The Annual Meeting For Trout Unlimited will be held in California for the first time in its 59 year history. The Trout Unlimited California Council is pleased to be hosting this event in Redding, California with the Shasta-Trinity-Cascade TU Chapter. We have initiated plans for the Annual Meeting with Beverly Smith, TU's Vice President for Volunteer Operations, leading the Annual Meeting Planning Committee.
A well-coordinated committee of approximately six volunteers and a few key staff is the key to a successful annual meeting. The volunteers on the committee will work in close coordination with TU Volunteer Operations staff, who will ultimately be responsible for the meeting. Working together on this meeting is critical to its success. The outline below is intended to help clarify roles and responsibilities between us.
General TU Staff Responsibilities:
Setting the meeting agenda.
All hotel negotiation, meeting room coordination, communications and payment.
Paying for and coordinating the conservation tour buses and lunch.
Paying for and coordinating all meal coordination.
Organizing the regular conference calls between the volunteer committee and involved staff.
Host State Volunteer Responsibilities:
Create a committee of approximately six volunteers who will each have separate duties/ responsibilities, as outlined below.
State Annual Meeting Committee Chair: Mary Tealdi firstname.lastname@example.org
Coordinates the activities of the volunteer committee and serves as the main POC between TU staff and volunteers.
Hosted Fishing Chair: Michael Caranci email@example.com
The hosted fishing chair will be responsible for selecting two or more streams to provide as fishing choices. The rivers must be within a 1.5-hour drive from the annual meeting location and a shorter driving distance is preferred. A write-up on each river detailing the fish that will be caught, wading or boat fishing, gear requirements (i.e., rod weight, flies, etc), seasonal hatches and suggested fly patterns, local fishing conditions will be required for the website.
Local volunteer members will need to be enlisted as fishing hosts for the day. Each host must be prepared to take one to three people fishing and be willing to drive to the annual meeting location, pick up the members they are assigned, take them fishing, and return them to the annual meeting location. Each host will also be required to provide a cooler for water and lunches. Staff will pay for and provide the lunches (for volunteers and the host), water, and a $50 stipend to each volunteer host for gas. A list of members who have registered for the fishing day will be given to the chair to coordinate volunteer fishing hosts and members. Approximately 40-50 visiting anglers are expected each year, requiring at least 15-20 hosts to be secured for the day.
Conservation Tour Co-Chairs: Michael Caranci firstname.lastname@example.org
Sam Sedillo email@example.com
The conservation tour chair will be responsible for coordinating with local staff on the tour of local conservation projects. The selected projects will need to be within a 1.5-hour drive from the annual meeting location and a shorter driving distance is preferred.
This is an opportunity for the host states to show-off theirs and local staff’s conservation work. If a service project (riparian planting, stream survey, etc.) is part of the tour, all arrangements must be taken care of by the council/chapter, with staff assistance when available, and approved by TU staff. A lunch location will also need to be identified.
Staff will pay for and provide the bus and meal coordination. If any promotional material is provided for the tour, it will be the responsibility of the council/chapter providing the material to produce and print these materials. It is important that the tour members are returned to a predetermined location by 5:30 PM for that evening’s events.
Hospitality Suite Co-Chairs: Howard Kern firstname.lastname@example.org
Cindy Noble email@example.com
The host state is given the opportunity to host this event at their discretion.
The hospitality suite chair will be responsible for coordinating chapter(s) to host each night (Thurs/Fri/Sat). Hosting a night will involve procuring and providing the necessary beverages, food and cups/plates/napkins for the night. It is also their responsibility to clean up the room at the end of each evening.
TU staff will pay for the rental of the hospitality suite room itself up to $200/night. Anything above that expense, including the cost of required, licensed liquor service, would be the responsibility of the council/chapters if it is not provided for within the venue space contract.
Fundraising Chair: Cindy Noble firstname.lastname@example.org
Bob Blankenship Bob@HREMCleanup.com
John Sikora email@example.com
Wayne Johnson firstname.lastname@example.org
Steve Cochrane email@example.com
Each year the host state is given the opportunity for fundraising for their state council by hosting the banquet live/silent auction. In some years, the state council decides not to run a fundraiser and provides this opportunity to the local chapter(s) if they are interested.
The council/chapters are responsible for collecting the auction items, setting up and running the auctions, collecting the money and distributing the items. If you choose to coordinate a live auction, it will be limited to five items. There is no limit on silent auction items, but please keep in mind the buyers are people traveling and it is recommended that most items fit easily in a suitcase. Any and all money collected from the auctions will be the council/chapters to keep and use at their discretion.
TU staff pays for and coordinates the meal, the room at the hotel, and the bar that evening. We will also need the podium for two announcements that night:
1. Announcement of the Embrace A Stream grant winners (15 minutes)
2. Presentation of the Mortensen award that night (15 minutes)
Otherwise, all other logistics of the evening will be coordinated through the volunteer committee.
Women's Event Chair: Dave Gallenberger
Spouses Tour Chair: Nikki Blum firstname.lastname@example.org
The spouse’s tour chair is intended to provide supplemental non-fishing, non-meeting activities for spouses/ partners that attend the meeting. Staff will work to set up a registration and cost for this activity in the online registration. Spouses will have breakfast and dinner on Friday and Saturday with the group, but lunches offsite. Activities typically include visits to local destinations and tourist attractions.
One year out: Volunteer Operations staff works with the venue to secure a contract and hold a date with the hotel. Staff deals with all negotiations around the costs of event (meals, meeting room, AV, etc...) Staff works with venue or nearby lodging to secure room block.
March: Volunteer Operations staff informally involves a committee of people who are interested in the meeting coordination, including at least two representatives from the host council (and ideally someone from the local chapter.) A phone conference is scheduled to review this document and set expectations for the committee and staff in terms of coordination. Staff ensures the proxy and meeting notices are included in TROUT, begins the promotion of the awards nominations, and finds and secures a venue for the State of TU.
April: The basics of the fishing day and conservation tour have been established and details on each have been shared with staff. Staff creates a basic informational webpage and registration to share the meeting details. Staff begins to solicit “SWAG” for the give-away bags at registration – the solicitation of bags and lanyards are top priority.
May: Volunteer Operations hosts another meeting/ call with the committee to touch base on the fundraising plans, hospitality suite plans, and the spouses tour. The committee further defines the details around the fishing and conservation tour day. Staff books contracts with busses for the conservation tour (and spouses tour, if appropriate.)
June: Volunteer Operations staff (in working with the NLC and senior staff) has a draft agenda to share with the committee. Presenters (including staff, volunteers and outside guests) are approached about their interest about possibly attending. Staff sends a blast e-mail to all members in the region advertising the meeting.
July: Volunteer Operations hosts another meeting/ call with the committee to review meeting logistics, specifically the Saturday banquet, fishing, conservation tour, the spouses tour, the hospitality suite. This meeting also involves a discussion about how to increase attendance among volunteers throughout the region. The awards are decided and staff orders the plaques and writes the awards booklet.
August: Volunteer Operations host another check-in call with the committee. Volunteer Operations staff coordinates other TU staff attendance and signs and approves Banquet Event Orders with venue. Staff creates and prints the annual meeting program and awards program.
September: Volunteer Operations staff gives the committee an update on registrations, logistics, etc… Volunteer Operations staff creates folders & nametags for all registrants. All packets will include, at the least: nametag, agenda, and list of meeting registrants. Volunteer Operations staff confirms final head count with the venue. Fishing chair begins to coordinate hosts with anglers. Staff ensures $50 stipends are available for all fishing hosts. Volunteer Operations staff sends an e-mail to all registered with a final agenda and details on the weather, fishing, and any other relevant information.
Tuesday: Staff arrives and finalized on-site logistics like stuffing folders, SWAG bags, etc… Volunteers are welcome to join us for the stuffing! Fishing day logistics finalized.
See sample agenda for the reminder of the logistics during the event.
Post Event: The committee and Volunteer Operations staff meet to discuss lessons learned.