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United States Gymnastics Suppliers Association
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To: All USGSA Members
USGSA SPRING MEETING
NEW YORK NEW YORK HOTEL – LAS VEGAS, NEVADA
FEBRUARY 4, 2010
First, a special note of thanks to all who attended the meeting: Alpha Factor; American Athletic Inc; Elite Sportswear; Deary Gymnastics Supply, Dollamur; Gibson, Inc; JKLM Designs; Mancino Manufacturing Company, Inc; Money Movers, SA Sport-USA; Guest: Cory Filbert w/ US GymMats.
Call to Order: President, John Deary called the meeting to order at 8:00 AM.
Treasurer’s Report: Treasurer, Brian Smith presented the report. As of Feb. 4, 2010 there are 40 active members. We ended the 2009 fiscal year at a loss of -$2,011.63. As of February 4, 2010 (including Accounts Receivable Dues) there is a balance of $15,675. Membership dues have been increased to $400, which were voted and agreed upon at our general meeting in Dallas, TX. AK Athletics was approved as a new member at the General Meeting in Dallas. Two companies are potential new members for 2010: International Gymnastics Camp and US Gym Mats Motion to approve treasurers report: John Deary 2nd Motion: Bob Mancino Unanimously Accepted by members in attendance.
Old Business: John Deary made a motion to approve the 2009 minutes, with a spelling correction of “Worcester” from the General Membership Meeting in Dallas, TX. 2nd Motion: Steve Craig accepted and unanimously passed by members in attendance.
USAG Update: John Deary
USAG has been Promoting National Congress and the Trade Show actively in the Hartford and surrounding states since announcing the location for the event. USAG has used our top National team members for many promotions. The American Cup in Worcester, the Nastia Cup (has a series of events) and the State High School Championship will all be a one week event in the DCU Arena March 4-6. The State Championship is the kickoff of the week on Thursday, Friday is the top 38 JO athletes from the Nastia Cup series competing in the Nastia Cup Finals, and the Tyson American Cup will finish off the weekend on Saturday. Very Active participation with the LOC and USA Gymnastics continues in Hartford, CT.
Trade Show and Congress Travel Info: Visa Championships 2010 will be in the XL Center. Hilton Hotel is connected to the arena. The National Congress and tradeshow will be in the Convention Center which is directly connected to the Marriott. Please use NTS services on the www.USA-gymnastics.org website to get your hotel rooms, $154 a night at the Marriott. You do not need a car there will be a bus service between the trade show and the XL center. Main Airport is Bradley International (20 minutes away) Some nice things to see in New England in the summer are Cape Cod, Martha’s Vineyard, Newport RI. If you need more sightseeing ideas please contact John Deary as he is from the area.
Exhibitor Packets will be sent out on February 19th by USA Gymnastics. We will located in Hall B approximately 100,000 square feet of total space. Each booth is 10X10 with pipe and drape You must pay for carpeting if you want it in your booth It appears at this time that there are no other shows in the convention center, USAG will confirm if they have the whole building. Decorator is not solidified yet, please remember we are back in a convention center, not a hotel, when budgeting for this year.
There could be additional drayage and union labor costs.
Discussion Topics with Kathy Feldman:
Times for Exhibit Hall, Sponsorship Expectations, Timelines and Procedures for Ads
Exhibitor Lounge, Hall Bkfst, Coffee breaks, Internet Café, Business Conference, Dance Party and Hall of Fame, Lecture Halls with sessions in the hall
10 Minute Break- Reconvened at 10:50 AM
11:30 AM Adjourn for Lunch
12:50PM Reconvene Meeting
Discussion with Kathy Feldman:
The relationship of USAG and USGSA is very important to the success of the National Congress and Trade Show and Regional Congresses. Kathy Feldman is very thankful that
Bob Mancino made that relationship what it is today. USAG membership is up 7%, normal is a 3-5% increase.
*A proposal is on the table to help strengthen USGSA and USAG Industry members collectively.
National Congress booth discounts: In order to receive a discount on a booth at National Congress you must be a member of both the USGSA and USAG Industry Member. If the proposal is approved by USAG, a new exhibitor form will be created to add boxes for each type of member: USAG Industry member, USGSA Member and Non-Member. In order to receive a discount, both the USAG Industry member and USGSA member boxes, must be checked off. USAG will receive a list of all USGSA members with their member numbers by John Deary as soon as the proposal is approved.
1. How many Industry Members are there? Approximately 105
2. Non-member booth prices may be adjusted to reflect the dual membership requirement.
NEW THIS YEAR: Exhibitors Need to let USAG know if they are having autograph sessions ahead of time and THE time slots. USAG will help promote if they can. Please let USAG know of any guest passes necessary, how many ahead of time, when submitting your staff on hand, with your exhibitor info, please give an estimate of how many. Any other activities you plan on doing in your booth USAG needs to know ahead of time, to make sure the correct security is provided and all staff is prepared for the schedule within the convention center. Justin Kinese and Teri Lumis, Kathy’s Assistant will be helping with organization of Congress 2010.
Visa Championship Competition schedule is: Men: Wednesday and Friday - 1 and 7PM, Women: Thursday 1&7PM and Saturday 1 and 7:30PM No meet on Sunday.
Kathy F asked if there could be Sessions/Seminars in the exhibit hall with the vendors. Everyone agreed it is a great idea, but no music and strategically positioned to get people to walk the entire hall.
USGSA President John Deary is going to create a statement for all speakers (approx.100-150speakers) to announce in each session and promote the USGSA association and the Mega Raffle. Kathy F will make sure the statement is put into each speakers’ packet.
New Advertising for USGSA and the Mega Raffle 2010: On the 11X22 schedules around the convention center, USAG will include the wording “Visit Exhibit Hall” instead of “Break” The congress program paper and size will be changing for 2010. Details to follow with exhibitor packets. USGSA is going to change its logo to say “US Gymnastics Suppliers Association Mega Raffle 2010” Kathy agreed we can do pre-promotion bulk email blasts, created by USGSA and sent out to its membership by USAG. Bob Mancino will create an ad explaining the USGSA and its benefits and function for an email blast to industry members, USAG will distribute to its members and for possible insertion in publications. Email blasts are sent out at 5:30 PM the 1st of each month by USAG. USGSA must have any ads submitted one week prior. USAG will include in their monthly email blast to its members information from the USGSA.
Kathy will also send an email blast to the registrants of National Congress. Bob Mancino and John Deary have agreed to create and supply the ads to Kathy promoting USGSA and the National Congress Trade Show and Mega Raffle. The USGSA logo will be added in the Congress Guide where the member exhibitors are listed with possible “bold or colored background.”
When we again asked for a list of all national trade show registrants, we were denied because of privacy act. We then asked for a club listing of attendees which was approved and will be provided 2 weeks before National Congress. An updated version will be provided two weeks after National Congress.
Exhibit Hall Times:
Tuesday afternoon, possible set-up Kathy Feldman is checking on times and approval from the hall and union.
Wednesday Set-up 8AM-4PM All set-up MUST be completed by 4PM and cleared out for a USGSA “vendor member only” private function open to all national congress registrants at 5PM in the exhibit hall. Kathy F is checking on the ability for a private function for USGSA vendor members and exhibiting hours from 5-7PM. The business owners must bring their badge to receive their goodie bags at the exhibit hall, and USGSA would provide a cash bar until 7PM during the exhibit hours.
Kathy is going to check to see if Safety Training, HOT and Business Owners Seminar will be rescheduled to end at 5PM instead of 6PM.
New for 2010 hours will be ” by appointment only” from 7:30AM-9AM Thursday-Saturday. Each company must meet the customer at the door and walk them in and out of the exhibit hall for each appointment. Customers ARE NOT ALLOWED TO ROAM THE EXHIBIT HALL DURING THESE HOURS. Appointments are for registered attendees only! These appointments are being offered to members of USGSA only.
*The USGSA General Membership Meeting will take place in the Exhibit Hall Wednesday evening at 7 pm at the conclusion of show hours.
Thursday 7:30AM- 9AM By Appointment ONLY Hall Open: 9:00 AM- 5:45 PM
Friday 7:30AM- 9AM By Appointment ONLY Hall Open: 9:00 AM - 5:45 PM
Saturday 7:30AM- 9AM By Appointment ONLY Hall Open: 9:00 AM - 1:00 PM and Breakdown immediately following There will always be a session in the hall from 10AM-11AM
Thursday, Friday and Saturday. Kathy is checking on the exclusive wine and cheese hours from 5-7PM on Wednesday for USGSA exhibitors only. Kathy is checking on pricing for a cash bar from 5-7PM Wednesday at the exhibit hall and Thursday and Friday from 4-5:45 PM in the exhibit hall.
John Deary asked the question: How can the USGSA help USA Gymnastics?
Kathy’s response was.
If there is a way to funnel all vendor issues regarding “Time and Space” at Regional and/or National Congresses, comments and concerns, through the USGSA it will help tremendously. As President, John Deary is the point person and liaison between USAG and all vendors. He will work directly with Kathy F with any issues and keep complete confidentiality to gain trust and ensure a stronger relationship between USGSA and USAG Industry members.
Regional Congress Update: There will be no on-site vendor registration for regional congresses. All vendors must be preregistered to exhibit. Every Regional congress will be on a First Sign up First served basis. Every vendor registrant will be contacted and confirmed within one week of receipt of their exhibitor form. NO SHARING VENDOR BOOTHS. One company per booth will be enforced.
Regional Congress placements will be announced one month prior to each event. Please report any issues with any vendors at any time to USAG. Please fill out the New Evaluation Form for each Regional Congress and submit to John Deary. Kathy is checking with Rachel Brazo to see if we can get a Club listing of all regional congress registrants (not a attendee list, just a club list) two weeks prior to each regional congress and an updated list 2 weeks after regional congress. Evaluations and changes needed from vendors on Regional Congress 2009: Please send to John Deary or Rachel Brazo. Regional congresses held in an actual gymnastics facility should not allow for exhibitors unless there is ample space and times available for exhibiting. If a gymnastics facility is in charge of a regional congress they must have times available for shipments to arrive at the facilities posted one month prior. We requested No more Sunday exhibiting. Thursday set-up and Fri and Saturday exhibiting ONLY. Times should coordinate with the schedule at each congress. In Coralville, IA there MUST be pipe and drape in between the vendors and where the session takes place. USGSA members will be helping USAG with the vendor spacing in each city. USGSA, John Deary, will be making a check list of all necessary requirements for Regional Congresses including:
o Assess the floor plan and what level the vendor booths are located. Avoid 2nd floor for vendor booths always, if possible.
o Contact person for each Regional Congress for shipments, whether it be someone in the hotel, or a USAG member
o If someone initially signs up for a Regional Congress and then drops out, what are the terms of the agreement.
o Kathy is checking to see if USGSA members can get priority registration 2 weeks before the vendor packets are sent out to all Industry members for Regional Congresses.
2010 Regional Congresses
Region 1 Santa Clara, CA Marriott August 20-22
Region 2 Portland Oregon: Mac Center tentative and subject to change
Region 3 Vail Colorado Cascade Resort June 5-6 Sat/Sun, Fri evening set-up tentative subject to change
Region 4 Coralville, Iowa June 25-27
Region 5 Itasca, IL Westin Chicago NW September 10-12
Region 6 NO show Hartford CT National Congress August 10-15
Region 7 end of June in MD/DC/VA area tentative location not final yet
Region 8 Atlanta Marriot Century Center June 18-20
? Discussed sending out a dues letter in November versus the 1st of the year. This will allow us to know funds available at Spring Meeting.
? Discussed creating a tier within our organization (ie. Voting memebers versus non-voting members). Further discussion is needed to develop New Member Parameters. To >
be added to the agenda for the general meeting
2010 USGSA Congress Promotions
Possibly, have a Mega Raffle banner for each Mega Raffle Donor to put in their booths.
Mega Raffle: Everyone agreed to continue the Mega Raffle with same rules as 2009.
Last year $48,000 Goal for 2010: $50,000
Mega Raflle Rules
No Prize Under $2,000!
This is the key to the Mega Raffle Promotion.
Below are some answers to Mega Raffle 2009 FAQ’s …..
*** Please, this Raffle will succeed in generating the same excitement, energy and (most importantly) attendance that we desire and deserve in the Exhibit Hall. We need 100% participation from our membership for optimal results.
How will the attendees put their raffle ticket in the Mega Raffle drum?
Attendees will have to find the raffle drum in the exhibit hall as it will be located in varying USGSA member company’s booths. The drum will move hourly thorough out the hall during fill hours for maximum exposure for all members. Hints on the drums location will provided to attendees at varying times during the day.
When will the Raffles be conducted?The Raffles will be conducted during the two (2) dedicated exhibit hours on Thursday and Friday. Thus, we will have four (4) Raffle Opportunities.
Where will the Raffles be conducted?
All raffles will be conducted in the exhibit hall. To maximize traffic, the raffle will again be a “traveling event” (Maximum of two (2) moves per Mega Raffle session) and will move to different locations within the exhibit hall to maximize traffic.
Is there a minimum donation for the Raffle?
In order to preserve the “mega” in our Mega Raffle, it was decided that $500 would be the minimum Raffle donation allowed. Additionally, the minimum prize per winner will be $2000.00. Thus, if your donation’s value is less than $2000 it will be grouped with another prize as needed to get the total prize value to at least $2000.00.
Why such a large increase in the prize size and minimum donation?
In order to reduce the time that it takes to conduct the raffle, reduce some of the distracting sound levels, reduce no show raffle pulls and to increase the excitement of the raffle. It was decided to combine the smaller minimum prizes of $500 together into one $2000 winning prize. This will reduce the number of draws and barrel moves. It will also quicken the pace keeping the excitement at frenzied level.
What determines the location of the Raffle Drum during raffle pulls and what other benefits are available for larger donations?
For every $1,000 donated - your company will receive one Announcement/Promotional Offer on the PA during the trade show (not during the raffle draw) and your company name in small letters at the bottom of a Raffle Promotional Banner provided by USGSA.
For every $2,000 donated - your company will receive a Raffle Drum visit during Mega Raffle, (Subject to the number of draws available) Bold Lettering on the printed schedule and (space permitting) in all print ads, and one Announcement/Promotional Offer on the PA during the trade show (not during the raffle draw) per day and your company name/logo on the 2nd tier from the bottom of a Raffle Promotional Banner provided by USGSA.
For every $3,000 donated - your company will receive a maximum of One drum visits during the Mega Raffle, Bold lettering and a logo image in Technique Magazine, Bold lettering on the printed schedule and (space permitting) in all print ads, one Announcement/Promotional Offer on the PA during the trade show per day (not during the raffle draw) and your company name/logo mid-sized on the middle tier from the bottom and top of a Raffle Promotional Banner provided by USGSA.
For every $5,000 donated - your company will receive a maximum of Two drum visits during the Mega Raffle, Bold lettering and a logo image in Technique Magazine, Bold lettering on the printed schedule and (space permitting) in all print ads, one Announcement/Promotional Offer on the PA during the trade show per day and your company name/logo large on the top of a Raffle Promotional Banner provided by USGSA.
What determines the location of the raffle drum during attendee loading of the drum time?
The raffle drum will be located in a USGSA member booth on a roving schedule based on the amount of donation. Early and more popular customer fill times will be offered to larger donors before smaller donating company’s have the drum in their booth.
Mega Raffle tickets cannot be offered to volunteers of the trade show and National Congress, paid registrants only.
What we need from you! Deadline March 15th for Mega Raffle Committment
In order to promote this raffle early and create excitement about our generous donations, we need to get your commitment NOW !! What will you contribute ? Please include estimated shipping charges in your donation value. Consider a large gift certificate…a company-themed gift basket…a new piece of equipment…perhaps a “priceless” autograph or piece of memorabilia…be creative!! While multiple donations are encouraged, we reserve the right to limit the number of tickets that can be pulled for your company based on your overall donation size. Please send your Mega Raffle commitments to John Deary.
COUPONS
The attendees voted to continue the Coupon Promotion that was first offered last year. Kappy Bopwers has volunteered to spearhead these efforts again, and will be in touch with our membership on cost and deadlines. Motion on floor by Tam Smith 2nd Steve Craig I’s-7 Ne’s=2 Abstain 1 Kappy will make improvements to the paper quality and the cost will slightly increase.
Discussion progressed on the distribution of the coupon packets. Can we get coupons into the packets at registration? Kathy F must agree to this? Can we attach the coupon booklet to the mega raffle tickets in the registration packets? Deadline for ads to Kappy
June 1, 2010. John will offer a free coupon for USAG to put in the coupon packet. John Deary will work out the details of this with USA Gymnastics
Member Companies involved in USGSA Congress Promotions: Of our 40 members 9 did Mega Raffle Only, 3 Coupon Only, 13 did Both, 15 Didn’t do either, 22 members participated in Mega Raffle total.
USAG Sponsorship Opportunities:
2009 we provided $7,000 to USAG
Continental breakfast, Business Seminar, USGSA Banners, Goodie Bags for Business Conference Attendees, Easels, Raffles Printed, Posters, Drum, USGSA logo placement, magazine ads – USAG gave the USGSA full credit for the continental breakfast in 2009.
Motion by Steve Craig: Donate $10,000 to USAG for our 2010 USGSA sponsorship 2nd Wendy Martin and unanimously agreed upon by all attendees.
Kathy Feldman will send to us her offer of sponsorship with our approved $10,000 sponsorship for 2010.
The 2012 American Cup is at Madison Square Garden
3 PM Break
3:15 PM Reconvene Meeting
Scott Roth made a motion to forego the $75 if you sign-up for USGSA from November 2009 until Congress 2010. 2nd Motion John Deary Passed by all members in attendance.
There was Discussion on new members and USGSA by laws.
Proposed changes follow
U.S.G.S.A. By-Laws, Article II: Membership: Section 1: Eligibility
Any firm of good repute in sympathy with the purposes of the U.S.G.S.A. which possesses the following qualifications is eligible for membership.
The firm should have a common interest with the membership of the organization, desire at sometime to exhibit at USAGYMNASTICS Congress, or other National Gymnastics Trade Exhibit, or desire to receive information from or about USA GYMNASTICS.
The attendees agreed that the By-Laws should be amended to reflect an exhibiting requirement and frequency thereof. Additionally, we must re-visit the New Applicant Acceptance Procedures. Mancino will work on the wording of such By-Law amendments for review by the Board prior to presentation at the August 2010 General Membership Meeting.
Business Conference Goodie Bags:
Unanimously agreed upon to continue to do this in 2010. All items will be sent to Deary’s Gymnastics Supply: DGS 17 Lucienne Avenue Danielson, CT 06239
New Business:
Board Positions available:
President: Position Presently held by John Deary of DGS
Vice President: Position Presently held by Gary McDowell of Dollamur
Board Position: Position Presently held by Steve Craig of American Athletic
An email will be forthcoming from Jon Deary to seek nominations for the open Board positions.
General Membership Meeting is Wednesday August 10, 2010 at 7PM, Location: Exhibit Hall
Motion to adjourn by Wendy Martin
2nd Rebecca Mancino
Unanimously agreed upon by all attendees
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