[NCDXA] NCDXA Convention Proposal

[Mike Cizek]

Greetings - here is a proposal for the future NCDXA DX convention.  This is
presented as a topic for discussion at the December meeting.  Text version
is included below in case the attachment doesn't go through.

73,

Mike W3MC

 


NCDXA 2012 DX Convention Proposal

After a 20 year hiatus, the leadership of the National Capitol DX
Association would like to resurrect the old DXPO convention.  K3LP and W3MC
have done a little preliminary work, and would like to present the following
proposal for discussion at our December meeting.  We have found a suitable
site and have contacted a number of presenters for the event which are
listed below.  Date will be Saturday, 25 August, 2012.  Location will be the
Holiday Inn & Conference Center at the FSK mall in Frederick MD.

THE PROGRAM

ARRL DXAC Forum (tentative)
K3LP		Ethiopia Ham Radio Youth Development Project
K3ZO		(Subject TBD)
N6PSE		ST0R DXpedition
W3LPL	Contesting & DXing
W6OAT	How DX Clubs can be Value-Added Members of DXpeditions?
YT1AD	3D2R Ham Radio Youth Development Project

We have room for one, or maybe two, more speakers.  

THE VENUE

The hotel in Frederick is well suited for hosting events such as this.
After a visit to the site and speaking with their conventions manager, we
have the following cost proposal from the hotel, based on 100 in attendance:

	Ballroom rental	$1400
	Banquet 		$3300
	Morning coffee	$ 150
	Bartender in room	$ 150
	Total Hotel Fee	$5000

Other expenses will include approximately $2000 for audio-visual support for
the presentations, and another $500 or so for miscellaneous expenses like
postage, advertising, bank fees, setting up on line registration.  We have a
written proposal from the Holiday Inn; other expenses are estimated, based
on experience from W9DXCC in Chicago.   The Northern Illinois DX Association
treasurer was kind enough to share their financial information with me, to
assist in preparing our budget.

THE BOTTOM LINE

With estimated expenses of $7500, we will need at least 100 paid attendance
at $75 to break even.  Some careful negotiating, and membership donations of
services will certainly bring the total cost down.  
WE NEED HELP IN THE FOLLOWING AREAS

To do this project successfully, we need a long term, dedicated effort by a
few people to take charge of certain phases, recruiting extra help as
needed. The two biggest jobs, general chairman (W3MC) and program chairman
(K3LP & W3MC) are already taken care of.  There are still a few more areas
which need immediate attention:

		1.) Advertising -.  Web page, on line ads, magazine ads,
club newsletter ads, word of mouth, putting slips in QSO cards (like NCDXF
does).  Bernie has already offered to plug us in QST and his email
publications.  This needs to start now.

		2.) Registration - We need someone to handle on line and
mail in registrations starting as soon as we announce the event.  Then, we
need a couple guys to sit behind a table and check in folks on Saturday
morning - maybe Friday night, too.

		3.) Door Prizes and Raffle - lots of prizes - scare up all
the goodies we can to give away.  Not just radio stuff.

		4.) AV for presentations - we need a trained professional
for this - someone who does it for a living.  We must have a club member
with some experience, or link to a trained professional in this field?  We
need to go first class with this.


Events like this are not only great fun, but can be very educational  for
both experienced and beginning DXers.  I look forward to a healthy
discussion of this at our December meeting.

73,

Mike Cizek W3MC




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