Responsibilities and Duties
- Chair shall attend all meetings of the Meeting/Convention Committee and keep the Convention Chair advised of all progress/problems.
- Provide prize drawings for attendees to win at NCA events and coordinate into themed baskets.
- Solicit through letters, emails, calls and other contacts to obtain donations from businesses and individuals. Try to get items from various areas to represent all NCA areas. Use your club’s tax ID number to solicit donations. Send out Thank You letters to all donors.
- Arrange for secure storage of prize donations until the event. If bell service is needed to help move prize packets, a maximum of $50 is available for unreceipted expenses.
- Design the containers for the drawing tickets and have them clearly numbered to correspond to the correct prize listed in the program booklet.
- The cost of the drawing tickets are: 1 for $1, 12 for $10, 25 for $20 and a presale special of 30 for $20 is offered only on the registration form. One free drawing ticket will be given to each attendee in the attendee event packet.
- $200 of start up money will be provided by the hosting club. If this is a problem, request the NCA Treasurer to bring the start up money to the event.
- Arrange for workers to sell tickets during the meeting and have tickets and change ready for them.
- Contact Meeting Manager to determine residual drawing tickets available. Host club will purchase any additional tickets needed.
- NCAMOTC has purchased ½ aprons with pockets for the event. They are stored with the NCA Prize Drawing supplies with the Meeting Planning team. Request them if you want to use them. Any costs for different aprons will be incurred by the host club.
- Conduct the drawing at the pre-determined time. Try to limit the amount of time spent in drawing and awarding of prizes. Similar items of equal value should be spread out between the drawing times. Most of the big value items should be offered at lunch. (20 items called per time slot is the recommended).
- Supply a listing of all donors (including members) and Prize Drawing Listing by session to the Program Booklet Chair one month prior to your event.
- Baskets that are donated by individual clubs should not be offered at the Saturday evening event unless prior permission from that club is obtained.
- Record all expenses and submit for reimbursement as necessary by deadline.
- File final report by deadline set by Convention Chair.
