IPMS/USA Region 12
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Event Submission Process

Clubs should clear the proposed contest date with their RC prior to booking a facility or signing a contract. Once the RC has approved of the date(s), after checking with neighbouring Regions, the RC will direct send the Chapter the "Edit Event Data" sheet by e-mail.

  • The "Edit Event Data" form takes about 5 minutes to complete when the submission is made by a person who knows the dates, times, addresses, etc.

 

  • Once that Chapter has completed the form, they will e-mail it to RC for approval and the RC will then forward onto the DLC for final approval.

 

  • The DLC receives the submission and immediately emails the RC to confirm that the RC has approved of the event, whether the form shows prior RC approval or not. No exceptions.

  • If the RC responds that they did, indeed, approve of the event date:

    • The DLC emails a copy of the submission form to the Journal staff

      • The event info is placed in the queue of events to be listed in the next available Journal

    • The DLC emails a copy of the submission form to the Office Manager.

      • The Office Manager applies for the insurance package about 45 to 60 days prior to the event and notifies the clubs that the insurance is in place at the proper time.

    • The DLC uses a special web site to review the submission form and to approve of it. Approval by the DLC results in placement of the event on the IPMS Upcoming Events page which is sequenced by date.

Free ad in the Journal

After a club has received RC/DLC approval for their upcoming event the RC should remind the club that they are entitled to a one-time ¼ page ad in the Journal. The ad should be:

  • Size: 4" by 5 1/8"
  • Black and white
  • A .pdf would be preferable
  • Send it to Nat Richards (richa5011@aol.com) and John Heck (johnaheck@gmail.com); that would be the ad manager and the art director, respectively.

The Journal staff must use discretion as to which issue the ad will be placed depending on space and scheduling. Hopefully the appearance of the ad will be that which is best suited for the club but there is no guarantee in this regard.

Hey…its free.

 

 

Regional Bid Guideline.
 

R-12 Regional Bid Guidelines, v.2

As of 12 April 2008

Approved by the DLC – 21 April 2008

In order to make the Regional bidding process fair and level, the following guidelines have been established and all bids will be evaluated by merit.

Please note that a Regional is considered a step above a local, one-day event. All bids should reflect this, but does not mean that it has to be a two-day event. Any bid received that does not measure up to this standard will be returned and an improved submittal will be requested. There is no guarantee, either implied or otherwise stated that a submission will receive award. Chapters that do not get the award are highly encouraged to submit again the following year. The award will be based on information supplied by the bidding Chapter. The decision of the RC is final.

Each Chapter that would like to bid on an upcoming Regional is asked to notify the RC of their intention as soon as possible. The RC will send you a package to help you build your bid. The bid should be submitted to the RC no later than 01 March of the year before (for example, the 2009 bid should be in the RC’s hand NLT 01March 2008). This timeline will allow the RC to evaluate all proposals and ask for any additional data should it be necessary. The announcement of the award for the next Regional will take place at the current year’s Regional, if possible. Note; if the Regional is in the fall, the RC will have to announce the next Regional earlier, NLT 01June.

Bids should include the information below.

  • A brief history of your Chapter’s experience hosting a contest. Also explaining why you want to host the Regional.
  • Venue information – location, address, square footage of the location, floorplan of the facility, how many extra meeting rooms it has, photos of the inside and outside of the location, number of parking spaces, costs etc.
  • Primary date and alternate date
  • Theme with explanation if not readily apparent
  • Special awards with explanation if not readily apparent
  • Category awards, explanation of what they will look like and photo if possible
  • Special Displays, and Guest Speakers, if you’ll have them and what they are
  • Additional Show Attractions, what is within 30 minutes from the Contest location? Don’t need a detailed list; just an idea of what else is out there.
  • Hotels/Motels in the area. What is near the contest location, but again don’t need a detailed list. If you arrange a "deal" of a local hotel/motel - the address, cost per night (normal vs. contest rate) and how far it is from the contest location are required. A photo of the hotel/motel is strongly suggested, but not required.
  • Estimated Budget – cost of the contest location, cost of tables & chairs, cost of meeting/speaker/extra display rooms, any extra expenses incurred at the location. Trophy package expenses, how many you’re going to buy and at what price. Advertising costs. And anything else you can think of what will cost you.
  • Estimated Funding – anticipated Entrant fees, Vendor fees, General Admission fees, Raffle ticket sales, Sponsorships, etc. Basically how much you expect to make in these areas. Include entrant fee per person, what the IPMS/USA discount will be, raffle ticket prices – if it will be assign-a-prize or first come, first served, vendor table price per table.
  • Contest Staff listing – who’s doing what job. Names, addresses, phone #s and e-mail addresses are needed here.
  • Tentative Contest Schedule – Registration times, vendor set-up times, Business and Judges meeting times, raffle times, Award Ceremony and closing time.
  • Category listing – the categories will follow those of the IPMS/USA Nationals. You do not to match every single Nats category, but use that numbering system. See the attachment of the Nats listing and a "sample category listing". Indicate which categories you expect to split.
  • Judging will follow the IPMS/USA Judging Handbook as published on the IPMS/USA web site. Every effort should be made to have a printed copy of this available for review by judges prior to judging. This will help in any questions regarding judging by contestants.
  • The "No-sweeps" rule is in effect, you may however use a "modified No-Sweeps". Indicate which version you will use.
  • NOTE: The use of First, Second and Third is mandatory. The Gold, Silver, Bronze system in not authorized for use at a Regional by IPMS/USA.
  • NOTE: All host Chapters must be and remain a current IPMS/USA chartered chapter during the time of a bid is sent until the convention. If two, or more, chapters join together to put on a Regional, all must be currently chartered IPMS/USA.
  • Provide IPMS/USA with a 4"x5" black and white .pdf file for one free advertisement in "The Journal".
  • If you provide a discount to IPMS/USA members at registration and provide categories for pre-teens/teens, you may apply for a $200 grant from IPMS/USA. Contact the DLC directly for the form.
  • A banquet is not necessary to host a Regional. Information on the banquet facility including menu and price per ticketed guest.
  • Contest registration prices for contestants and general admissions. Should include any extra cost for additional models entered or unlimited entries. Discount for early registration, if any, and/or IPMS/USA members.
  • Once the bid has been publicly announced you will still need to fill out the Contest Registration Page on the IPMS/USA web site.

Post Regional Requirements

  • Full winner’s list, Entrant/Entry numbers, "After Action Report", etc. due to the RC NLT 30 days after the event.
  • Full financial information due to the RC NLT 60 days after the event.
  • Provide the IPMS/USA web site with a CD-ROM with photos of models entered, vendors, people, special events/displays, etc. This will reflect greatly on your club if you do this.

The RC is not trying to micro-manage the Regional, just wants to ensure it will be a great and successful show for both your Chapter and the Region. An well-organized Regional will reflect greatly on your Chapter and the Region as a whole; if poorly organized the opposite will happen. Sell me on your bid; tell me why you should receive the bid.

Good luck.

.