DETACHMENT STAFF CONFERENCES

 

The following is a summary of information that was put together by PDC Dick Broderick during his term as Department of Arizona Commandant. It is provided to assist Detachments in the decision-making process when considering serving as host for a Department Staff Conference.  It will also serve as a guideline for the planning process.  

 

Please note that timelines may vary.

 

BACKGROUND

 

Department Bylaws Section 112 states that, “the Department will hold one Convention each year during the month of June.  Two (2) Staff meetings, one in the month of September and one in the month of March and additional Staff Meetings as required during the year”.

 

The traditional goals of the meetings have been for the Department Commandant to ensure that his/her entire staff and all Detachments receive guidance and knowledge about what has been passed down from the National Commandant, Quin, Mid-Winter Conferences and the National Convention.  Further, that all staff and subordinate units are fully aware of current Department. programs and priorities.  For this reason, the agenda is both the responsibility and the “property” of the Dept. Commandant.  That is not to say that subordinate units, especially the hosting Detachment, are precluded from input to the agenda.  If a subordinate unit feels there is something of sufficient importance to place on the agenda, they only have to submit it to the Department Adjutant, with sufficient lead time and some justification.  The Adjutant will forward it to the Commandant for his review then notify the requestor of the decision.

 

A second goal is to provide an opportunity for all Detachments and Department staff to discuss matters of mutual interest, share problems and concerns, problem-solving methods, successful fundraising ideas, recruitment and retention strategies, etc.

 

WHY HOST A STAFF CONFERENCE?

 

Primarily to show off your community to fellow League members from around the State, and conversely, to make your Community more aware of your existence and what you do.  It can be a great opportunity to get at least one good “write up” in the local paper, perhaps TV.  Any statewide group coming to town for two days is newsworthy, and particularly those who wear uniforms; they LOVE to take pictures of that.  Most local politicians enjoy the opportunity to “Welcome to our Great Community”.  All of this helps propel your Detachment into public awareness, which can assist with recruiting and Detachment programs.  It also exposes members of your Detachment, often for the first time, to the larger “World of the League”.  One word of caution:  Hosting a staff conference should not be considered as a means “to make money for the Detachment”.  You may make a some money from the Hospitality Room and/or raffles, but usually not enough to support any major programs, and certainly not enough to cover all expenses associated with the Conference. 

 

Secondarily, hosting a staff conference is an important stepping stone to hosting a state convention.  No Detachment should host a convention unless they have first hosted a Staff Conference. There are just so many little tasks that you can learn as you go while hosting a low-keyed Conference that can become major problems if they come up at a Convention.

 

WHEN SHOULD YOU BID? 

 

The Department tries to have its meetings scheduled two years in advance.  Pay attention to external conditions such as weather, other town functions, such as a traditional parade or spring training that will have an impact on hotels when deciding whether you should bid for fall or spring.  There may be a Detachment which does not have acceptable berthing/meeting accommodations in its own Community.  However, nothing would preclude that Detachment from hosting its conference in a nearby community.  Just be sure that if there is another Detachment in that location, you liaison with them, and the Department, well in advance.  You can also consider joining forces with a nearby Detachment and “co-host” a staff conference together.   

 

WHAT SHOULD BE DONE WELL IN ADVANCE? 

  • Lock in the hotel and meeting spaces.  Before you do this, you must be in touch with the Department Adjutant to determine what is needed for meeting space(s).

  • Do not forget that you are expected to provide the Department Commandant with a room, a Hospitality Room for the Conference plus Meeting Room(s), so these costs must be factored in when dealing with the hotel.  If the meetings are to be held away from the living spaces, please provide a map and arrange for parking at both sites.

  • Decide if you want to host a Friday evening dinner and/or Saturday lunch.  Before you do, be aware that the Devil Dog Growl is usually held on Friday night, so the dinner cannot run too late.  Also, some non-Dogs are late check-in arrivals on Friday.  If setting up the meals appears to be a potential hassle, I suggest that you provide all attendees with a list of nearby restaurants, the type of food they serve, general prices and let them eat on their own.

  • Arrange with the local City Hall or County Supervisors to invite one in to “greet” the conference on Saturday morning.  Ensure they know their appearance is limited to 10-15 minutes.

  • Approximately six months before, you should be soliciting donated alcoholic and non-alcoholic beverages, chips, peanuts, dips, etc. for the Hospitality Room and don’t forget to clear the serving of those items with the hotel and, possibly, the municipality.  Stress there will be NO sales of food or beverages.  This does not preclude you from putting out a “Donation Container” in plain sight.  Our members are very good about contributions, particularly if you have a good spread.

  • If you wish to run a raffle(s) at the Conference, start getting prizes at least 3 months in advance. Be sure to select prizes that you will be awarding at the staff conference and keep the cost of raffle tickets reasonable.

  • Ensure all hotel and meeting room information is to the Department Adjutant, no less than 3 months in advance.

  • At least 30 days prior, establish a “Watch List” of required tasks along with people assigned to accomplish them,  i.e.:  Conference Check-in Table (all day on Friday recommended), Hospitality Room (post hours of operation at check-in table), Raffle Ticket sellers, Color Guard, Marines to run errands, etc.  Be sure not to commit yourself or other key staff to set tasks. You should keep free for overall supervision, trouble-shooting, greeting attendees, etc.

  • If you do appoint a “Conference Chair” to act for you, be sure that the Department Adjutant has this person’s name, phone number and e-mail along with any limits on their approval authority.  This should be in writing at least 3 months in advance.

There may be other items not listed, but I think these are the principal ones you should be aware of in order to host a Department Staff Conference.  If you have any questions, please feel free to contact me or the Department Adjutant. 

 

Alex Romero

PDC Alex Romero, Commandant

Department of Arizona

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