CONVENTION GUIDELINES MANUAL - TCA Members...successful and stress free convention. The National...

NATIONAL CONVENTION

OPERATIONS MANUAL

Train Collectors Association

Created by & for the use of

CONVENTION GUIDELINES COMMITTEE

July 14, 2020

REVISION 3.11x

Bob Keller

Committee Chairman

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CONTENTS

TCA MISSION ...................................................................................................................................... 1

GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION ...................................... 1

ALL CONVENTION CONTRACT NEGOTIATIONS.......................................................................... 2

SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION .................................. 2

NATIONAL CONVENTION COMMITTEE REVIEW......................................................................... 2

CONVENTION PLANNING ACTIVITIES ........................................................................................... 4

BUDGET / FINANCIAL ....................................................................................................................... 8

CHECKING ACCOUNTS ..................................................................................................................... 8

DEVELOPMENT OF CONVENTION BUDGET ................................................................................. 8

CONVENTION HOTEL / HOTEL CONTRACT ................................................................................. 10

CONVENTION COMMITTEE ORGANIZATION ............................................................................. 11

REGISTRATION CHAIR ................................................................................................................... 12

REFUNDS ........................................................................................................................................... 16

CONVENTION TREASURER ............................................................................................................ 17

CONVENTION PUBLICITY CHAIR ................................................................................................. 17

REGISTRATION FORM .................................................................................................................... 20

SIGNAGE ........................................................................................................................................... 21

SECURITY CHAIR AT CONVENTION SITE ................................................................................... 22

TRADING HALL CHAIR ................................................................................................................... 22

RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS ........................................... 23

TOURS AND TRIPS CHAIR .............................................................................................................. 24

KIDS CLUB CHAIR ........................................................................................................................... 24

AUCTION CHAIR .............................................................................................................................. 25

PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR ................................................... 26

DIVISION/CHAPTER WELCOME PARTY CHAIR .......................................................................... 27

CONVENTION BANQUET CHAIR ................................................................................................... 27

CONVENTION WEEK ....................................................................................................................... 31

MEETING SPACE AND EVENTS ..................................................................................................... 31

ATTACHMENT A - GENERAL INFORMATION ............................................................................. 34

ATTACHMENT B - SAMPLE AUCTION TICKET ........................................................................... 36

ATTACHMENT C - ROOM SETUPS ................................................................................................. 37

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ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS ......................... 40

ATTACHMENT F - SAMPLE TRADING HALL LAYOUT ............................................................. 65

ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS .............................................. 67

ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued) ............................ 69

ATTACHMENT H – FUTURE TCA CONVENTIONS ...................................................................... 71

ATTACHMENT I - INFORMATION ABOUT THE TCA ................................................................... 72

INDEX ................................................................................................................................................ 73

NATIONAL CONVENTION OPERATIONS MANUAL Page | 1

TCA MISSION

The Convention Guidelines Committee is authorized and directed to:

o Conduct negotiations and contracts for site and services for National Conventions.

o Advise and assist the annual convention committee through the Convention Planning and

Production process, by collecting and publishing information on past conventions.

o Review and update the National Convention Operations Manual annually.

The National Convention Operations Manual, approved by the BOD, is incorporated by

reference as Rules and Regulations.

GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION

The Convention Guidelines Book has been developed from the experiences and expertise learned

through past TCA National Conventions. The National Board of Directors voted in June 2008 to

make this manual a freestanding guide, incorporating all current National Board policies. This

Convention Guidelines Operations Manual will take you through the convention process as to what

is involved, from your initial bid for a convention to the final post-convention report.

Your Convention Committee will highlight your home Division or Chapter and put it in the

national spotlight. Those Divisions and Chapters that have risen to the challenge have found that

it is a solid source of local pride and accomplishment for the participating officers, chairs and

volunteers.

In recent years, attendance at TCA National Conventions has increased because we have added

more tours, with extra emphasis on making the convention a family vacation, so this may include

having things to do before and after “convention week”. Your planning should now include tours

starting on Sunday before convention week and ending with a tour on the following Sunday. This

is a big responsibility for the Division/Chapter and requires careful planning and organization.

Because of our increasing convention attendance and a full week of activities, our economic

impact on your local community can be substantial.

The two immediate past Convention Chairpersons shall be on the Convention Guidelines

Committee. They, along with the Convention Guidelines Chairperson, have experience that you

will find quite helpful.

National Officers and the Convention Guidelines Committee shall oversee the administration and

financial liability to TCA for the National Convention each year.

To develop an appreciation of and to preserve an important segment of history—

Tinplate Toy Trains—through research, education, community outreach,

fellowship, establishment of collecting standards, and to promote the growth and

enjoyment of collecting and operating toy, model and scale trains.

NATIONAL CONVENTION OPERATIONS MANUAL P a g e | 2

ALL CONVENTION CONTRACT NEGOTIATIONS

ALL National Convention Contracts for hotels which will include room blocks, food, beverage,

and exhibit space, will be developed and negotiated by the Convention Guidelines Chair, reviewed

by the National Treasurer, then reviewed and signed by the National President. This takes the

pressure off of the Convention Committee while the Convention Guidelines Chair continues to

negotiate the best contract in the interest of TCA.

ALL excursions and tour contacts will be developed by the local Convention Committee,

negotiated by the Convention Guidelines Chair, reviewed by the National Treasurer, then

reviewed and signed by the National President.

SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION

LETTER OF INTENT SUBMISSION FIVE YEARS OUT (MINIMUM

REQUIREMENT)

Five (5) years before the convention date any Division or Chapter proposing a convention shall

submit a simple letter of intent to the Convention Guidelines Chairperson and copy to the National

Secretary. Only Divisions or Chapters submitting their intent in writing will be considered. There

will be much work to do to get ready for your Convention bid presentation. It is also

recommended that you download additional copies of the National Convention Operations Manual

from the National TCA website for all of your key Committee Chairs.

NATIONAL CONVENTION COMMITTEE REVIEW

Five (5) YEARS OUT

Following the receipt of your letter of intent, the Convention Guidelines Chair will set up a visit to

the proposed convention site. In preparation for the site visit, the Convention Guidelines Chair will

contact the local Convention & Visitors Bureau (CVB). A Request for a Proposal, (RFP) will be

prepared by the Convention Guidelines Chair outlining the convention requirements for the CVB.

Six (6) months prior to seeking tentative approval from the BOD to sponsor a TCA National

Convention (therefore, 4 1/2 years out) the Division/Chapter must submit to the Convention

Guidelines Committee:

o A written Convention report to include the convention facilities, location, tentative budget,

potential staffing, and overall plan.

o A review of the convention Hotel, meeting space, convention plans, staffing, financial/budget

will be conducted on site by the Convention Guidelines Chair.


FORMAL PRESENTATION TO BOD FOR APPROVAL FOUR (4) YEARS OUT

The Convention Guidelines Committee shall submit its recommendations for the selection of

future convention sites to the Board of Directors.

o All convention bid presentations shall be held four (4) years before the convention date.

o A written convention plan by the Division/Chapter will include the convention facilities,

location, tentative budget, potential staffing, and overall plan.

o All convention bid presentations and updates for approved conventions are to be scheduled

on the agenda for 9:00 AM on Thursday of the annual BOD meeting.

o The Division/Chapter presentation to the BOD is limited to 15 minutes.

o Scheduling matters - TCA Bylaws require that the Annual Membership Meeting be held

between June 7 and July 7 of each year. While this may seem that it gives a great deal of

latitude in which to plan your convention, care must be given considering TCA blackout

policies. No meet, at any level of the TCA, shall be held 10 days before or after the

National Convention if within 250 mile radius of the Convention Site.

o Working with you and the local Convention & Visitors Bureau, the Conventions Guideline

Chair will suggest a week that will be both economically feasible and fit within TCA

policies and Bylaws.

o Recommendations or comments by the Convention Guidelines Committee should be included

with the plan.

o Commercial promotional TV videos from convention cities are barred from presentation.

o Package should include a sampling of other amenities available at the convention site.

o All requirements must be met to receive further consideration.

o The National Treasurer will review the budget.

o If you are planning t o have the Welcome Party, you need to start thinking about a

Division/Chapter fundraiser.

The Board of Directors shall review all future convention sites with the thought of making

reasonably sure the Train Collectors Association does not lose money. After this review, the

Board of Directors will give approval to the Division/Chapter to sponsor the TCA National

Convention four (4) years out during the June BOD meeting. This is your approval to move on as

a Local Convention Committee. Now the work begins.


CONVENTION PLANNING ACTIVITIES

Congratulations! You have made it this far and now the work will really begin. On the following

pages, we will outline what your responsibility will be to keep the National Board of Directors

informed and also help you through the initial planning stages of hosting a National TCA

Convention.

Remember the Convention Guidelines Committee is here to help. It is comprised of past National

Convention Chairs that possess a great deal of convention experience. By using this resource,

you and your committee will not need to “re-invent the wheel” to host your convention.

From the time of your convention bid approval through the post-convention report, your committee

will be required to file annual reports and make a yearly presentation to the National Board of

Directors. Following is a time-line for those reports and meetings including actions you should

be taking. Next will be budget and financial responsibilities, Convention Committee composition

and finally the main event, Convention Week. Proper planning will insure your Committee a

successful and stress free convention.

The National President, National Treasurer, and Convention Guidelines Chair will oversee the

administration and financial liability to TCA for the National Convention each year. This working

review is to be applied to those conventions that are four years out or less.


FORMAL BOD PRESENTATION - THREE (3) YEARS OUT

The Convention Committee will present their convention plans to the BOD at the Annual Meeting.

At this point, if not done previously, you:

o Select the Convention Treasurer

o Select the rest of the Committee Chairs.

o You should have been contacted by the National Convention Car Program Chairperson.

▪ Make sure your committee voices their opinions on car types and road names.

▪ You may be requested to help in securing permission to use fallen flags or licensing

arrangements to manufacturers or companies unique to your area.

o Finalize your Convention Logo. NOTE: Your convent ion logo will appear on

al l printings. Be sure that it is professionally designed and will reproduce clearly when

reduced for printing.

o If needed, begin working on fund raising projects for the Welcoming Party and Board of

Directors social.

FORMAL BOD PRESENTATION - TWO (2) YEARS OUT

The Convention Committee will present their Convention Plans to the BOD at the Annual Meeting.

o Begin regular meetings of the general Convention Committee.

o Committee Chairs should begin to select committee members and hold planning meetings.

o All committees should have submitted their budget requests, and the convention budget

should be in final draft form and ready for review by the National Treasurer.

o Food and beverage contracts have been negotiated at the signing of the Hotel contract, and

are usually finalized two years out.


INTERIM TO DO LIST - EIGHTEEN (18) MONTHS OUT

o Final budget should be prepared and submitted to the National Treasurer for review, with

a copy to the Convention Guidelines Chair.

o All tours should be finalized

o All contracts for tour buses/tour companies signed and in place. Note: Convention week

should be full of tours and there should be no scheduling conflicts.

o Check the publication schedule for The Train Collectors Quarterly (TCQ) so the

Convention Committee will have ample time to work with the Editor to generate an article

and graphics to promote the convention.

o The deadlines for submission of the convention article for the National Headquarters News

are due in the National Business Office (NBO) by:

▪ November 15 for the January issue

▪ January 15 for March

▪ March 15 for May

▪ July 15 for September

▪ September 15 for November. Use of the dates above will help to insure your

Registration and Tour Chairpersons will be able to submit timely and colorful ads to

promote the convention.

o Contact the CGC Chai r man, NBO manager or the National Treasurer regarding the

registration software. Due to TCA’s compliance with the Patriot Act, only TCA approved

software can be used for registration. Registration software and financial reports must

follow strict revenue and expense accounting, as prescribed by the TCA Convention

Guidelines Chairman and the National Treasurer.

FINAL BOD PRESENTATION – ONE (1) YEAR OUT

The Convention Committee will present their final convention plan to the BOD at the Annual

Meeting.

o All convention details should be final.

o Begin procuring door prizes, raffle, and auction items, if not already started.

o Be ready to meet the publication deadlines for The Train Collectors Quarterly, National

Headquarters News and any other publications.

o Your convention will have a designated area at the convention prior to yours to set up a

small display area and begin promoting and selling convention items and distributing tour

information. Prepare to have this area staffed with volunteers for a minimum of three

days. Check with the current host committee for your space allocation and daily hours of

operation. This is your first opportunity to begin selling your convention to our

members.

o Arrange table space with Eastern Division for October York to continue the promotion of

your convention.


SITE INSPECTION – NINE (9) TO SIX (6) MONTHS OUT

Six to nine months prior to the convention, the TCA President and the Convention Guidelines

Chair will schedule a convention site visit for a full review of the convention Hotel, meeting space

utilization, schedule of events, tours, budget, and food & beverage contracts.

CONVENTION REVIEW SIX (6) MONTHS OUT

o The Convention Committee must have all information ready for programing the computer.

National has purchased a laptop computer and an all-in-one printer/scanner/copier/fax for

use by the Registration Chair. The computer equipment must be returned to National

shortly after the completion of your convention.

o The National Business Office must be prepared to start receiving registrations in late

December or early January.

o All committees, as well as the overall Local Convention Committee, should be meeting

at least monthly to finalize plans and preparations.

o Committee Chairs should complete their lists of volunteers to help at the convention.

Secure more volunteers than you need because some will not follow through.

o Meet all publications deadlines.

o Arrange for table space with Eastern Division at April York to promote your convention.

o Begin weekly reports to the National Treasurer and Convention Guidelines Chair.

FINAL PLANS THREE MONTHS AND COUNTING TO THE CONVENTION START

o Check and recheck all details. It is now convention time.

MONDAY OF CONVENTION WEEK

o The Pre-Convention hotel meeting is usually held at 9:00 AM on Monday morning, and

lasts about two hours. The purpose of the meeting is to meet the hotel staff, review each

day as to what is required from the hotel, and confirm billing information. Attendees:

National President, Treasurer, and, Convention Guidelines Chair, and the Convention

Chairman along with critical Division/Chapter Chairs.


BUDGET / FINANCIAL

With the implementation of the Patriot Act in 2001, all non-profit organizations, including the

Train Collectors Association, entered into a new era of financial accountability. Since this is a

National Convention, revenues and expenses must be carefully tracked and recorded to make it

easier for the treasurer to enter these into the proper account when the convention is complete.

Following are some guidelines to assist you. However if you have any questions you should

contact either the TCA Convention Guidelines Chairman or National Treasurer for clarification.

CHECKING ACCOUNTS The National Business office will have a checking account for all convention related activities.

This account is the TCA National Convention checking account, which has been set up for you by

TCA National. The account is linked to the credit card processor used in our registration software,

Show Runner. When a member registers for the convention and uses a credit card for payment,

the funds will automatically be deposited to this checking account. This account will also be used

to pay convention expenses (e.g., deposits for the hotel, buses, tours, events, etc.).

The host Division should have a separate checking account that is maintained by the host Division

or Chapter. This account should be used for proceeds from fund raising activities and to pay for

division/chapter convention related expenses that are not paid from the National Convention

account.

DEVELOPMENT OF CONVENTION BUDGET

The TCA convention budget is required by Board of Directors policy to show a modest profit so

that we do not lose money. The Convention should be fairly priced on registration, tours, food

and beverage, and even trading hall table costs, to make the Convention an attractive vacation

package for TCA members and their families.

The budget is calculated from the projected attendance based on prior conventions that are

similar in size. Your expenses not covered elsewhere by income will determine the registration

fee. Each Committee Chair needs to estimate their expenses, and then the total expenses need to

be allocated to a revenue account. Tours should be priced to show a profit. The contract with the

bus/tour company will be negotiated by the Convention Guidelines Chairman. Past convention

Tour Chairs are an excellent source of information. The proceeds from the Saturday night

auction are difficult to budget, since there are so many variables. Past convention treasurers will

be an excellent source of information to help you begin this process. The National Treasurer will

approve all convention budgets, so be sure to include the National Treasurer in your early planning.


DIVISION/CHAPTER BUDGET

The Division/Chapter will be responsible for some convention related expenses. Your two largest

expenses are usually the Welcome Party and Board of Directors’ social. As a Division/Chapter,

you may also want to pay expenses for some of your members to attend various meets or

functions prior to your convention. Divisions & Chapters often use fundraisers to subsidize these

activities. Although this may require some up-front money, if planned carefully, you will recoup

most, if not all expenses, from silent auction sales.

ADVANCE OF FUNDS

The National Treasurer is authorized to advance up to $25,000 to convention committees of

approved convention sites upon the request of the convention guideline chair. These advances are

to cover required hotel and tour deposits, reasonable promotional materials, etc., required prior to

income being received from registrations. Substantiation of these expenses is to be submitted

prior to the advance of any money. No advances will be made for Division fundraising or start-

up purposes. Any approved advance will be deposited into the TCA National Convention checking

account.

CONVENTION BANK ACCOUNT / CONVENTION BUDGET / CREDIT

Create a separate bank account and budget for your convention’s fund raising activities. Inquire

about the cost effectiveness of accepting credit cards at your bank, or contact the Convention

Guidelines Chairman for other options. Many Divisions and Chapters have reported increased

sales when they have the ability to accept credit card transactions and when used in conjunction

with your other fundraisers, could be quite profitable.

o All revenue associated to the convention are be deposited into the TCA National Checking

account and all expenses should be paid from this account, with the exception of those

items that are Division/Chapter’s responsibility (e.g. Board of Directors Social, banquet

cars, etc.).

o The hotel and/or convention center will require a credit application to cover miscellaneous

Division/Chapter expenses during convention week. The National Treasurer will complete

the credit application for the Convention.

o The Convention Chair and a few designated individuals will h a v e s i gnature authority

on to this account once the convention begins. During the convention, the National

Treasurer will review this account daily.

o Be sure your miscellaneous expenses are in the budget.

o Because of the day-to-day variables, it is a requirement to have the budget on a computer

and available on-site during the convention.


NATIONAL ACCOUNT - HOTEL

The National Treasurer will complete the credit application as required by the hotel and/or

convention center. The National account covers the Board of Director’s expenses and other

charges that are not for a single individual. This includes the Board of Directors room charges,

audio/visual system, if required, food & beverage (banquet, Welcome Party, etc.) and the

Membership meeting on Saturday at 2:00 PM.

The National Treasurer will also apply for a State Sales Tax Exemption if we are eligible in your

convention’s state. All purchases for exempt items must be paid with a TCA check (501(c)(3)

corporation).

The National Treasurer and a limited number of designated individuals will be authorized to sign

for charges to the hotel account, and it will be reviewed daily by the National Treasurer. The

National Treasurer will make arrangements to pay the National Account directly at the conclusion

of the convention.

It is important to note that anyone holding an open house for Convention attendees and serving

refreshments cannot charge that expense to the National Account.

CONVENTION HOTEL / HOTEL CONTRACT

The Convention Guidelines Chair will identify the hotel property that is best suited for THE

CONVENTION HOTEL. All National Convention letters of intent and contracts will be

negotiated by the Convention Guidelines Chair. They will be reviewed by the National President

and the National Treasurer, prior to being signed by the National President.

All meeting rooms and function rooms needed for the convention are provided by the hotel at no

charge because of the room block and food functions. Because of these reasons, all members

should stay at the Convention Hotel and the hotel room block must be large enough to

accommodate our members. Note: If the room block is not met, National TCA will be

responsible for each unsold room night. For this reason, if an appealing tour can be scheduled

for the first Sunday and other high interest tours be scheduled early in the week, this will help meet

the room block commitments by making you convention a weeklong attraction.

Room commitments will start on the Saturday prior to convention week, through Sunday at the

end of the convention.

Complimentary rooms are usually provided at the rate of one room night for each 40-50 room

nights, plus a suite for the National President. The Convention Guidelines Chair will allocate

complimentary room nights for the Convention to those working for the convention, following

consultation with the National President and the local Convention Committee Chairman. The

complimentary rooms are for the use of committee chairs and are assigned by the Convention

Guidelines Chair.

Food & beverage orders are part of the convention hotel contract.

It is recommended that you do not include the Division/Chapter Welcome Party in the discussion

of the banquet food and room requirements as other options may make themselves available for a

more exciting and cost effective venue. Discuss this with the Convention Guidelines Chairman.


During the year of your convention, the Convention Guidelines Chair will monitor all hotel

contracts for performance and review room pickup regularly. After January 15, he/she will

provide status reports to the National President and National Treasurer.

CONVENTION COMMITTEE ORGANIZATION

The Convention Committee is headed by the Convention Chair or with Co-Chairs.

o Committee meetings should begin 2 to 3 years before the convention.

o Sub-Committee Chairs should be appointed to handle the following responsibilities:

o Registration Chair (key person) ……………………………….…...…. Page 12

o Treasurer …………………………………………………………..….. Page 17

o Printing/ Publicity Chair (include Brochure printing)……….….….… Page 17

o Security Chair……………………………………………….….……. Page 22

o Trading Hall Chair…………………………………………..….….…. Page 22

o Raffle / Door Prizes / Souvenirs Chair……………………..….….…. Page 23

o Tours / Trips Chair… ………………………………….…..………… Page 24

o Kids Club Chair…………………………………….….…..….…..…. Page 24

o Auction Chair (can be combined with another chair position) ……..… Page 25

o Public Displays, Operating layouts, and Seminars Chair…………...… Page 26

o Welcome Party Chair……………………………….…………...…..… Page 27

o Banquet Chair (all food/beverage including Welcome Party) ……...… Page 27

o Ambassador (optional)

All chairmen must have the time to devote to their job. The time devoted to convention matters

may increase to 100% in June.

A note on volunteers: Asking for them can be a trap. A person asked to do a specific job will

stick to it; volunteers may not. Make sure that each committee has enough workers to do the job

properly. To effectively run a convention it will require between 40 to 60 people.


REGISTRATION CHAIR

The National Business Office will have the responsibility for the registration of all members

attending the convention, the processing of payments, the changes to tour capacities, printing all

convention tickets, name badges, registration summary sheets and assembling the convention

package for each member. TCA members will continue to perform their initial registration online

(the preferred method)

Two (2) phone numbers will be provided to the TCA members for registration. The primary

number is for calls during normal business hours and will go to designated employees at the NBO.

Members will speak with a designated TCA employee to get information about registering for the

convention, changes to an existing registration or any questions they may have. A second phone

number will be provided for evenings and weekends. This number will be directed to the Division’s

Registration Chairman who will be able to answer any questions or take note of changes to be

made to an existing registration. Changes that have been requested will be E-Mail to the NBO,

which will be updated in ShowRunner the next business day. All hard-copy (mailed-in)

registrations will go to the National Business Office.

The complete registration package will be delivered to the Division Registration Chairman to

distribute at the convention. There will be someone from the NBO at the convention with access

to ShowRunner to process any late registration, make changes and help answer questions.

(Board of Directors June 2017)


CURRENT MEMBERSHIP LIST

When you start receiving registrations, you must obtain the current membership on a computer

disk or file by email from the N a t i o n a l Business Office. The membership database should

be updated as monthly or more frequently if needed. If needed, a printout can also be provided

by the National Business Office. This settles arguments and validates membership.

WHO MAY ATTEND A CONVENTION?

Only members, spouses, significant others, companions, care givers, dependent children,

probationary members and applicants may register for the National Convention. This registration

will include attendance to the Trading Hall and all tours and events. Guests of a member (no TCA

member may be a guest) may attend the National Convention and participate in all activities. The

processing fee for guest registration will be the same as the registration for a member. Any

exceptions to this rule shall be decided by the Convention Guidelines Committee Chair or the

President of the Association.

o All members must pay a registration fee.

o A member’s spouse who is a f u l l T C A member attend t h e c o n v e n t i o n and not

have to pay the registration fee. If the spouse who is a TCA Member wants their TCA

number shown on their registration badge, then they will have to pay the registration fee.

POST THIS RULE AT THE REGISTRATION DESK and on the Convention Program,

as well as on the Registration Form.

NOTE: Admittance of the public to the Trading Hall is permitted without the

requirement of membership in the TCA. However, it is the choice of the host

Division/Chapter whether or not to permit members of the general public into the

Trading Hall. If the public is permitted to enter the Trading Hall, payment of any

applicable registration fee is required.


REGISTRATION DESK

o Keep the desk open at all times necessary to the convenience of attendees. If you have

scheduled a first Sunday morning tour, you are strongly encouraged to have your

registration desk open the first Saturday afternoon for those members arriving early so

they may pick up their convention registration package and tour tickets.

o The registration desk also needs to open on the first Sunday at least one hour prior to the

departure of your first Sunday tour.

o Recommended times for the registration desk to be open are:

▪ Day 1 Saturday 3 pm - 7 pm

▪ Day 2 Sunday 7 am until the tour leaves, then 2 pm - 7 pm

▪ Day 3 Monday 8 am - 8 pm

▪ Day 4 Tuesday 8 am - 8 pm

▪ Day 5 Wednesday 8 am - 8 pm

▪ Day 6 Thursday 8 am - 8 pm

▪ Day 7 Friday 8 am - 6 pm

▪ Day 8 Saturday 8 am - 5 pm

▪ Day 9 Sunday 8 am until the final tour departs, if offered

o You may request an Expected Arrivals List from the hotel front desk. This report lists all

hotel guests that are expected to arrive on a given date. Once all the people on the list have

checked in at the Convention Registration desk, you may decide to close the desk for the

evening. A contact phone number should be left at the Registration Desk when it is closed.

This will allow late arrivals to get their registration materials, as needed.

o Volunteer help is fine, but be sure that they understand all phases of the registration

process and can answer questions intelligently about any activities. Registration Desk

personnel should be knowledgeable about local geography, and information brochures on

special historic places, churches, parks, libraries, etc., should be kept at the desk, along

with area maps. These can be secured from the local Convention / Tourist Bureau. Keep

a highlighter pen handy to help the visitor find his way around town.

o When the registration desk is open a TCA member must always be p r e s e n t , and

security personnel should always be near the desk. Never leave inexperienced or young

family members at the Registration Desk.

SCHEDULE OF EVENTS

Have copies of the TIMETABLE (as previously printed in the Convention Flyer) reprinted and

available at the Desk. Make enough copies for your expected attendance. This gives you the

chance to make any last minute changes/corrections. Consider inserting a copy of the timetable

into the registration packets. Also, many hotels have video monitors throughout the facility and

will display the timetable on these monitors.


HANDLING OF ADVANCE REGISTRATION AT REGISTRATION DESK

Those who have pre-registered should be given preferential and expeditious treatment. DO NOT

ask these members to wait in line with those registering at the door. Make sure that your

registration packets are in order, easy to find, and are ready for prompt issuance. Current TCA

membership is mandatory.

o Open all registration packets and have the member confirm that everything that he/she

registered for is included. With the member observing, double check to assure the correct

number of tour/event tickets are in the packet.

o Have the member sign a receipt that everything was received.

o A computer is needed at the registration desk to make on site changes to existing

reservations.

“AT THE DOOR” REGISTRATION

Members registering at the door will need their current TCA membership card. If they do not

have a membership card ̧then look them up in the Membership List provided by headquarters. If

a problem arises, the Convention chair or the National President will resolve the issue. Print a

registration form for use at the door in a different color than used in the two prior mailings.

PHONE, WI-FI, PA SYSTEM, TWO-WAY RADIOS AT REGISTRATION DESK

The hotel and/or convention center can assign you a direct telephone number for the registration

desk (this is a convention expense). Publish the telephone number in the second Convention Flyer.

o Option is to purchase a throwaway cell phone that additional minutes can be added if

necessary. Determine if there is a free Wi-Fi area nearby or if there will be a charge.

o Vendors may require an accessible telephone jack in the trading hall for credit charge

card terminals. This is in the hotel contract.

o You should also plan for a PA system in the “trading hall”. This is in the hotel contract.

o A recent trend has been for the hotel and or Convention Center to have two-way radios

(usually six) for your use. This enables you and key members of your committee with

direct contact with the hotel staff.

o Your committee might also consider the use of “Family Radio Service (FRS)” two-

way radios for your own internal use. These FRS radios are available quite inexpensively;

require no licensing from the FCC, and come with no cell phone hassles. They can be

used for your supplemental security crew in the trading hall, Registration Desk, and key

committee chairs to keep everyone in touch with each other. These radios are sold in

pairs and are available at discount or electronic retailers.

o Since almost everyone carries a personal cell phone these days, consider publishing a list

of committee members with their cell phone numbers and distribute to those that may need

to contact any of your committee members.


REGISTRATION DESK BULLETIN BOARD

o Have an information bulletin board in the registration area to post schedule changes,

messages, ticket exchanges, etc.

SECURITY AT REGISTRATION DESK

o The Security Chair is in charge of assuring a security person is assigned to, or near,

the Registration Desk at all times.

CONVENTION BADGES

o 3” x 4” size is best. Use a badge holder. Stick-on badges are cheap, look cheap, and don’t

do the job. Keep the badge as clean as possible; don’t make the logo, if used, so dark

as to make the badge unreadable. Include convention name, registration number, city,

state, registrant’s name, TCA number, and home city. Print the name AS SUBMITTED

on registration form. Different color badges can be used for members,

spouses/companions, and children, if desired.

BABY SITTING INFORMATION

o Information should be at the Registration Desk for those who wish to make arrangements

with the hotel.

REFUNDS

Refunds to members for their inability to attend the convention (or go on a specific tour) should

be handled on a case-by-case basis. Include a statement on refunds in your published materials.

However, remember to treat members fairly and maintain some flexibility if they provide a

reasonable explanation in requesting a refund.

o There will be NO refunds of the registration fee. This is an expense to the convention

and is used to cover administrative expenses.

o There should be no refund on tour tickets, unless the tour is sold out and you have a

waiting list of members to purchase the ticket. If the tour is not sold out, have the

member place the tour ticket information on the ticket exchange bulletin board. This

exchange is strictly between members, the convention staff is not involved outside of

providing the bulletin board.

o Refunds should be made after the convention because of the stress on registration and the

treasurer. If deemed necessary to act more expeditiously, consult with the Convention

Registration Chair, Convention Chair or Treasurer. If it cannot be easily and fairly settled,

it should be referred to the Convention Guidelines Chair, National Treasurer, or National

President.


CONVENTION TREASURER

The Convention Treasurer is responsible to both the Convention Committee and the National

Treasurer. The National Treasurer’s signature shall be included on all Convention accounts. The

Convention Treasurer shall submit the final report as soon after the convention, but not later than

August 31, following the convention. T he National Treasurer shall take such steps as are

deemed necessary to assure that the report is received by the due date.

Your Convention Treasurer will need to work closely with your Registration Chair, the TCA

Convention Guidelines Chairman and the National Treasurer. They should possess solid computer

skills, be comfortable using email, and be capable of timely and accurate record keeping and

reporting. Due to TCA’s Patriot Act compliance, they will be provided guidance on accounting

practices that must be followed.

INSURANCE

o Liability insurance is provided by TCA National. Request a certificate of insurance

from the National Business Office.

o Additional insurance is necessary for trips and other outside entertainment.

o Be sure everything is covered. Ask for assistance if you are not sure.

CONVENTION PUBLICITY CHAIR

The General Chair and the Publicity Chair should be on the alert to control publicity in a manner

to promote the interest of members and the Association.

o Remember that Convention Hotels or Convention Centers should carefully promote the TCA

Convention in their press releases, as the National Convention is not open to the public

except the Public Displays and the Trading Hall, at the discretion of the local convention

committee.

o The Convention Publicity Chair should work closely with Convention Hotel(s) or Convention

Centers promoting public viewing of displays, layouts and seminars.

o Remember, you are now permitted to allow the public into the Trading Hall. If you elect to do

so, be sure to include this in all advertising.


PUBLICITY / PUBLISHING SCHEDULE - ONE (1) YEAR TO GO

October 1, prior to Convention:

o Contact The TCQ (The Train Collectors Quarterly) Editor for April TCQ color front

cover information.

o Contact Publications Editor for January, March, and May National Headquarters News.

o The color cover copy for the January National Headquarters News is due in the

National Business Office by November 15.

o Arrange with Eastern Division for a table for October York.

November 1, prior to Convention:

o Is the Convention Brochure finalized and ready for printing in January newsletter? (See

CONVENTION BROCHURE BELOW)

o Send copy to Guidelines Chair for review by the Convention Committee.

January 1, prior to Convention:

o The color cover copy for the March National Headquarters News is due in the TCA

National Business Office by January 15.

o Second Convention Brochure will be updated with changes ready for printing in the

March National Headquarters News.

o (See CONVENTION BROCHURE BELOW)

February / March prior to Convention:

o National President and Convention Guidelines Chairman will visit the hotel site to

review the Convention planning and meet with your Committee.

March 1, prior to Convention:

o Third Convention Brochure update with last minute changes and additional information

ready for printing in the National Headquarters News.

o (See CONVENTION BROCHURE BELOW)

April 1, prior to Convention:

o Arrange with Eastern Division for a table for April York.

o Have registration forms, brochures, and travel information to help members decide to

attend. Recent conventions have provided onsite registration at York.

June 1, prior to Convention:

o Contact The TCQ Editor for October printing. They will need pictures and your convention

story for the post-convention issue.


CONVENTION BROCHURE

The design, layout, and tour information is the responsibility of the host convention committee.

The first convention brochure will consist of about eight pages of which one will be the convention

registration form.

o Materials MUST be in the N a t i o n a l Business Office by November 15 for

inclusion in the January National Headquarter News publication.

o Second brochure, in different color, and reduced to four pages MUST be in the

Na t io na l Business Office by January 15 for inclusion in the March newsletter.

o The third brochure contains additional information and changes about the convention and

MUST be in the National Business Office by March 15 for the May newsletter.

o The cost for the printing and mailing of these Convention Brochures is charged to the

National budget.

o Every Newsletter will contain the convention dates.

o National will allow the host Division(s) for the National Convention to place a one page,

one-time, full page, black and white ad in the National Headquarters News, provided that

the ad is related to the Convention and/or fundraising for the Convention. The ad may be

placed in either the September or November issues but cannot be published before July 1

of the year before your Convention. This ad may appear at the same time as the National

Convention Car program advertising.

o Additional registration forms in a third color should be printed locally. These are for use

at the Registration Desk, to identify “AT DOOR” registrations.

o Print the names of the Convention Chair and/or Co-Chair, Treasurer, Registration, Tours,

and Hotel with telephone number, and email address.

o Indicate the Phone number at Registration Desk, if applicable.

o Show unloading areas on any maps.

o Show where the tours will originate on any map.

NOTE: Your convention logo will appear on all printings, including the convention brochure. Be

sure that it is professionally designed and will reproduce clearly when reduced for printing.


REGISTRATION FORM The registration form, like the Convention Brochure, can best be prepared using examples from

past conventions. The Convention Brochure should be reviewed by Convention Guideline Chair

before printing.

But for emphasis, the Registration Form should include:

o A notation that all TCA members, men, women, and spouses must pay full registration

o A notation that a spouse who is a member cannot attend as a family guest.

o An indication that an Acknowledgment will be sent if member includes an addressed

postal card, stamped self-addressed envelope or an email address.

o The names of the Convention Chair and/or Co-Chair, Treasurer, Registration, Tours,

Hotel, telephone numbers and email addresses.

o Hotel and Convention Registration is available online. If using credit cards, make sure

you have tested the system.

o Double check that you do not have conflicts with arrival and departure dates and times.

o Be sure to include the phone number at the Registration Desk, if applicable.

LOCAL PUBLICITY, PRINTING AND SIGNS

There are a number of items that you will find useful to have printed, including:

o Convention letterheads and envelopes

o Registration Badges: 3” x 4” size is preferable with names in large readable type.

o Tickets: All tickets should be printed with function name and be serially numbered, with

stubs for control. Tickets are needed for:

o Banquet Tickets Adult/Children’s

o Tours

o Auction Tickets and Auction Flyer

o Raffle Tickets

o Door Prize Tickets

o Special Activities Tickets

Signs: All signs are to be professionally made.

o All signage and location of easels need to be approved in advance by the property. If a

banner is going to be used, prior approval from the hotel is required, and there may be a

fee for hanging it in the desired location.

o Place informational and directional signs in all areas where appropriate, both inside

and outside the hotel/motel/exhibit hall.

o Road signs are appreciated and helpful, but permission from local authorities may be

necessary.

o Internal signage for the Hotel will be provided by National. These cover most of the

requirements for your convention. The complete list of signs, with samples, is shown on

the following page.


SIGNAGE

The following banners and signs will be supplied to the host division.

BANNERS

The banners are printed on vinyl-coated fabric. They are 72” x 24” and have grommets to make

it easier to hang.

SIGNS

The signs, shown below, measure 22” W x 28” H and must be placed on an easel. They are printed

on white Coroplast (corrugated plastic) sheets. There are two (2) of each sign, except for Tour

Departures, which has three (3). Additional signs may be added as needed.

The white space at the lower portion of the sign will accommodate the addition of directions

arrows, included with the signs, or other descriptive information about where the event will take

place (e.g. 2nd Floor). The directional arrows have Velcro on the backs, so it is just a matter of

attaching the direction arrow to the sign. Additional directional information can be printed as

needed. Contact the National Convention Guidelines chairman to arrange special descriptive

information.

The signs are reused each year and must be returned to the National Business Office or forwarded

to the next convention host division when you convention is finished. Please let the Guidelines

chair know if any of the signs need to be replaced.


SECURITY CHAIR AT CONVENTION SITE

Basic security should be provided throughout the convention dates. Hopefully you have a member

that is or has been in police work. Arrange for guards to be available during peak times.

Additional security may be necessary, using committee members. Outside security in the parking

areas may be advisable if not provided by the hotel. You know your local conditions. A security

person should be at the Registration Desk at all times, at the unloading areas, and in the trading hall

after they close.

TRADING HALL CHAIR

The “trading hall” should be adequate for the expected attendance, open, secure, and in one room

if at all possible. Consider the following:

o The number of tables required has been averaging about 45-55% of the TCA registration.

o Keep in mind that many members will want more than one table.

o The hotel contract may provide for tables and chairs at no cost.

o If not, contact a local vendor to supply tables (usually the hotel/conference center has

enough chairs) deliver, set up, take down and return.

o Table covers are required and must be fire-retardant.

o Move in is Thursday. Provide as much information as you can as to the unloading area

location (map is helpful), parking restrictions if any, and where to park after unloading.

o Assigning specific times can be very helpful. Provide information about moving out,

restrictions if any, time, and where to load.

o It is important to note that “trading hall” at the National Convention shall not open before

Friday A.M.

o Loitering in the trading hall area is NOT permitted after the sellers have set up their table.

o Some conventions have allowed early unpacking for dealers while others have not. If a

convention chooses to go this route, they should have a check off on the registration form

for dealers who wish to have early unpacking privileges. The check off should also

include a place to enter their sales tax number as proof of their dealer status.

o In compliance with state and local laws, the TCA must advise members to have a valid

sales tax certificate in order to purchase tables in the trading hall, in states and localities

that apply sales tax to items typically sold in the trading hall. TCA will not ask to see their

certificate, but it should be in their possession and prominently displayed on their table.


RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS

o Raffle prizes should be a moneymaking item, or at least, self-supporting.

o Quality of raffle prizes and how hard the chances are pushed determines an amount that

can be put in the income column.

o Remember that the winner(s) are entitled to the raffle prize even if they are not present.

o For Raffle prizes shipment may be necessary.

o Door prizes should be as many as necessary to look good in relationship to the number

of members expected to attend. Ask and you shall receive. Don’t miss any potential

source.

o Many of the advertisers in the annual Directory of Information and in the newsletter are

happy to make donations (and some are not). Acknowledge each donation by letter before

the convention.

o Door prize drawings should be held in a manner to provide as much exposure as

possible to the event. Some conventions post the winners name or ticket number, and if

the prize is not claimed by a certain time, then a re-drawing is done.

o Door prizes are given away at the end of the Membership Meeting on Saturday afternoon.

The host Division should provide at least three door prizes for this function.

o Generally, all door prizes are given away at the convention. None are mailed (as with

raffle prizes). Door prizes can be given away at every function; this also increases

exposure for the donors.

o The sale of Division Convention Souvenirs is optional, needs to be train-related, and

needs to be developed by the Division Convention Committee at no cost to National.

o If requested, the Office Manager at the National Business Office, in conjunction with the

Education and Museum Committee Chairperson, will make every effort to provide display

space at the Headquarters/Museum in support of the Division fundraiser and convention

publicity. Preference shall be given to the next upcoming convention committee. If you

elect to utilize space at the National Toy Train Museum, you must have your display items

ready before July 1, otherwise the display space will be used for other purposes.

o Past conventions have provided railroad figures, station platforms, special cars, and have

proven to be worthwhile endeavors.

o The Board of Directors has approved the use of the TCA Logo on convention souvenirs.

o You are highly encouraged to contact the TCA Office Manager at the National

Business Office for high-resolution graphics and proper use and colors of the logo.


TOURS AND TRIPS CHAIR

You should plan for a full week of tours that feature your local attractions. Where would you or

your committee take out of town guests?

o We have contracted for a special room or rooms for tours to load out each day. The room

will have enough seating for each tour and assembling in this room is required. This makes

loading the bus much easier. The name and destination has been checked making for an

orderly boarding of the bus.

o Sunday and Monday tours are becoming popular and the same tour can be offered later in

the week for those who do not come early to the convention.

o Wednesday dinner trips are very popular

o Trips on local rail excursions are very popular.

o Friday evening has long been associated with member layout tours.

o Consider the distances involved in traveling to a layout that is out of the immediate area

to see if it can be combined with other tour attractions in the vicinity.

o Your tour tickets should be printed and numbered. Numbered tickets give you CONTROL.

It will enable you to check in all members as they board the bus for the tour and can be

used to award door prizes, if desired.

o Tickets are handled by the Printing / Publicity Chairman.

o Tours must be budgeted to show a profit.

o Keep a close watch on the bus tours for adequate advance reservations to support the

costs of the bus and act to cancel out tours that are not going to be successful.

o All buses MUST HAVE bathrooms and air conditioning.

o All buses having video capabilities for movies on long trips would be a big plus.

o Long trips should include bottled water and food considerations.

o Contracting with tour and/or bus companies is complex. Be sure to discuss this with prior

Convention Tour Chairs and the Convention Guidelines Chair

o Remember The Annual Membership Meeting will be held at 2:00 pm Saturday. Therefore,

all Tours and off-site activities must end by 1:00 pm to allow members to attend the

meeting.

KIDS CLUB CHAIR

The Kids Club Convention manual is available online from the TCA website for you to download.

o If the Division/Chapter does not have an active Kids Club, then start one.

o Allow ample space and let the future of the hobby have as much fun playing with trains

as you did when you were younger.

o We often find our older members having second childhoods and enjoying the area as

much as the youth.


AUCTION CHAIR

o Member Auctions have been losing interest, and may not be wanted. Check with your

table holders to determine interest.

o An experienced auctioneer, knowledgeable in trains, is essential.

o Have a limited number of lots; about one hundred is a good figure. At one per minute,

this means about one hundred minutes. A comfortable length of time for browsing should

be allowed.

o The Auction is usually held Saturday morning, and is limited to convention registrants

that are TCA members.

o The Auction must be conducted on the premises of the convention site.

o A $5 (five dollar) fee for each auction ticket should be high enough to keep out junk.

o Adequate record-keeping is essential.

o Auction rules must be published and be available at the Registration Desk. TCA auction

rules apply.

o THIS IS A NO RESERVE AUCTION.

o All sales fall under the hammer.

o The sample auction ticket at Attachment B will minimize design work.

DE-ACCESSED ITEMS FOR AUCTIONED (Board of Directors June 2017)

o A minimum of 50 and up to a maximum of 100 lots of de-accessed items

o The Chairman of the National Toy Train museum will work with the Chairman of the

Convention to secure a room, tables, chairs and other items needed for the auction.

o They will set a time on the last Saturday for this auction to take place.

o The time and place of the auction will be published under National Convention

Schedule of Events

o The Chairman of the National Toy Train Museum or designated member of this committee

will oversee this auction


PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR

Past conventions have created breathtaking static and operating displays. This is where the public

will be directed, and your outside publicity will create the desire to see “what’s going on”.

o Display location should be away from the “trading hall,” close to the public entrance, and

in a secured area.

o The public space will be used for operating displays and train manufacturers’ displays.

Space requirements need to be assessed as you develop your convention plans. The

square footage varies from 10,000 to 15,000 depending on the facility. Check with hotel

about using foyers for displays.

o All public areas for Manufacturers and layout displays are part of our educational

exemption under section 501(c) (3) of the Internal Revenue Code.

o There is no admission charge.

o There will be no exchange of merchandise, money, or orders taken in these areas.

o Donation jars are acceptable for non-profits, raffle tickets are not.

o Honorariums or other payments for displays are prohibited.

o Send a letter to manufacturers to determine their interest and how much space they will

need for their displays. Personal contact is highly desirable.

o Seminars - The host Division/Chapter will notify potential presenters of the seminar day

or days available and will give them a choice of times. The presenter will select their

preferred time and notify the host. The National Convention will provide only the room.

Be creative and look for interesting topics. The public should be invited. One of our

responsibilities is to educate the members and other interested persons in all facets of

train collecting. Remember, TCA is a not-for-profit organization.


DIVISION/CHAPTER WELCOME PARTY CHAIR

The Division/Chapter Welcome Party is NOT a requirement for a convention. If you proceed:

o A Welcome Party it is usually held on Wednesday or Thursday evening.

o The Welcome Party can be a great social event and the general membership looks

forward to seeing friends and making new acquaintances.

o THE WELCOME PARTY IS A DIVISION/CHAPTER EXPENSE. It is not to be charged

to the convention!

o All proceeds from the Welcome Party will go directly back to Division/Chapter accounts

to help pay for its cost.

o The Welcome Party may, or may not, be part of the contract with the hotel. Check with

the Convention Guidelines Chair.

o You will need to plan ahead for this party and start Division/Chapter fundraisers as soon

as you commit to the convention.

o Past conventions have found that members MUST register for the Welcome Party and no

tickets will be sold at the convention.

o It is absolutely necessary to know the number that will attend so that you can control food

quantity and cost. Portion control has become a major issue and you should consult with

past convention Welcome Party/Banquet Chairs to see how they managed it.

o Do not agree to pay by the plate! Only pay for tickets collected.

o During most Welcome Parties there are numerous silent auctions, the amount only limited

to your own resources, but keep it manageable.

o Advances from the National TCA cannot be used to fund any activities, food, or auctions

held in conjunction with this event.

CONVENTION BANQUET CHAIR

o Convention Banquet Chair is in charge of all food & beverage services for the Division

activities and events, including (but not limited to) the Welcome Party and the Board of

Directors Dinner and the Banquet.

o The menu for the Saturday Night banquet and the menu for the Saturday night Children’s

banquet are already contracted when the hotel contract is signed.

SATURDAY NIGHT ADULT CONVENTION BANQUET AND PROGRAM

o Banquet meal choices have been contracted with the Hotel.

o Meal choices are two or three meat choices and a vegetarian dinner option.

o Need to determine the number of cash bars to be moved into the banquet room after the

social hour.


TABLE RESERVATIONS FOR GROUPS

Table reservations assure a very orderly system, and every one attending the banquet has a

guaranteed seat. Advance table reservations have worked out fine at past conventions.

o At t h e R egistration Desk or the National Store, starting on Thursday, have a t a b l e

s e t u p w i t h a diagram of the banquet hall indicating all the tables by number.

o Banquet table reservations will be accepted when a member has (10) ten banquet tickets

to reserve an entire table.

o Be sure to include the Banquet Reservations, with times and location, in the Schedule of

Events so the members will know where and when to reserve their seats.

SINGLE RESERVATIONS FOR TABLE ASSIGNMENTS

o All banquet seats should be assigned in advance.

o Check to make sure you have everyone accounted for the banquet.

STARTING TIME & CASH BARS

o 6:00 PM to 7:00 PM for a social hour is the usual starting time to allow your guests time

to arrive prior to the banquet.

o During the pre-banquet social period, have cash bars in several locations to spread people

out and cut down on the rush when the doors open.

o Figure one bar per every 200 persons registered for the banquet.

o Try to negotiate with the hotel to keep the prices reasonable, especially soda, beer, and

wine.

o These cash bars must be outside the banquet room for the social hour and will move into

the banquet room once the doors are open.

o They should be part of your food and beverage contract negotiations with the host hotel.

EARLY SEATING FOR SPECIAL NEEDS MEMBERS

o These members should have been identified during the “advance table reservation” process.

If possible, try to have them enter the banquet hall from a different door than the general

membership. Start early seating at 6:45 p.m.

HEAD TABLE

o Seating at the Head Table will be provided for the following along with their spouse:

National President, President-elect, Vice President, Secretary, Treasurer, Past President,

Host Division President/Chapter and/or Host Division/Chapter Convention Chair, and

National Convention Chair. (See Attachment C) on page 37.

o Usually, the host Division/Chapter President or Convention Chair will act as Master

of Ceremonies. But you may select any member that has excellent public speaking skills.

o Remember to make place cards for everyone at the head table and be sure to introduce the

head table. Keep things moving!!!


BANQUET TICKETS

o Color coded banquet tickets, with a stub, make it easy for the wait staff to know what

members have ordered.

o Arrange to have the tickets picked up by the wait staff.

o Pay on the number of tickets collected.

o Object strenuously if an attempt is made to collect tickets at the doors.

CHILDREN'S BANQUET

o A special room has been reserved through the hotel contract for the Children’s Banquet.

o This is close to the Adult Banquet room, which is desirable.

o The menu therefore has been set two years out. This is a dinner menu, not fast food items.

o A child care professional needs to be utilized to plan activities and keep the interest of the

children.

o Set age limitations (e.g., 3-10) to make the program more workable.

o Make the room special and different.

o Be sure to have ADULT SUPERVISION during the entire time of banquet and activities.

BANQUET PROGRAM - THE PROGRAM IS TO BE WORKED OUT WITH THE

NATIONAL PRESIDENT AND HOST DIVISION/CHAPTER.

o Confirm with the Hotel Banquet Manager that adequate wait staff is on duty and can get

everyone served quickly.

o Welcoming remarks by the Master of Ceremonies

o The opening of the banquet program should include:

o The Pledge of Allegiance

o A moment of silence

o Invocation, if desired

o Introduction of the Head Table

o Introduction the Charter Members or other VIP’s.

o DO NOT LET THE PROGRAM DRAG. Some recent conventions have been terrible.

o Do not try to name every person in your “thank you,” if for no other reason than

someone will be missed.

o Worthy of note might be who h a s traveled the farthest or a member that has the

largest family, oldest member, etc.

o As soon as everyone is through eating, turn up the lights, and start the auction.

o At the conclusion of the banquet, the National President may have a few remarks.


BANQUET AUCTION

This auction is very popular and is a good source of income to support the convention budget.

The program is to be worked out with the National President and host Division/Chapter.

o Solicit highly desirable items.

o Start as soon as possible after dinner has been completed.

o Any items sold shall be determined to have the value of the common item, which it

represents, as required by the Internal Revenue Code.

o The banquet auction will be limited to 20 high quality items, including your prototypes.

o Prior to starting the auction, have the lights turned up so the auctioneer can see the

bidders.

o Have at least one “spotter” for every one hundred people. It is very important to

recognize and identify the person with the last bid so there is not confusion as to who is

the successful bidder.

o NOTE: Banquet auctioneer should carefully identify or “advertise” the donor of the each

item.

AUCTION PROCEEDS

Proceeds from an auction, held during the annual National Convention Banquet, are to be

shared equally (50/50) with the host division or chapter, after all costs to National have been

recovered.

o No money from Convention car sales or from items or events considered to be National

TCA projects is to be taken into consideration in determining profit or loss of the

Convention.

o The National Treasurer, after consulting with the Convention Treasurer, will determine

the amount, if any, to be paid to the Division(s).

o No funds shall be paid to the Division(s) until the Convention accounts are completed

and the National Treasurer has approved payment.

o The convention must show a profit in order for any portion of the auction proceeds to be

paid to the host division/chapter.


CONVENTION WEEK

MEETING SPACE AND EVENTS

ROOM FOR BOARD OF DIRECTORS MEETING

o The meeting room for the Board of Directors Meeting has been reserved from Tuesday

through Saturday, 8:00 am to midnight, to cover the Board of Directors meeting, the

Membership meeting, the rump session, and the members’ meeting - see note below. This

is a part of the hotel contract.

o The Board Room is available on Friday for seminars or other functions.

o The Board Room meeting room is large enough and set up to accommodate breakfast in

the room, coffee service in the morning and refreshment in the afternoon.

o The Board Room is set up with 8’ x 30” conference tables arranged in a U-shape with

seating for eight (8) across the U and a balance of approximately 11 seats on each leg.

(See Attachment C, page 37)

o The open end of the “U” should face toward the entrance, with chairs for 50 to 75 members

who may want to attend. Room arrangement will be set up by the National Secretary.

(See Attachment C)

o Sound equipment for the Board Room will be provided by the National Business Office.

o Please provide the National Secretary with the name and telephone number of the person

in charge of A/V for any requirements not met by the sound system owned by the TCA.

o Food & Beverage service for the Board Room and Lunch service has been contracted

with the Hotel. This service is for the Board of Directors, not for the convention staff.

ROOM FOR NATIONAL BUSINESS OFFICE/NATIONAL SECRETARY OFFICE

o A secure room available twenty-four hours a day has been assigned.

o Required equipment needs will be determined by the National Secretary.

o Special emphasis should be on co-sharing internet and telephone services to minimize

costs to the convention budget.

o All expenses for the National Business Office and the National Secretary’s office will be

billed to the National Account.

ROOM FOR MEMBERSHIP MEETING

(Last Saturday of the convention at 2 PM)

o Our Bylaws require that the annual membership meeting be held at 2:00 pm on Saturday

and under the authority of the National Secretary, with all arrangements worked out with

the National Officers.

o Rules and Regulations Section 200-11 will determine the site for the Annual Membership

Meeting one (1) year prior to the convention. (Board of Directors Revision June 2016)

o All scheduled activities must end prior to the membership meeting.

o The room should seat 150 theater-style, or fewer depending on expected attendance, with

tables in front for the National Officers.

o This room should have the same sound and recording equipment as the boardroom.


o Use theater type numbered tickets for the meeting to count members. These tickets will

be used to determine a quorum.

o These numbered tickets will also be used for drawing of attendance prizes.

o The host Division/Chapter needs to provide attendance prizes.

o Following the membership meeting, the BOD will hold a rump session.

o This room needs to be available from noon to 6:00 pm on Saturday.

o Any costs are billed to National, and all arrangements require approval from the National

Secretary.

o This room could work out to be the auction room on Saturday morning, if an auction is

planned.

ROOM FOR DIVISION/CHAPTER OFFICE

This is the command center for your convention. Volunteers are giving their time and we need to

take care of them. Keeping volunteers on-site is crucial to keeping the convention p roperly

staffed.

o A secure room available twenty-four hours a day has been assigned.

o The Division/Chapter office is used for volunteer check-in and check-out, to know who

is working, if you are short staffed in any area, and storage for special attire, (i.e., caps or

vest) used to identify your volunteer staff.

o This becomes a common pooling area and you should provide break items like coffee,

snack items, soft drinks, and sandwiches for the volunteers.

o Be sure to budget this expense.

o If there is a charge for parking, the best rate has been negotiated. Check with the

Convention Guidelines Chairman as to how we will handle this.

o No volunteer should have to pay parking expenses. Be sure to budget for this expense if

needed.

TRANSPORTATION

Moving supplies and materials around may require the rental of a van or step van to transport

materials. Please check if any member can assist with this need. Plan ahead, and keep rental to

a minimum. This is a convention expense.

LOCATION FOR MOVIES AND VIDEO

This is becoming very popular with the membership. Try to arrange for a large screen TV in an

area with comfortable chairs where members can gather and watch and visit. Or, a separate room

might be provided for showing of videos throughout the day.

LOCATION FOR DIVISION/CHAPTER STORE

This will be your last opportunity to sell any branded merchandise from your convention.

o Your room has been contracted for and is located close to Registration and the other

stores.


o Electrical, phone, and internet have been arranged. Check with the Convention Guidelines

Chair for information.

LOCATION FOR NEXT CONVENTION STORE &INFORMATION BOOTH

The National Convention host Division/Chapter has a room reserved for your use. National

Convention Chair will provide you with specific information.

o Check with the current Division store for times of operation.

o In addition to selling any of your promotional and fund raising items, please bring

information for the city and any tours you already have planned.

o Someone should be available with a good working knowledge of your city to answer any

questions members may have. This is your first opportunity to invite members to your

convention, so the more information you can provide, the better.

LOCATION FOR TCA NATIONAL STORE

The National Convention host Division/Chapter has space reserved for your use. National

Convention Guidelines Chair will provide you with specific information.

LOCATION FOR - NATIONAL BUSINESS OFFICE INFORMATION TABLE

o The host Division/Chapter at the National Convention has provided information tables

for the National Business Office close to the entrance to the Public Displays and/or the

Trading Hall.


ATTACHMENT A - GENERAL INFORMATION

Finding a suitable facility that meets the requirements of the National Convention and is attractive

to members and their families is a real challenge. When considering locations for a convention

consider these items and be sure to include information in your convention letter of intent.

FACILITY LOGISTICS / ACCESS

o Why are we at this location? Is there a better, more desirable location?

o Is it large enough to hold meetings, trading hall, and the banquet, with reasonable room

rates?

o What is the main attraction that will make members want to come?

o Is it close to Interstates and convenient to alternate transportation?

o Is this convention affordable? Will families want to come for a vacation?

o What is there to do around the convention hotel and/or convention center within walking

distance?

o Are there restaurants within walking distance from the hotel? Parking?

o Parking for RV’s: Where can they park and what is the cost?

o Handicapped parking and public parking.

o Is this the very best choice? Do we have other options?

TRADING HALL

o Does this location meet the Americans with Disabilities Act?

o How do you get back and forth to the Trading Hall?

o Can trains be loaded and unloaded conveniently?

o Are there any union problems?

o Any special hall restrictions?

o Fire Department regulations? Who contacts the Fire Marshal?

o Security inside and outside?

o Parking for trucks, vans, and trailers, and cost of same.

PURPOSES OF A CONVENTION

o Provide a n opportunity for members from around the country and around the world

to attend a convention.

o Exposure to a variety of trains not normally seen at Division and Chapter meets;

many members hold special items for the conventions.

o To give sponsoring Divisions/Chapters an opportunity to build membership prior to

the convention. o Bring to different areas the annual meeting of the Board of Directors.

o Opportunity for member participation in the affairs of the Association at the Annual

Membership Meeting.

o Strengthen the Association through added time for fellowship and family participation. o Opportunity to add something new to your collection.

o Opportunity for public exposure to train collecting, enhancing our tax-exempt status.


ATTACHMENT A - GENERAL INFORMATION

EXHIBIT HALL AND SPACE PLANNING

o TCA Convention attendance has continued to grow and based on membership

projections and geographic location, you should develop an expected need for exhibit space

and tables.

o With membership attendance of a least 1,000 (plus family members), the plan could be for

the exhibit space to be in the Convention Center and the Banquet and Board Meeting to be

in the adjacent Hotel Facility.

o The Exhibit space consists of the “Trading Hall” table area, plus adequate space for

Operating Layouts, Train Manufacturers Displays, and possibly a train theme exhibit

by the host Division. This later portion should be accessible for public viewing.

o The problem with trying to combine Convention Exhibit space and Banquet or Meeting

space in a hotel facility is that most simply do not have adequate space to accommodate

all the functions. Usually, hotel exhibit space is also the space they use for their banquets

and they may try to convince you that they can do both with the early teardown of the

exhibits for a banquet set-up. This is not an acceptable solution.

o Please refer to the registration statistics provided for the recent historical attendance

factors at the various convention cities, and develop your projection for member space

needs.

o Exhibit Hall Space: The “trading hall” should be adequate for expected attendance,

open, secure, and in one (1) room, if possible.

o The Manufacturers’ Displays, Operating Layouts, and possibly a special train theme

exhibit should be in space that is secure and easily accessible for public viewing.

o Requests for Trading Hall tables have been about 45% to 55% of the TCA member

registration.

o Example: If we use 40 sq. ft. per table for our current average of 600 6’ tables, that comes

to 15 sq. ft. for the table + 24 sq. ft. for an 8’ aisle in front of the table =23,400 sq. ft.

Adding space for 3 cross aisles (4,800 sq. ft.), and some reasonable entrance and

loading space (2,500 sq. ft.), it will add up to 30,700 sq. ft. This is a very minimum space

estimate, and does not allow for expansion.

o Chicago consisted of 54,000 sq. ft. of Trading Hall area, not including the display area,

which contained very adequate space for 840 tables. This equaled 65 sq. ft. per table.

o In planning for a successful event, build in the option for expansion of the table space

as it may become necessary. Tables should be limited to 3 to 5 (max.) per registered

member with a provision for the tables of several members to be together upon request

(mailed together).

o In addition, the convention will need a meeting room for the Annual Board Meeting

(separate location) and adequate space for the Saturday Evening Banquet. Space for an

Auction on Saturday and for the Saturday Annual Membership Meeting must be planned.

Both of these two items are best accomplished if they are located adjacent to the Trading

Hall Area.


ATTACHMENT B - SAMPLE AUCTION TICKET

DESCRIPTION OF LOT

Number of PIECES

NO RESERVE NO MINIMUMS

No. 035

PURCHASER’S TICKET

PAID $

No. 035

OWNER’S TICKET

No. 035


(4)

8 x

30”

Ta

ble

s

(4)

8’

x 3

0”

Ta

ble

s

ATTACHMENT C - ROOM SETUPS

PAGE 1 OF 3

Standard Board Room Set-up

(3) 8’ x 30” Tables

Past

President

Vice

President

President

Elect Parliamentarian President Secretary Treasurer

Office Manager

METCA

Sound Mixer

Digital Projector

Microphones (17)*

Atlantic

Midwest Cottonbelt

NETCA Desert

Nor-Cal Dixie

Ozark Eastern

Pac-NW Fort Pitt

Rocky Mt. Great Lakes

Southeastern Keystone

Southern Lakes & Pines

Western Lone Star

MICROPHONE (on stand)

Theater Seating for 50 (Minimum)

----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- --- -----

----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- --- -----

----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- --- -----

----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- --- -----

----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- ----- --- -----

Minimum Space Requirements = 35’ x 35’ *Two Division Presidents will share one (1) microphone.

NOTE: TCA will supply all microphones, Sound Mixer, Amplifier, Speakers, Digital Projector

and Screen. Do not contract with the hotel to supply these items.


ATTACHMENT C – PAGE 2 OF 2

Saturday Night Adult Banquet - Head Tables


ATTACHMENT C – PAGE 3 OF 3

TYPICAL BALLROOM SET UP FOR SATURDAY NIGHT BANQUET

Round Tables with Seating for 10

2 Tiered Risers, 36’ by 16’ Each

First-Tier Seating for 14 people, Second-Tier Seating for 12 people

10 – 6’ Display Tables in front of risers (for Auction Items)

American Flag (on stand) to left of Head Tables

Optional – State Flag to Right of Head Tables


ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS

Page 1 of 22

FORT PITT DIVISION 50th NATIONAL TCA CONVENTION JUNE 20–27, 2004

Room Block and Pickup Radisson Hotel, Monroeville, PA

Sat Sun Mon Tue Wed Thur Fri Sat Sun 19 20 21 22 23 24 25 26 27

Radisson 16 63 87 124 180 225 226 193 15 1,129

Comfort Inn 0 10 12 17 30 56 52 35 5 217 Hampton Inn 3 9 15 25 50 74 70 57 4 307

Holiday Inn 1 8 10 19 40 58 57 40 1 234

Spring Hill 4 13 15 21 41 51 51 40 4 240

Total room nights reserved 2,523 Total room nights occupied 2,127 Loss 16% TCA Membership June 31,125 5.4% Membership Attending Registration 1,698 Members Total including 255 Mbrs. Registered at door or 15% of registration

Guests 30 “Sunday Tinplate Talks” 216 Welcome Party 1,352 Banquet 1,221 Children’s Banquet 47

TABLES: 744 two day tables + 14 tables comp = Total 758

TOURS: Attendees by Division*

Monday open Houses 139 Division: Attendees % of Total

Total Tour Seats Sold 2,889 Atlantic 72 4.2% Cotton Belt 8 0.5%

Marx & Oglebay 111 Desert 36 2.1%

PA Trolley Museum 107 Dixie 17 1.0%

Horseshoe Curve, Museum 145 Eastern 283 16.7%

PNC Park & Carnegie Science 43 Fort Pitt 426 25.1%

Pitt Ducks & Station Square 90 Great Lakes 230 13.5%

Falling Waters/Seven Springs 200 Keystone 59 3.5%

Marx & Oglebay 120 Lakes & Pines 14 0.8%

Dinner Cruise 444 Lone Star 21 1.2%

Horseshoe Curve, Museum 172 Metropolitan 92 5.4%

Pittsburgh Zoo (Kids Club) 37 Midwest 97 5.7%

Duquesne Incline, Carnegie 280 New England 49 2.9%

Falling Waters/Seven Springs 97 Nor/Cal 19 19 1.1%

Grove City Shops/Amish 53 Ozark 19 1.1%

Pitt Ducks & Station Square 69 Pacific N. W. 17 1.0%

Friday Collection Tours 607 Rocky Mt. 18 1.1%

PA Trolley Museum 59 South Eastern 76 4.5%

Clayton & Frick Complex 118 Southern 39 2.3%

East Broad Top Railroad 120 Western 28 1.6%

Golf Outing 17 National Business Office 2 0.1%


Attachment D Page 2 of 22

PACIFIC NORTHWEST DIVISION 51st NATIONAL TCA CONVENTION JUNE 18–27, 2005

DoubleTree Hotel, Seattle Airport ( 206) 246-8600

Chelene Potvin - Convention Services Manager (206) 901-5929

Debbie Knutson - Reservations ( 206) 246-8600 ext. 4369 8:00 am -4:00 pm (m-f)

838 newly remodeled guestrooms, each 420 sq. ft. 12 Suites 850 rooms Convention Room Rate $109.00+12.4%= $122.52 (single, double, triple, quad) Comp rate: 1/40 cum

45 complimentary room nights

One two bedroom Presidential Suite June 18-27 smoking

One Parlor Suite June 18-27 1351-1352-1364-1375-1376 smoking

Three standard guest rooms June 18-27

Concierge Floor

Floor 13 1351 - 1376

Floor 12 1251 – 1278

Floor 11 1151 – 1178

Reserved VIP Block Corner Kings: 32 rooms 16/16 all non-smoking Room Block 1,940 Rooms

Room Block review April 08, 2005, Reduce block to 1543 rooms - 22% reduction

Function Space: Hold all space. 36,000 sq. ft.

Welcome Party 6/22

Parking $5.00/day

$16,000 Food & Beverage Contract Can be reduced by 22% or $12,480

Meeting set for Feb 28 (Mon) PNWD Meet Feb 27

(Sun)

Check with Brad as to his arrival & departure.

SeaPorts Pacific Grille

SeaPorts Lounge

Coffee Garden

Maxi’s Lounge



LONE STAR DIVISION 52nd NATIONAL TCA CONVENTION JUNE 18–25, 2006

Lone Star Division – San Antonio, Texas “Not Just a Convention – It’s a Destination”

Room Block and Pickup: Crown Plaza San Antonio Riverwalk

DATES: Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon

June 17 18 19 20 21 22 23 24 25 26 Block 10 50 75 125 175 250 250 175 0 0 Total 1110

Pickup 57 87 129 163 207 258 262 239 40 4 Total 1446

TCA Membership June 30,424 1.7% Membership Attending

Total Registration 526 Registration Fee - $32.00 after 5/1 $37.00

Welcome Party 580 @ $7.00 each Banquet Auction $12,650

Banquet 501 adults @ $49.00 Beef/Chicken - Salmon/Chicken - Vegetarian

Children’s Banquet 16 $20

TABLES: Two Day 160 @ $30.00, One Day 11 @ $30.00

TOURS: Total Tour Seats Sold - 1,332

Sunday:

Thursday:

Austin Flyer/LBJ Library 38 USS Lexington/Aquarium 68

Historic San Antonio Tour #1 46 Auto Museum & RR Memorabilia 36

Monday:

Friday:

G. H. Bush Library/Train Exhibit 67 Historic San Antonio (same as #1) 62

New Braunfels 34 Layout Tours 311

Tuesday: Saturday:

Live Steam & Wimberley 72 Mini Train Ride/Zoo 36

Railroading in San Antonio 63

Historic San Antonio (same as #1) 67

Country Train Ride 57

Wednesday: Sunday

LBJ Ranch/shop& WWII Museum 83 Golf Hill Tournament 11

Homesteads, Art, Gardens 56

Dinner & Western Dance 181


Attachment D

Page 4 of 22

ROCKY MOUNTAIN DIVISION 53rd NATIONAL TCA CONVENTION JUNE 23–JULY 1, 2007

Westin Westminster Hotel, Westminster, Colorado

“RAILS IN THE ROCKIES”

Room Block and Pickup

DATES: Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon June/July 23 24 25 26 27 28 29 30 1 2

Block 68 117 132 166 187 308 308 28 29 8 Total 1650

Sold 92 118 149 195 233 265 266 230 73 0 Total 1621

TCA Membership June 29,946 % Membership Attending 2.30%

Registered Members ($35) 512 Registered Members ($40) 163 Total 675

Registered Guests ($35) 38 Registered Guests ($40) 9 Total 47

Spouses (Companions) 442 Children 111 ADA Assist 5

Welcome Party ($10) 629 Banquet Auction $14,125

Banquet Total 642 Prime Rib - 404 Chicken - 108 Fish - 127 Special - 3

Children’s Banquet ($39) 25

TABLES: 1 Day ($25) 34 1½ Day Tables ($30) 176

TOURS: $180,053 Seats Sold 2,380

Sunday June 24

Thursday June 28

Pikes Peak Cog RR 150 Georgetown Loop RR 143

Platte Valley Tour 34 Estes Park Tour 103

Monday June 25

Boulder, CO 24

Georgetown Loop RR 140 Lakeside Amusement Park 41

Estes Park Tour 39 Friday June 29

Boulder, CO 17 Colorado Springs 25

Tuesday June 26 Tiny Town RR Coors 20 Vail, CO 14 Evening at RR Museum 331 Rio Grande Ski Train 404 Kid’s Club Tour 19

Denver City Tour 28 Layout Tours 78

Lakeside Amusement 11 Layout Tours 99

Saturday June 30

Wednesday June 27 Platte Valley Tour 37

Platte Valley Tour 21 Boulder, CO 19

Vail, CO 48 Denver City Tour 47

Denver City Tour 16 Sunday July 1 Royal Gorge 84 Denver City Tour 10 Layout Tours 134 Royal G. FC Dome ($149) 62

Layout Tours 86 Royal Gorge FC ($124) 13

Royal G. CC Dome ($100) 58 Royal Gorge CC ($75) 28

Royal G. CC Dome ($100) 58

Royal Gorge CC ($75) 28


Attachment D

Page 5 of 22

NETCA DIVISION 54th NATIONAL TCA CONVENTION JUNE 21–29, 2008

2008 fact sheet NETCA 54th National Convention (revised 7/31/08)

“BETWEEN A LAKE AND A HIGH PLACE” - Sheraton Burlington Hotel & Conference Center

Room Block and Pickup (Sheraton Hotel, Convention Hotel, Doubletree & La Quinta overflow Hotels

DATES: Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon 28 29 30 June 21 22 23 24 25 26 27

Block 85 75 125 175 226 246 236 211 16 10 1,425*

Sold 78 127 147 176 218 239 239 204 49 1 1,487*

DoubleTree 25 34 38 52 69 81 81 68 23 475

La Quinta 6 10 11 18 20 23 23 23 21 6 161

Total Room Nights 2,123 *numbers do not add because left off 4 days pre & post block & pickup Sheraton Room Rate - $127; DoubleTree - $119; LaQuinta - $80 (no room blk @ DoubleTree or LaQuinta)

TCA Membership June 6

29,598 2.5% Membership Attending Registered Members ($25) 574 Registered Members ($30) 155

Registered Guests ($25) 23 Registered Guests ($30) 3 Spouses (Companions) 501 Children 90 ADA Assistance 1 Welcome Party ($10) 660 Dinner Cruise ($65) 414

Banquet ($55) Total 571 Prime Rib - 293; Turkey - 109 Fish - 157 Veggie Pasta - 12 Children’s Banquet $29 Total 21 Banquet Auction $12,215

Tables: 1 day tables ($15) sold 71 2 Day Tables ($40) sold 138

Tours $140,730 2,582 Seats sold

Sunday, June 22 Thursday, June 26 Ben & Jerry’s 27 Canadian RR Museum 95

Lafayette Train 158 Conway Scenic RR 232

Cabot Cheese 119

Monday, June 23 Canadian RR Museum 84 Friday June 27 Mt Washington Cog RR 182 Ben & Jerry’s 32

Cabot Cheese 41 Magic Hat Brewery 26

Quechee Antiques 18

Tuesday, June 24 Montreal Day Trip 124

Middlebury Rail 186 Dunham Studios 76

Ben & Jerry’s 47 Montreal Model RR 16

Quechee Antiques 90 Layout Tour 15B 105

Dunham Studios 76 Layout Tour 15C 101 Layout Tour 15D 80

Wednesday, June 25 Layout Tour 15E 89

Middlebury Rail 200 Middlebury Parlor Car 10 Sunday, June 29

Ben & Jerry’s 144 Delson & Model RR 65 Green Mountain RR 110 Mt. Washington Cog RR 49



DESERT DIVISION 55th NATIONAL TCA CONVENTION JUNE 27–JULY 5, 2009

JW MARRIOTT DESERT RIDGE RESORT & SPA, PHOENIX, AZ

Room Block and Pick Up:

Sat Sun Mon Tue Wed Thur Fri Sat Sun Mon

Dates: 6/27 6/28 6/29 6/30 7/01 7/02 7/03 7/04 7/05 7/06

Block: 86 126 158 191 238 277 273 238 60 12 1670

Pickup 86 126 158 191 238 277 273 238 60 12 1670 Arrivals 80 40 34 34 49 40 8 2 1 1 295

Departure 1 2 1 12 37 179 49 295

* Numbers do not add because of 4 days pre & post shoulder dates omitted for clarity Room block was negotiated to be floating number that equaled our pickup.

June TCA Membership 29,315 1.6% Membership Attending Registration (members) 467 Spouses/Companions 320 Guests 33 Children 95

Welcome Party 475 Banquet 460 Children’s Banquet 12

Trading Hall Tables Two Day Tables 152 One Day Tables 12 Banquet Auction $23,600

Tours: Total Seats Sold - 1,482 Tour Income - $130,035 Tour Expenses $120,764 Net $23,577

Sunday, June 28 Thursday, July 2 Verde RR 1st Class 46 Meteor & La Posada 37

Verde RR Coach * 43 Sedona & Pink Jeeps 72

Diamondbacks Game 28 Lt. Rail & Hall of Flame 28

Self-Guided Layout 77

Monday, June 29 Corona Dinner & Rodeo 177

Grand Canyon Parlor 60

Grand Canyon 1st Class * 74 Friday, July 3

Luke AFB & Challenger 32 Grand Canyon Motor Coach 9

Heard & Phoenix Art 15 Out of Africa 15

Golf Outing 8 Kids Club Tour 14

Gourmet Cooking Class 22

Tuesday, June 30 Live Steamers 41

Meteor & La Posada 48 Layout Tours 219

Desert Bot & Hall/Fame 16 Prescott Layout Tour 100 Saturday, July 4 Taliesen West 23 No Tours

Wednesday, July 1 Sunday, July 5 Grand Canyon Motor Coach 23

Tucson Day Trip 54 Verde Canyon & Din 1st Class * 39

Garden RR & Ftn Hills 85 Verde Canyon Coach * 41

Challenger Space 28

* (Adult & Child)



WB&A CHAPTER 56th NATIONAL TCA CONVENTION JUNE 19–27, 2010

Room Block and Pick Up: Sheraton Hotel, Baltimore, MD

Sat Sun Mon Tue Wed Thur Fri Sat Sun Revenue

Dates: 6/19 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27

Sheraton 130 160 200 260 300 350 350 300 50 2,130* $196,249

Revised Block 40 125 145 175 225 250 225 195 20 1,490*

Pickup 20 94 120 163 219 264 254 200 11 1,350*

Holiday Inn 75 100 120 160 200 225 225 200 50 1,395* $14,875

Revised Block 20 30 30 50 75 80 75 25 465*

Pickup 0 6 12 15 17 25 26 18 119*

Radisson 75 100 120 160 200 225 225 200 50 1,355* $7,224

Revised Block 5 16 20 20 24 25 25 22 5 162*

Pick Up: 0 4 5 6 10 11 12 8 0 56*

* May not add due to shoulder dates not shown.

Sheraton $129 +Parking $15. Holiday Inn $125 +Parking $18 Radisson $129+ no parking

June TCA Membership 28,881 2.9% Membership Attending

Registration (members) 569 @ ($45) 281@ ($49) Total 850

Spouses (companions) 479 Guests 16 Children 141

Welcome Party 524

Adult Banquet 541 Crab cakes 290, Chicken 52, Beef 197, Veg 2, Total 541 Children’s Banquet 17 Banquet Auction $ 10,450

Trading Hall Tables: Two-Day Tables 187 Booths (10X10) 6, (10X20) 3, (10X30) 2

Tours: Total Seats Sold 2,004 Tour Income $120,922 Tour Expenses Net

Monday, June 21 Thursday, June 24 St Michaels 36 Taste of Baltimore * 46

D.C. Stress Free 78 Zane/BSME Layouts 91

MTH/Lash * 100 Koehler/Train Room 47

Mystery Train * 50 B&O Railroad Museum 178 Strasburg Trains & PRM 28

Tuesday, June 22 Annapolis/Academy 47

Street Cars 63 MTH/Lash * 100 Friday, June 25 D.C. Moonlight 49 Street Cars 81

Hagerstown 49 Wine & Winding Roads 41

Annapolis/Academy * 53 Paca House & Gardens 21

Orioles Baseball 135

Wednesday, June 23 Taste of Baltimore 35

Baltimore Highlights 91 Mt. Vernon Estates * 55 Saturday, June 26 Trains & Trolleys 96 Art of Napkin Folding 31

Dinner Cruise 351 Star-Spangled Baltimore * 52

*Sold

Out



NOR-CAL DIVISION 57th NATIONAL TCA CONVENTION JUNE 25–JULY 2, 2011

SACRAMENTO, CALIFORNIA

Room Block and Pick-Up Hyatt Regency Hotel

Room Rate $115+ Single-Double, $140+ Triple, $165+ Quadruple Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon

Dates: 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3 7/4

Original Block: 59 124 139 174 199 299 299 249 24 5 1603*

Revised Block: 81 149 174 199 228 310 321 273 121 38 1988*

Pick-Up 81 126 154 189 216 293 281 257 100 8 1718*

*Does not add because of 4 days pre & 4 days post Original Block 107% Revised Block 86% June TCA Membership 28,286 2.1 % Members Attending

Registration (members) 603 Spouses/Companions 337 Guests 30 Children 64

Museum Party 577 @ $35 Banquet 447 @ $75.00 (beef -228, chicken-56, Fish-159, Vegetarian-5) Children’s Banquet 13 @ $35 302 Trading Hall Tables Occupied Price $45.00 Electrical 4@$75.00

Banquet Auction $7,400 Sacramento Convention Center $10,450

Tours: Tour Income $122,898 Tour Expenses $95,690 Net $27,208

Sunday, June 26 Thursday, June 30

Nevada State RR Museum with V&T 139 Lake Tahoe/Stateline 67

Napa Valley Wine Train Dinner 164 Jelly Belly & Western RR Museum 84 Executive Chef Dining @ Hyatt 20

Monday, June 27 Friday, July 1

Lake Tahoe & Stateline, NV 29 Golden Gate Live Steamers Tilden Park 55

Napa Valley Wine Train Lunch 164 Lake Tahoe Alpine Dinner Cruise 268

Golf @ Haggin Oaks 7

Tuesday, June 28 Saturday, July 2

Mariposa O Scale Layouts 75 Jelly Belly & Western RR Museum 43

San Francisco Bay Cruise & Pier 39 119 California Auto Museum 33

Self-Guided Home Layouts 104

Wednesday, June 29 Sunday, July 3

Jelly Belly & Western RR Museum 69 Yosemite National Park 130

Grass Valley Prewar Layouts 127

Heringer Wine Tasting 25

High Rail Evening Home Layouts 152



DIXIE DIVISION 58th NATIONAL TCA CONVENTION JUNE 23–JULY 1, 2012 ATLANTA, GEORGIA

Room Block and Pick-Up: Renaissance Waverly Hotel, Atlanta, GA

Rate $129.00 + tax , no charge for parking Sat Sun Mon Tue Wed Thur Fri Sat Sun

Dates: 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 Total

Original Block:

100 135 175 220 250 275 275 245 75 1760

Revised

Block: 80 115 145 175 200 225 225 175 30 1381

Pick-Up: 48 90 119 148 174 207 202 151 8 1156

*Does not add because of 5 days pre & 4 days post.

June TCA Membership: 28,141 1.8% Members Attending

Registration (members) 518 Spouses/Companions 251, Guests 31 Children 62 Southern Hospitality Gathering 309 @ $37.00

Banquet 367 @ $78.00 Beef -199 Chicken - 63 Salmon - 99 Vegetarian - 6

Children’s Banquet 17 @ $40.00 Trading Hall Tables, 275@$25.00 (first 2 tables 3rd + tables $15.00)

Banquet Auction $7,565

Sunday, June 24 Thursday, June 28 Tennessee Valley Railroad 98 City Tour Mitchell & Carter 68

Chick-Fil-A & CNN Center 24

Monday, June 25

Trainz.com & Southern Railway

Museum 79

Georgia Central & Southern & Misty Mt 59 Chattanooga River Dinner Cruise 226

Baseball & the Stars 4

Science and Arts 17 Stone Mountain & Dinner 171

Friday, June 29 Tuesday, June 26 Atlanta History Museum & Swan House 47

Georgia Central & Southern & Misty Mt 50 Home Layout Tours 82

Little White House 33 Home Layout Tours 45

Blue Ridge Railroad 62 Home Layout Tours 90

Aquarium & World of Coke 77 TCA Annual Golf Outing 8 Saturday, June 30 8

Marietta Trolley 64

Wednesday, June 27 Memory, Legacy Stations & Terrapin 26 USAF Museum Warner Robins AFB 23 Great Locomotive Chase Tour 94

Cyclorama & Botanical Gardens 29



OZARK DIVISION 59th NATIONAL TCA CONVENTION JUNE 21–30, 2013

MILLENNIUM HOTEL, ST. LOUIS, MO Room Block and Pickup: Room Rate $119.00 Parking $9 In & Out

Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Total

Date 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30

Original Block 10 150 235 280 370 430 450 450 350 80 2805

Revised Block 5 75 125 140 175 195 225 230 220 12 1402*

Millennium PU 6 50 75 87 117 1132 143 135 117 20 882

Drury Pickup 0 3 10 15 20 24 28 26 19 2 147**

Drury Call In 0 3 6 7 14 27 39 39 24 0 159**

TOTAL PICKUP 1,188

* 80% Room Block adjustment is 1,122 **Drury Hotel is the overflow hotel.

REGISTRATION:

Registration 318 $35 Guests 16 Spouses/Companions 200 Children 39

Welcoming Party 283 Price $35

Banquet 286 Price $75 Children’s Banquet 9 Price $35

Beef 172 Chicken 41 Fish 67 Vegetarian 6

TRADING HALL TABLES:

2 Day Tables (1st–3rd) 54 $25 2 Day Tables (4th+) 104 $17

TOURS:

Total Seats Sold 999 Tour Income $55,245 Tour Expense $37,010.35

Conv. Net Income $16,500.57 Banquet Auction $5,285

Sunday, June 23 Thursday, June 27

Columbia Dinner Train & Churchill 94 Gateway Rail Service 35

Monday, June 24 Anheuser-Busch Brewery & Grant’s Farm 102

Lincolnland: Springfield, IL 56 Taste of St Louis 58

Metro-Link 48 Cahokia Mounds & K-10 Hobby 22

Scott AFB 0 Friday, June 28

St. Louis Highlights 50 St Charles and Fast Lane 37

Columbia Dinner Train & Churchill St Louis Neighborhood & Shaw’s 55

Tuesday, June 25 Saturday, June 29

Innsbrook Layout 123 City Museum Kid’s Tour 8

Jefferson Barracks/Soldiers Mem/Grant 25 Sunday, June 30

St Louis Highlights 49 Monticello Railway Museum 36

Wednesday, June 26

Belleville Layout 93 TOTAL 999

St Louis M of Transport. & WF&P RR 85

Forest Park 23

June TCA Membership: 27,931 1.3% Membership Attending



ATLANTIC DIVISION 60th NATIONAL TCA CONVENTION JUNE 21–29, 2014 Crowne Plaza, Cherry Hill, NJ

Room Block and Pickup: Room Rate $119.00 Parking FREE

Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Total

Date 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30

Original Block 20 105 125 165 215 238 260 260 240 50 10 1688

Revised Block 0 112 128 160 200 218 236 236 220 19 1 1510*

Crowne Plaza PU 4 56 80 100 161 198 237 223 155 19 1 1,234

* 80% Room Block adjustment is 1215

REGISTRATION: June '14 Membership: 25,657 3.46% of Total Mbrs Total Mbrs Attend 888

Full Registration 542 $35 Guests 22 Spouse/Companion 289 Children 67

Day Passes 345 $10 Guests 0 Spouse/Companion 154 Children 75

Public 115 $10 Guests 0 Spouse/Companion 68 Children 21

TOTAL ATTENDANCE 1,698 22 511 163

Welcome Party 362 $35 Children's Banquet 11 $35

Banquet 364 $75

Entrées: Beef 256 Chicken 41 Fish 62 Vegetarian 3 Special 2

Tender Percentages: Cash: 4.01% Check: 28.93% Credit Card: 67.06%

TRADING HALL TABLES: Single (6’) 227 @$25 Bkl – 4 4 Booth 5 Table 4 @$150

Total Seats Sold 1,474 Tour Income $87,532 Tour Expense $80,292

Convention Net Profit $38,107 Banquet Auction $12,655

Sunday, June 22 Thursday, June 26 (Cont.)

#1 Black River RR & Shopping 83 $4,731 #13 Steamtown #2 31 $2,418

#14 Custom Tour of Philadelphia 23 $989

Monday, June 23 #15 Washington Crossing 30 $1,650

#2 Cape May 53 $4,187 #16 Spirit of Philly Dinner Cruise 259 $23,569

#3 Custom Tour of Philadelphia 38 $1,634

Friday, June 27

Tuesday, June 24 #17 Historic Philly 64 $3,200

#4 Steamtown #1 75 $5,850 #18 Longwood Gardens Winterthur

59 $4,071

#5 Hagley & Brandywine Museum

41 $2,419 #19 Wilmington Layouts 70 $2,100

#6 Phillies Game 49 $3,234 #20 Norristown Layouts 73 $2,190

Wednesday, June 25 Saturday, June 28

#7 Collegeville Layouts 52 $2,340 #21 Fairmount Park Mansions 47 $2,115

#8 Schwenksville Layouts 68 $2,720 #22 Barnes Foundation 12 $636

#9 USS New Jersey & Aquarium 66 $4,554

#10 New Hope & Ivyland RR 47 $2,820 Sunday, June 29

#23 Wilmington & Western RR 53 $3,975

Thursday, June 26 Self-Guided Tour Book 47 $235

#11 Allentown Layouts 107 $4,815

#12 Media Layouts 27 $1,080 TOTAL 1,474 $87,532



ATLANTIC DIVISION 60th NATIONAL TCA CONVENTION

2014 Convention Attendance by Division Atlantic 421 Midwest 13

Cottonbelt 3 New England 20

Desert 9 Nor-Cal 3

Dixie 6 Ozark 6

Eastern 89 Pacific NW 5

Fort Pitt 15 Rocky Mt. 8

Great Lakes 15 Southeastern 7

Keystone 18 Southern 10

Lakes & Pines 6 Western 4

Lone Star 10 Foreign 1

METCA 59 Day Passes 160

TOTAL 888

Registration Revenue Summary by Month

Month Revenue % of Total Cumulative %

January $64,064 39.97% 39.97%

February $28,130 17.55% 57.53%

March $22,571 14.08% 71.61%

April $20,371 12.71% 84.32%

May $16,644 10.39% 94.71%

June $8,482 5.29% 100.00%

Total $160,262 100.00%



METCA DIVISION 61st NATIONAL TCA CONVENTION JUNE 20–28, 2015

DoubleTree Hotel, Somerset, NJ



Date 6/19 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29

Original Block 0 110 150 175 225 225 250 250 225 30 0 1640

Revised Block 7 65 100 142 162 199 213 212 177 30 5 1312**

Pickups 9* 54 89 129 151 187 201 202 167 28 8 1,225

*All Arrivals Wed-Friday ** 80% Room Block adjustment is 1312

REGISTRATION: June '15 Membership: 24,163 2.58% of Tot. Mbrs Total Mbrs Attended 624

Full Registration 370 $40 Guests 35 Spouse 213 Children 47

Late Registration 46 $49 Guests 4

MBR Day Pass– Fri 157 $15 Spouse 20 Children 13

MBR Day Pass-Sat 55 $10

MBR Day Pass-Both 49 $20

Public – Friday 101 $15 Spouse 15 Children 9

Public – Saturday 75 $10

Public – Fri & Sat 16 $20

TOTAL ATTENDANCE 869 39 248 69

Welcome Party 304 $35

Banquet 354 $75


Childrens' Banquet 13 $35



Tables (6’) 42 $30 Block of 4 Tables 63 $90 Total Revenue $6,930



METCA DIVISION 61st NATIONAL TCA CONVENTION JUNE 20–28, 2015 DoubleTree Hotel, Somerset, NJ

TOURS:

Sunday, June 21 Qty Receipts Thursday, June 25 (Cont.) Qty Receipts

#1 Essex Valley Steam Train, CT 109 $9,047 #15 Grand Central Station 50 $2,300

Monday, June 22 #16 Spirit of New Jersey 246 $26,568

#2 Circle Line Cruise 68 $6,732 Friday, June 26

#3 NJ Transit Maintenance Shop 56 $3,080 #17 Circle Line Cruise 40 $3,960

#4 FDR Home/Val Kill 51 $4,998 #18 Long Island Train Clubs 56 $3,304

Tuesday, June 23 #19 Uptown Museum Row 30 $2,760

#5 West Point 45 $4,320 #20 Cradle of Aviation 24 $1,368

#6 National Toy Train Museum 19 $1,368 #21 Layout Tours 56 $1,960

#7 NJ High Railers 112 $6,160 #22 Layout Tours 89 $3,115

Wednesday, June 24 #23 NY City Lights 52 $1,820

#8 Brooklyn Pizza Tour 53 $4,452 Saturday, June 27

#9 Jersey Boys - Broadway 76 $10,032 #24 Radio City/Top of the Rock 56 $3,976

#10 World Trade Center Memorial 96 $6,624 #25 Edison Historic Site 55 $1,870

#11 Sleepy Hollow 33 $2,607 Sunday, June 28

#12 New York City – On your own 24 $768 #26 Villa Milagro Winery 56 $3,696

Thursday, June 25

#13 Status of Liberty/Ellis Island 110 $6,050

#14 Intrepid Air Space Museum 38 $2,394 TOTAL 1,700 $125,329

TOUR TOTALS:

2015 Convention Attendance by Division

Atlantic 75 Midwest 11

Cotton Belt 2 New England 30

Desert 13 Nor-Cal 6

Dixie 12 Ozark 6







METCA 273 APO, FPO, Hawaii 1

TOTAL 624

Total Seats Sold 1,700 Tour Income $125,329 Tour Expense $110,310 Convention Net Profit $808 Banquet Auction $10,125




Marriott Westchase Hotel, Houston, TX



Date 6/17 6/18 6/19 6/20 6/21 6/22 6/23 6/24 6/25 6/26 6/27

Original Block 0 60 60 60 60 200 200 200 175 0 0 1015

Revised Block 2 29 55 65 90 113 119 123 105 11 0 711*

Pickups 2 30 56 65 90 113 119 123 105 11 0 716

*30% Room Block Attrition is 711

REGISTRATION: June 2016 Membership: 23,636 1.37% of Tot. Mbrs Total Mbrs Attended 324


Late Registration 36 $45 Guests 0

MBR Day Pass Fri/Sat 54 $10 Spouse 24 Children 39

Public – Fri & Sat 23 $10 Spouse 6 Children 13



Banquet 235 $75


Childrens' Banquet 5 $25







Marriott Westchase Hotel, Houston, TX

TOURS:

Sunday, June 19 Qty Receipts Thursday, June 23 Qty Receipts

#1 Texas State RR 44 $4,796 #12 TX Seaport Museum & Ocean Star 24 $1,850

Monday, June 20 #13 Layouts: Tyra, Eury & Rosenbaum 95 $6,555

#2 NASA 56 $5,520 #14 San Jacinto & Battleship TX 29 $2,001

#3 Metro Lt Rail, St. Arnold Brewery 25 $1,475 #15 Kemah Dinner Cruise 98 $10,603

#4 Houston Arboretum &Nature Ctr 10 $ 450 Friday, June 24

Tuesday, June 21 #16 Historical Tour & Discovery Medical 32 $2,048

#5 Texas A&M, A&M Disaster City 61 $4,719 #17 Bayou Bend Collection & Gardens 18 $ 891

#6 Grand Opera, Strand & Moody 32 $2,658 #18 Layouts: Derby, Alvarez & Eenink 92 $5,428

#7 CANCELLED 0 $ 0 #19 Layout/Dinner Houston Live Steamers

42 $2,604

#8 MLB Dodgers vs Houston Astros 33 $4,452 Saturday, June 25

Wednesday, June 22 #20 Kemah Boardwalk 21 $1,029

#9 Lone Star Flight Mus. Galveston RR 36 $2,484 #21 Lives of the Rich & Infamous 17 $ 826

#10 Layouts-McCormack, Brantley HTOS 63 $4,347 Sunday, June 26

#11 Green Pt Terminal & GBW Railcar Svc 12 $ 660 #22 George Ranch Historical Park 28 $2,940

TOTAL 868 $67,121

TOUR TOTALS:




Desert 9 Nor-Cal 3

Dixie 6 Ozark 3








TOTAL 448

Total Seats Sold 868 Tour Income $ 67,121 Tour Expense $ 44,324 Convention Net Profit $ 29,395 Banquet Auction $ 8,360



FORT PITT DIVISION 63rd NATIONAL TCA CONVENTION JUNE 25–JULY 2, 2017

WYNDHAM GRAND, PITTSBURGH, PA

Room Block and Pickup: Room Rate $135.00 Parking VALET $26.00


Date 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3

Original Block 0 75 90 125 150 170 200 199 150 35 6 1200

Revised Block 8 60 96 138 188 229 255 247 201 46 8 1476

Pickups 6 52 76 120 162 205 233 221 171 29 1 1276

HILTON GARDEN INN PITTSBURGH, PA


Date 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3

Pickups

1 4 7 19 27 33 32 20 143

CAMBRIA INN PITTSBURGH, PA


Date 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2 7/3

Pickups 3 4 6 9 11 13 14 12 7 69

REGISTRATION: June 2017 Membership: 22,904 2.36% of Tot. Mbrs Total Mbrs Attended 541


Late Registration $45 Guests 0

MBR Day Pass Fri/Sat 100 $10 Spouse 24 Children 39

Public – Fri & Sat 132 $10 Spouse 34 Children 48



Banquet 384 $79


Children’s' Banquet 11 $35





Page 18 of 22

FORT PITT DIVISION 63rd NATIONAL CONVENTION JUNE 25–JULY 2, 2017

WYNDHAM GRAND, PITTSBURGH, PA

TOURS: Sunday, June 25 Qty Receipts Thursday June 29 Qty Receipts

#1 Amtrak Excursion 107 $18,725

#16 Horseshoe Curve & Altoona R.R. 47 $ 3,995 Monday June 26 #17 Kids Club 20 $ 460

#2 Sam Powell S-Scale Layout 29 $2,291 #18 Western PA Model Railroad 51 $ 3,519

#3 Sen. John Heinz History Center 30 $1,320 #19 Heinz Field Tour 45 $ 1,755

#4 Bayernhof Museum 15 $ 600 #20 Gateway Clipper Dinner Cruise 211 $18,779

#5 John DeSantis Collection 48 $2,832 Friday June 30

Tuesday June 27 #21 Georgio’s Taste of Little Italy 32 $ 2,208

Frank Lloyd Wright Falling Water 107 $10,593 #22 Allen Rost & Rob Enrico Layouts 55 $ 3,520

#7 Penn. Trolley & Toy & Train Museum 49 $ 4,361 #23 Carnegie Science & USS Requin 45 $1,350

#8 Duck Boat Ride 27 $ 864 #24 CANCELLED 0 $ 0

#9 John DeSantis Collection 48 $ 2,160 #25 Jim Burke & John DeSantis Layout 94 $6,486

#10 Pirates VS Tampa Bay Baseball Game 78 $ 3,510 #26 Bob Hazlett & Lou Templeton 51 $3,519

Wednesday June 28 Saturday, July 1

#11 Light Rail Facility 7 Penn Trolley 51 $ 5,049 #27 Andy Warhol Museum 33 $1,716

#12 Carrie Blast Furnace & River of Steel 47 $ 3,760 #28 Behind the Scenes at Carnegie 43 $2,107

#13 Duquesne Incline $ Station Square 64 $ 2,240 Sunday, July 2

#14 Frick Art & Phipps Botanical Garden 48 $ 3,792 #29 Age of Steam Round House 121 $14,399

#15 Primanti’s Evening Social 22 $ 286

TOTAL 1618 $126,867

TOUR TOTALS:




Desert 14 Nor-Cal 4

Dixie 12 Ozark 5








TOTAL 541

Total Seats Sold 1618 Tour Income $ 126,867 Tour Expense $ 95,247 Convention Net Profit $ 13,023 Banquet Auction $ 7,110



NETCA DIVISION 64th NATIONAL TCA CONVENTION JUNE 24–JULY 1, 2018

CROWE PLAZA, WARWICK, RI



Date 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2

Original Block 0 70 130 150 175 225 225 225 225 50 0 1475

Revised Block 5 60 110 130 155 205 205 205 205 30 5 1315

Pickups 3 60 96 115 146 179 190 195 147 9 1 1141

HOLIDAY INN WARWICK, RI


Date 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1 7/2

Pickups 2 3 5 9 12 19 24 27 12 1 114

REGISTRATION: June 2018 Membership: 22,027 2.17% of Tot. Mbrs Total Mbrs Attended


Late Registration $45 Guests 0

MBR Day Pass Fri/Sat 89 $20 Spouse Children

Public – Fri & Sat 72 $10 Spouse Children

TOTAL ATTENDANCE 552


Banquet 319 $75



Tender Percentages: Cash: 1.25% Check: 32% Credit Card: 66.75%


Tables (6’) 67 $25 Block of 5 Tables 25 $100 Total Revenue $4175


Page 20 of 22

NETCA 64th NATIONAL CONVENTION JUNE 23–JULY 1, 2018

CROWNE PLAZA, WARWICK, RI

TOURS:

Sunday, June 24 Qty Receipts

#1 Maine Narrow Ga. RR 79 $9750

Monday June 25

#2 Hobo RR 29 $5292 #3 Valley Railroad & Riverboat Cruise 40 $4200

#4 Newport Mansion Tour 61 $6039

#5 Layout Tours Keith Jones, Ray Cox 51 $1785

Tuesday June 26

#6 Rail Explorers on the New Haven Rails 24 $1896

#7 Captain John Whale Watch 49 $3871

#8 Battleship Cove & New Bedford Whaling Museum

48 $4752

#9 Boston Red Sox Baseball Game 50 $4950

Wednesday June 27

#10 Duck Boat Cruise & Charles Ro Supply 50 $5450

#11 Lighthouse Cruise & Seabee Museum 117 $10,413

Thursday June 28 Qty Receipts

#12 Valley Railroad & Riverboat Cruise 88 $9135

#13a Mystic Seaport, Mystic Aquarium 22 $1808

#13b Mystic Seaport & Aquarium Kids Club

5 $281

#14 Odyssey Dinner Cruise 100 $17,500

Friday June 29

#15 Newport Mansions The Elms 69 $6831

#16 Fenway Park & Tea Party 28 $2492

#17 Lake Winnipesaukee Railroad Train 41 $4059

#18 Layout Tour Marty Visnick 107 $3745

Saturday June 30

#19 Shoreline Trolley Museum 37 $2484

#20 Newport Car Museum 13 $767

#21 Layout Tour Manny DeSilva 47 $1645

#22 Edaville 2’ Narrow Gauge RR 20 $1300

Total

1175

TOUR TOTALS:




Desert 9 Nor-Cal 6

Dixie 6 Ozark 3








TOTAL 480

Total Seats Sold 1175 Tour Income $109,275 Tour Expense $93,260 Convention Net Profit $33,088 Banquet Auction $8,005


Attachment D Page 21of 22

Rio Grande Chapter 65th NATIONAL CONVENTION JUNE 22–JUNE 30, 2019

Hotel Albuquerque Old Town, Albuquerque, NM



Date 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1

Original Block 0 70 130 150 175 188 188 188 188 50 1 1328

Revised Block 5 70 110 130 155 188 188 188 188 40 5 1267

Pickups 16 70 92 118 151 175 186 186 150 36 4 1184

Best Western, Albuquerque, NM


Date 6/21 6/22 6/23 6/24 6/25 6/26 6/27 6/28 6/29 6/30 7/1

Pickups 2 2 2 2 3 3 3 3

20

REGISTRATION: June 2018 Membership: 21,029 1.73 of Tot. Mbrs Total Mbrs Attended


Late Registration $45 Guests

MBR Day Pass Fri/Sat 47 $10 Spouse Children

Public – Fri & Sat 130 $10 Spouse Children 76

TOTAL ATTENDANCE 495


Banquet 307 $79



Tender Percentages: Cash: .50% Check: 21% Credit Card: 78.50%


Tables (6’) 45 $30 Block of 4 Tables 22 $90 Total Revenue $3330


Page 21 of 22

RIO GRANDE CHAPTER 65TH NATIONAL CONVENTION JUNE 22–JUNE 30, 2019

Hotel Albuquerque Old Town, Albuquerque, NM

TOURS:

Sunday, June 23 Qty Receipts

#1 Cumbres & Toltec RR 106 $21,878

Monday June 24

#2 Belen Harvey House, Layouts 51 $5049

#3 Meow Wolf Art Complex (Cancelled)

#4 National Museum of Nuclear Science 33 $1485

#5 Greg Palmer, Ken Miles Layouts 76 $3040

Tuesday June 25

#6 Los Alamos Historical Museum 34 $2720

#7 Rail Runner to Santa Fe and Museum 46 $3450

#8 Rail Runner to Santa Fe Plaza & Churches

53 $3445

#9 National Museum of Nuclear Science 18 $900

#10 Sandia Peak Aerial Tram and Dinner 47 $4653

Wednesday June 26

#11 Bandelier National Monument 79 $4661

#12 AT%SF 2926 Steam Locomotive Tour 78 $3510

#13 Unser Racing & Balloon Museum 20 $1300

Thursday June 27 Qty Receipts

#14 Acoma Sky City Cultural Center 99 $6435

#15 Breaking Bad RV Tour 12 $840

#16 Sadia Peak Aerial Tram 64 $3520

#17 Dinner at the Indian Cultural Center 104 $11,960

Friday June 28

#18 Tinkertown, Glider Museum 36 $2844

#19 Better Call Saul RV Tours 8 $560

#20 Flamenco Dance Group 62 $2790

#21 Rio Grande Layout Tours 125 $5625

Saturday June 29

#22 Petroglyph National Park 51 $1785

#23 Backstage at the Santa Fe Opera 10 $550.

#24 Better Call Saul RV Tour 3 $210

Sunday June 30

#25 Las Vegas, New Mexico 39 $3861

Total

1254

TOUR TOTALS:




Desert 79 Nor-Cal 17

Dixie 10 Ozark 3








TOTAL 318

Total Seats Sold 1254 Tour Income $97071 Tour Expense $67850 Convention Net Profit $38,885.40 Banquet Auction $7225

77


ATTACHMENT E – SAMPLE CONVENTION SCHEDULE OF EVENTS

Page 1 of 3

Revised 04/11/2012

SCHEDULE OF EVENTS From: DIXIE DIVISION JUNE 23-JULY 1, 2012

Saturday Guest Rooms (four (4) days pre convention dates) 6/19-6/22

6/23 Registration (Designated Registration Room Desirable)

If not, tables with covers, chairs, skirting in an open area that is easy to find. Need 800-1,000 sq.

ft., of space with internet access and electric outlets. Storage Room for registration materials,

(1,000 sq. ft. secure).

Two rooms are desirable. Division Office 600 sq. Ft. 24 hr. (Secure)

Tables with covers & chairs internet access/electric

Sunday Guest Rooms

6/24 Registration

Storage Room Division Office

National Office 500 sq. ft. 24 hr. Secure Tables with covers & chairs, internet access/electrical outlets needed.

Convention Store (this year) 500-600 sq. ft. Tables, covers, chairs, internet/electric

Desirable to be next to or adjoining registration desk and should be easy to find Convention Store (next year’s) 500-600 sq. ft. Tables, covers, & chairs internet/electric

Desirable to be next to or adjoining registration. Easy to find. TCA Ambassador (table & 3 chairs & easel) in lobby area.

Tours: Staging room (AM) Area for loading & unloading buses

Monday Guest Rooms

6/25 Registration Storage Room Division Office National Office

Convention Store for Host Division

Convention Store for following year host Division

TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses

Tuesday Guest Rooms

6/26 Registration Storage

Division Office National Office Convention Store this year Convention Store next year

Set up BOD meeting (see notes) available in the afternoon TCA Ambassador


Wednesday Guest Rooms

6/27 Registration Storage Room

Division Office National Office Convention Store Convention Store BOD Meeting

Board Breakfast (usually served in the room for 35)

Board Lunch 12:00 Noon seating for 35. Separate area.

TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses


ATTACHMENT E – SAMPLE CONVENTION SCHEDULE OF EVENTS (continued)

Page 2 of 3 Thursday Guest Rooms 6/28 Registration

Storage Room Division Office National Office Convention Store Convention Store BOD Meeting Board of Directors Lunch - 12:00 noon with seating for 35 in a separate area

Set up “Public Space” for manufactures & operating layouts 10 (20’ X 20’ booths) Will require tables, covers, chairs, (pipe & drape if necessary) Space needs to be available to move in Thursday morning. Access?

Set up “Trading Hall” Room for up to 200 8’ X 30” tables, covers, & chairs Space needs to be available to move in Thursday morning. Access?

We required 10 extra 8’x30” tables, tablecloths, & chairs for administration.

Set up “Kids Club” secure room 600 – 800 sq. ft. will require tables, cloths, & chairs. TCA Ambassador


Friday Guest Rooms 6/29 Registration

Storage Room

Division Office National Office Convention Store Convention Store Seminars (Same room as the (Board of Directors Meeting)

“Public Space” opens 9:00 AM - 5:00 PM “Trading Hall” open 9:00 AM - 5:00 PM “Kids Club” opens 9:00 AM - 5:00 PM

TCA Ambassador


Saturday Guest Rooms 06/30 Registration

Storage Room Division Office National Office Convention Store Convention Store

Seminars, Auction & Membership Meeting (Same room as the Board of Directors) “Public Space” - open 9:00 AM -5:00 PM

“Trading Hall” - open 9:00 AM -1:00 PM “Kids Club” - open 9:00 AM -1:00 PM Banquet - Adult (needs to be set by 2:00 PM Starts at 7:00 PM 50 rounds of 10)

Banquet - Children - (needs to be close to the Adult banquet. 20-25 children)

No Host Bar 6:00 PM – 7:00 PM (Banquet room locked until 7:00PM)

TCA Ambassador Tours: Staging room (AM) Area for loading & unloading buses.

Sunday Guest Rooms

07/01 Move out of all space by 12:00 (noon)

Tours: Staging room (AM) Area for loading & unloading buses Guest Rooms (Four (4) days post-convention dates 7/2-7/5


ATTACHMENT E - CONVENTION SCHEDULE OF EVENTS (continued)

Page 3 of 3

Additional Information

REGISTRATION

The registration area needs secure storage, and secure space for the two Convention Stores and the Division Store. It

must be easy to find.

BOARD ROOM

Open U shape for 30. Seating is 10X10X10. Use 8’X30” tables, three 8’X30” tables behind the head table, & three

8’X30” tables on one side for food and beverage service. Theater seating for 75 facing the open U. Secure 24 hours,, 35’ x 35’ minimum room size. Room must be ADA compliant.

TRADING HALL

Require open secure space for 8’X30” tables, quantity 150. Easy load & unload. The room must have a sound system. Secure 24 hours. ADA compliant.

PUBLIC SPACE

Space open to the public for manufacturer’s displays and operating layouts. Will require open space for the operating

layouts, and booths for the manufacturers, tables 8’X30”, tablecloths & chairs. Secure 24 hours. Easy unload & load

easy access for the public. ADA compliant.

ADULT BANQUET

Saturday Night - Rounds of 10 for 500, Fifty (50 tables) including Head Table on risers for 24, Five 8’X30” tables

in front of riser for auction items. We require early seating for members needing extra time. ADA compliant. CHILDREN’S BANQUET

Saturday night, close to Adult Banquet space, 20-25 Children. Secure room.

OPTIONAL: WELCOME PARTY

It is best to hold it either Wednesday or Thursday evening. You should plan on 500 attendees. Tables: rounds,

cocktail, chairs, tables to hold auction items, manned food stations, need room to move around.

SPACE FLOW OF EVENTS

Board of Directors Meeting Room is set up on Tuesday to be ready by 8:00 AM on Wednesday. The BOD meeting

is Wednesday & Thursday, the same room is used on Friday for seminars, and same room is used on Saturday for seminars, a manufacturer’s forum, auction, (if required), followed by the Membership meeting @ 2:00PM.

The “trading hall” move in is Thursday morning, open Friday (7:00 AM-5:00 PM) and Saturday (7:00 AM-2:00 PM).

The space needs to have the maximum tables & chairs that will meet code for the room. The number of tables is

flexible (up to 200), as is the size (8’X30” or 6’X30”).

If there is not enough hotel space for the banquet, the trading hall could move out by 2:00 PM and the hotel could set

the banquet using the same space.

The “public displays” ideally would be located in a highly visible area for easy access by the public. Hopefully, these will be located where they can stay set up through Saturday. The lobby could be an option.

If we are short on space, the National Office could be located in a hotel room set up as an office with internet access.

It does not need to be in a visible location.

For additional information, please contact: Bob Keller


ATTACHMENT F - SAMPLE TRADING HALL LAYOUT Page 1 of 2

Trading Hall Layout A


ATTACHMENT F Page 2 of 2

Trading Hall Layout B


ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS

No. Year Location Host Division June

Membership Member

Registration % of Total

1 1955 Alexander’s Train Museum Yardley, PA

75 31 41.33%


125 40 32.00%

3 1957 Edaville Railroad Museum South Carver, MA

199 51 25.63%


288 83 28.82%

5 1959 Knott’s Berry Farm Buena Park, CA

Western 333 65 19.52%

6 1960 Community Hall Yardley, PA 417 121 29.02%

7 1961 Daniel’s Farm Pittsburgh, PA

Pittsburgh - ED 508 127 25.00%

8 1962 Randell Museum San Francisco, CA

Nor-Cal 620 85 13.71%

9 1963 Motel 128 Dedham, MA

NETCA 770 178 23.12%

10 1964 Midway House Motel Chicago, IL

Mid-West 902 231 25.61%

11 1965 Hotel Webster Hall Pittsburgh, PA

Pitt Area-ED 1,062 290 27.31%

12 1966 Hotel Miramar Santa Monica, CA

Western 1,312 165 12.58%

13 1967 Lord Baltimore Hotel Baltimore, MD

WB&A-ED 1,552 532 34.28%

14 1968 Sheraton-Cleveland Cleveland, OH

Lake Erie-GLD 1,985 392 19.75%

15 1969 Jack Tar Hotel Clearwater, FL

Southern 2,309 221 9.57%

16 1970 O'Hare Inn Des Plains, IL

Mid-West 2,763 512 18.53%

17 1971 Disneyland Hotel Anaheim, CA

Western 3,236 415 12.82%

18 1972 Chatham Center Pittsburgh, PA

Eastern 3,661 717 19.58%

19 1973 Dearborn Youth Center Dearborn, MI

Detroit/Toledo 4,478 880 19.65%

20 1974 Olympic Hotel Seattle, WA

Pacific Northwest

5,330 341 6.40%


ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS (continued)

No. Year Location Division June

Membership Member


21 1975 Sheraton Towers Orlando, FL

Southern 7,000 694 9.91%

22 1976 Sheraton Hotel, Philadelphia, PA

Atlantic 8,316 1,350 16.23%

23 1977 Shamrock Hilton, Houston, TX

Lone Star 9,972 463 4.64%

24 1978 Northeast Trade Center Woburn, MA

NETCA 10,205 1,250 12.25%

25 1979 Disneyland Hotel Anaheim, CA

Western 11,032 893 8.09%

26 1980 Holiday Inn Mart Plaza-Expo Ctr. Chicago, IL

Midwest 12,345 931 7.54%

27 1981 Sheraton Hotel, Cervantes Ctr., St. Louis, MO

Ozark 12,691 723 5.70%

28 1982 Best Western Motel at the Mart, Denver, CO

Rocky Mt. 13,570 606 4.47%

29 1983 Executive Inn (East) Louisville, KY

Great Lakes 15,233 917 6.02%

30 1984 Marriot Hotel Monroeville, PA

Ft. Pitt 16,208 1,490 9.19%

31 1985 Red Lion Inn Belleview, WA

Pacific Northwest

16,939 605 3.57%

32 1986 Hyatt Regency Hotel New Orleans, LA

Lone Star 17,918 680 3.80%

33 1985 Radisson Plaza Hotel Raleigh, NC

Southeastern 19,016 920 4.84%

34 1988 Hyatt Regency Oakland, CA

Nor-Cal 20,281 950 4.68%

35 1989 Sheraton - Valley Forge Valley Forge, PA

Atlantic 21,825 1,767 8.10%

36 1990 Westin Peachtree Plaza Atlanta, GA

Dixie 22,944 1,057 4.61%

37 1991 Holiday Inn Rosemont, IL

Midwest 24,031 1,225 5.10%

38 1992 Stouffer Concourse Hotel St. Louis, MO

Ozark 25,388 931 3.67%

39 1993 Radisson Hotel St. Paul, MN

Lakes & Pines 26,565 727 2.74%

40 1994 York Fairgrounds York, PA

Eastern 27,178 3,371 12.40%




Membership Member


41 1995 Red Lion Inn at Seatac

Seattle, WA. Pacific Northwest 28,026 833 2.97%

42 1996 Hyatt Regency at Reunion Dallas, TX

Lone Star 28,572 650 2.27%

43 1997 Hyatt Regency Phoenix, AZ

Desert 29,323 750 2.56%

44 1998 Rhode Island Convention Center Providence, RI

NETCA 30,187 1,384 4.58%

45 1999 Hyatt Regency Hotel San Francisco, CA

Nor-Cal 30,981 871 2.81%

46 2000 Amway Grand Plaza Grand Rapids, MI

Great Lakes 31,441 568 1.81%

47 2001 Marriott Chattanooga CC Chattanooga, TN

Cotton Belt SE & Dixie

31,586 815 2.58%

48 2002 Pheasant Run Resort St. Charles, IL

Midwest 31,064 956 3.08%

49 2003 Doubletree Hotel Ontario, CA

Western 31,152 677 2.17%

50 2004 Radisson Hotel Monroeville, PA

Ft. Pitt 31,125 1,698 5.46%

51 2005 Doubletree Hotel (SEATAC) Seattle, WA

Pacific Northwest 30,858 607 1.97%

52 2006 Crowne Plaza Hotel San Antonio, TX

Lone Star 30,424 526 1.67%

53 2007 Westin Westminster Hotel Westminster, CO

Rocky Mt. 29,946 675 2.25%

54 2008 Sheraton Burlington Hotel Burlington, VT

NETCA 29,598 729 2.46%

55 2009 J.W. Marriott Resort & Spa Phoenix, AZ

Desert 29,315 467 1.59%

56 2010 Sheraton Hotel Baltimore, MD

WB&A-ED 28,881 850 2.94%

57 2011 Hyatt Regency Hotel Sacramento, CA

Nor-Cal 28,286 603 2.13%

58 2012 Renaissance Waverly Hotel Atlanta, GA

Dixie 28,141 518 1.84%

59 2013 Millennium Hotel St. Louis, MO

Ozark 27,931 318 1.14%

60 2014 Crowne Plaza Philadelphia Cherry Hill, NJ

Atlantic 25,657 888 3.46%




Membership

Member Registration

% of Total

61 2015 DoubleTree Hotel Somerset, NJ

METCA 24,163 624 2.58%

62 2016 Marriott Westchase Hotel Houston, TX

Lone Star 24,826 324 1.37%

63 2017 Wyndham Grand Downtown Pittsburgh, PA

Ft. Pitt 22,904 541 2.36%

64 2018 Crowne Plaza Hotel Warwick, RI

NETCA 22,027 480 2.17%

65 2019 Hotel Albuquerque Old Town Albuquerque, NM

Rio Grande Chapter

21,029 365 1.73%

66 2020 Hyatt Regency-Jacksonville, FL

Southern 20,006 Cancelled

due to COVID-19


ATTACHMENT H – FUTURE TCA CONVENTIONS

No. Year FUTURE CONVENTIONS Host Division Dates

67 2021 Hotel Irvine-Irvine, CA. Western June 19-June 27, 2021

68 2022 Sheraton Music City Nashville, TN Dixie June 25-July 3rd, 2022

69 2023 Double Tree Hotel Burlington, VT NETCA June 24th – July 2nd, 2023


ATTACHMENT I - INFORMATION ABOUT THE TCA

TCA Mission: To preserve an important segment of history –Tinplate Toy Trains –through research,

education, community outreach, fellowship, establishment of collecting standards, and to promote the growth

and enjoyment of the hobby.

We are a non-profit 501(c) (3) corporation with our National Headquarters and National Toy Train Museum in Strasburg, Pennsylvania. The worldwide membership of the Train Collectors Association is more than

23,000 active members.

The purposes of the Train Collectors Association are to further the hobby of collecting tinplate and other toy trains by publishing information for collectors, establishing standards for descriptions and valuations, promoting train meetings, and to provide for the interchange of ideas and information between collectors. Although the name of the Association was adopted at the October 1954 meeting, the adaptation of the bylaws and the creation of the newsletter were on December 10, 1954. We celebrated our 50th anniversary in June 2004, in Pittsburgh, Pennsylvania.

Our bylaws require an annual membership meeting to be held in June, and a Board of Directors Meeting to be held at least once each calendar year. These two meetings are held concurrently, with the Board of Directors

meeting held on Wednesday and Thursday, and the Membership meeting at 2:00 P.M. on Saturday. The Board of Directors must approve the date and location for the convention, which historically is the last full week of

June.

Our association is geographically divided into twenty Divisions, and a Division or a Chapter must bid to host

the annual convention. The Rio Grande Chapter of the Desert Division has bid for the 2019 National

Convention to be held within their Division boundaries.

The convention starts on Saturday, June 22, tours start on Sunday 6/23 and continuing thru Sunday, 06/30.

Saturday night 6/29 is our gala banquet.

Any person who collects and/or operates tinplate or toy trains and professes a serious interest therein may

apply for membership. Membership in the Train Collectors Association is required to register for the

convention and attend the activities. On Friday and Saturday, the public is invited to visit our educational

displays sponsored by train manufacturers, and attend educational seminars offered throughout each day to learn about the hobby.

I am looking forward to working with you and helping you plan a great convention.

Bob Keller

National Convention Chairman


INDEX

“AT THE DOOR” REGISTRATION ............................................................................................................. 15

ADVANCE OF FUNDS ............................................................................................................................... 9

ATTACHMENT A - GENERAL INFORMATION ........................................................................................... 35

ATTACHMENT B - SAMPLE AUCTION TICKET .......................................................................................... 36

ATTACHMENT C - ROOM SETUPS ........................................................................................................... 37

ATTACHMENT D - REGISTRATION STATISTICS FOR PAST CONVENTIONS ................................................. 40

ATTACHMENT E - CONVENTION SCHEDULE OF EVENTS ......................................................................... 62

ATTACHMENT F - SAMPLE TRADING PITS LAYOUT ................................................................................. 65

ATTACHMENT G - STATISTICS FOR PAST TCA CONVENTIONS .................................................................. 67

ATTACHMENT H – FUTURE TCA CONVENTIONS ..................................................................................... 71

ATTACHMENT I - INFORMATION ABOUT THE TCA .................................................................................. 72

AUCTION CHAIR..................................................................................................................................... 25

AUCTION PROCEEDS .............................................................................................................................. 30

BABY SITTING INFORMATION ................................................................................................................ 16

BANNERS ............................................................................................................................................... 21

Banquet Auction.................................................................................................................................... 30

Banquet- Head Table Setup ................................................................................................................... 38

BANQUET PROGRAM ............................................................................................................................. 29

BUDGET / FINANCIAL ............................................................................................................................... 8

CHECKING ACCOUNTS ............................................................................................................................. 8

CONVENTION BADGES ........................................................................................................................... 16

CONVENTION BANK ACCOUNT / CONVENTION BUDGET / CREDIT ........................................................... 9

CONVENTION BANQUET CHAIR ............................................................................................................. 27

CONVENTION BROCHURE ...................................................................................................................... 19

CONVENTION COMMITTEE ORGANIZATION ........................................................................................... 11

CONVENTION CONTRACT NEGOTIATIONS................................................................................................ 2

CONVENTION HOTEL / HOTEL CONTRACT .............................................................................................. 10

CONVENTION PLANNING ACTIVITIES ........................................................................................................ 4

CONVENTION PUBLICITY CHAIR ............................................................................................................. 17

CONVENTION REVIEW SIX (6) MONTHS OUT............................................................................................ 7

CONVENTION TREASURER ..................................................................................................................... 17

CONVENTION WEEK............................................................................................................................... 31


CURRENT MEMBERSHIP LIST ................................................................................................................. 13

DEVELOPMENT OF CONVENTION BUDGET............................................................................................... 8

DIVISION/CHAPTER BUDGET .................................................................................................................... 9

DIVISION/CHAPTER WELCOME PARTY CHAIR ......................................................................................... 27

EXHIBIT HALL AND SPACE PLANNING ..................................................................................................... 35

FACILITY LOGISTICS / ACCESS ................................................................................................................. 34

FINAL BOD PRESENTATION – ONE (1) YEAR OUT ...................................................................................... 6

FINAL PLANS THREE MONTHS AND COUNTING TO THE CONVENTION START ........................................... 7

FORMAL BOD PRESENTATION.................................................................................................................. 3

THREE (3) YEARS OUT .......................................................................................................................... 5

TWO (2) YEARS OUT ............................................................................................................................ 5

GETTING STARTED – HOW TO BID FOR A NATIONAL CONVENTION........................................................... 1

HANDLING OF ADVANCE REGISTRATION AT REGISTRATION DESK .......................................................... 15

HEAD TABLE .......................................................................................................................................... 28

INFORMATION ABOUT THE TCA ............................................................................................................. 72

INSURANCE ........................................................................................................................................... 17

INTERIM TO DO LIST - EIGHTEEN (18) MONTHS OUT................................................................................ 6

KIDS CLUB CHAIR ................................................................................................................................... 24

LETTER OF INTENT SUBMISSION EIGHT YEARS OUT (MINIMUM REQUIREMENT) ..................................... 2

LOCAL PUBLICITY, PRINTING AND SIGNS ................................................................................................ 20

LOCATION FOR - NEXT CONVENTION STORE & INFORMATION BOOTH .................................................. 33

LOCATION FOR DIVISION/CHAPTER STORE............................................................................................. 32

Location for Movies & Video ................................................................................................................. 32

LOCATION FOR TCA NATIONAL STORE ................................................................................................... 33

MEETING SPACE AND EVENTS ................................................................................................................ 31

NATIONAL ACCOUNT ............................................................................................................................. 10

NATIONAL CONVENTION COMMITTEE REVIEW ....................................................................................... 2

PUBLIC / MANUFACTURER DISPLAYS & SEMINARS CHAIR ...................................................................... 26

PUBLICITY / PUBLISHING SCHEDULE ...................................................................................................... 18

PURPOSES OF A CONVENTION ............................................................................................................... 34

RAFFLE CHAIR - DOOR PRIZES AND CONVENTION SOUVENIRS ............................................................... 23

REGISTRATION CHAIR ............................................................................................................................ 12

REGISTRATION DESK .............................................................................................................................. 13

REGISTRATION DESK BULLETIN BOARD .................................................................................................. 16

REGISTRATION FORM ............................................................................................................................ 20


ROOM FOR BOARD OF DIRECTORS MEETING ......................................................................................... 31

ROOM FOR DIVISION/CHAPTER OFFICE ................................................................................................. 32

ROOM FOR MEMBERSHIP MEETING ..................................................................................................... 31

ROOM FOR NATIONAL BUSINESS OFFICE/NATIONAL SECRETARY OFFICE ............................................... 31

ROOM SETUPS ....................................................................................................................................... 37

SATURDAY NIGHT ADULT CONVENTION BANQUET AND PROGRAM ....................................................... 27

SCHEDULE OF EVENTS ........................................................................................................................... 14

SECURING YOUR CONVENTION BID – YEAR BY YEAR PROGRESSION ......................................................... 2

SECURITY AT REGISTRATION DESK ......................................................................................................... 16

SECURITY CHAIR AT CONVENTION SITE .................................................................................................. 22

SIGNAGE ............................................................................................................................................... 21

SIGNS .................................................................................................................................................... 21

SITE INSPECTION – NINE (9) TO SIX (6) MONTHS OUT .............................................................................. 7

Standard Board Room Set-up................................................................................................................. 37

SUGGESTED AUCTION TICKET ................................................................................................................ 36

TABLE RESERVATIONS FOR GROUPS ...................................................................................................... 28

TCA MISSION ........................................................................................................................................... 1

TELEPHONE, WI-FI, PA SYSTEM, TWO-WAY RADIOS AT REGISTRATION DESK .......................................... 15

TIMETABLE ............................................................................................................ See Schedule of Events

TOURS AND TRIPS CHAIR ....................................................................................................................... 24

TRADING HALL................................................................................................................ 22, 34, 38, 59, 60

TRADING PITS CHAIR ............................................................................................................................. 22

TRANSPORTATION ................................................................................................................................. 32

TYPICAL BALLROOM SET UP Banquet ..................................................................................................... 39

WHO MAY ATTEND A CONVENTION? ..................................................................................................... 13

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