minimum attendance

5.6. Interactive

5.7. Create a Team to make this an ongoing event

5.8. Build for next year

5.9. Provide GREAT value!

6. TODO

6.1. Insurance Requirements

6.2. Security Requirements

6.3. No. of available indoor booths

6.3.1. Approx 60

6.4. No. of outdoor fleamarket spaces

6.4.1. Approx 60

6.5. Auditorium for VE Session

6.5.1. Les

6.6. Get online newsletter editor

6.7. Flyer Designed

6.8. Pins Designed/Ordered

6.9. Patches Designed/Ordered

7. Conversion to Division Convention

7.1. Get Hotel information

7.2. Friday Night dinner

7.3. Saturday Night Banquet

7.4. Saturday Midnight Wouf Houng

7.5. QSL Card Verifications

7.6. Pins/Patch design

8. Dept Heads

8.1. Vendors - Dino/Rick Whitaker

8.2. Emergency Demonstrations - Michael Ditmore

8.3. VE Session - CVARC VE Team

8.4. Speakers

8.5. Fleamarket

8.6. Activities

8.7. Marketing/Publicity

9. Vendor Information

9.1. Booth

9.1.1. Extra Table/chair Charges

9.1.2. Booth Size

9.1.2.1. 10 x 10 incl. table & 2 chairs

9.1.3. Cost/Booth

9.1.3.1. $90.00

9.1.4. Pipe/Drapes?

9.2. Telephone line available (credit card machines)?

9.3. Electricity

9.4. Trash Cans

9.5. WiFi Access Included

9.6. Donate to Raffle?

9.7. Hours of Operation

9.7.1. Setup Hours

9.7.2. Show Hours

9.7.2.1. FleaMarket - 7AM - 5PM Saturday

9.7.2.2. Warren Hall

9.7.2.2.1. Saturday - 9AM - 5PM

9.7.2.2.2. Sunday - 9AM - Noon

9.7.3. Vendor Booth Access Hours

9.7.3.1. Friday - Noon - 9PM

9.7.3.2. Saturday - 8AM - 6PM

9.7.3.3. Sunday - 8AM - 5PM

9.8. Room Layout Chart

10. Dates

10.1. Parking Lot sales

10.1.1. Saturday, 7AM - 6PM

10.2. Indoor Vendors

10.2.1. Friday - Indoor Vendor Setup

10.2.2. Saturday - 9AM - 6PM

10.2.3. Sunday - 8AM - Noon

10.3. Banquet Dinner and Keynote Speaker

10.3.1. Saturday Night - 7PM???

10.4. VE Session

10.4.1. Saturday - 8AM, Adams School Cafeteria???

10.5. Tesla Demonstraion/Wouff Hong

10.5.1. Saturday Night - 11:00 PM

11. Software Tools

11.1. Website Development Wizard

11.2. Butterfly Marketing

11.3. MindMeister Mind Maps

11.4. phpBB Free Forum Software

11.5. Project Management ?????

11.6. Moodle CMS

12. 5-13-2009 - The SBARC Board of Directors voted to cancel/postpone putting on the 2009 ARRL SW Division Convention for August 15-16, 2009 and downsize to a hamfest. Stay tuned for further information about the Convention.

13. 6-12-2009 - The SBARC Board of Directors voted to rescind last month motion, and will again be hosting the SW Division Convention as a one day event on Saturday, August .