A. Board of Directors. The Board of Directors shall set
the standards for conducting the Banquet. The Board shall appoint
a voting member of the Society as the Banquet Chairperson at the
first Board meeting each year. No later than the Board's second
quarterly meeting each year, the Board shall consider and take
action regarding the Banquet Chairperson's recommendations for
Banquet date, time, location, price, and budget.
B. The Banquet Chairperson. The Banquet Chairperson, as
quickly as possible after appointment, shall make recommendations
to the Board regarding the Banquet date, time, location, price,
and budget. After the Board approves the Banquet Chairperson's
recommendations, he, or she shall be responsible for the overall
preparation for and production of the Banquet. The Banquet Chairperson
shall specifically take actions to:
1. Select Society members to be Banquet Committee members to
manage publicity, to manage reservations and seating, to serve
as master of ceremonies, and to staff the Honoree Album and
membership sales booth.
2. Execute a contract with a banquet facility specifying date,
beginning and ending times, price, menu, bars expected number
of guests, reception space, and requirements as regards a dais,
table centerpieces and numbering, public address system, and
audiovisual support equipment.
3. Arrange for at least six and up to eight aviation-related
exhibits to be displayed, generally in the Banquet facility's
reception area(s) and entrance area.
After the names of inductees are known the Chairperson shall
also:
4. If there are three or fewer individuals and organizations
to be inducted, select a Banquet program speaker that will by
reputation enhance the marketability of banquet reservations
5. Request the Society's President petition the Governor of
Colorado to issue an Honorary Proclamation proclaiming the date
of the banquet as Colorado Aviation Hall of Fame Day and listing
the individual(s) and organization(s) to be inducted.
6. Provide each inductee with an unfolded, color photocopy
of the Governor's Honorary Proclamation.
7. Make an archival photocopy duplicate of the entire nomination
book of each person and organization being inducted.
8. Write a letter to each inductee person (Principal Sponsor
in the case of a posthumous induction) and organization (Point
of Contact), and provide an informational copy, as appropriate,
to each Principal Sponsor, to provide the following:
a. Personal congratulations.
b. Banquet and ceremony location, date, and schedule of events.
c. Information on seating, reservations, and the two complimentary
reservations made for each inductee.
d. Information on the availability of Banquet printed invitations.
e. The requirements and specifications for inductee publicity
photographs.
f. The designation of the Banquet Chairperson as the Society's
point of contact for all matters relating to the banquet.
9. Order Banquet Programs with covers in the style of previous
programs and contents listing the Banquet and ceremony sequence
plus:
a. A paragraph on each inductee's background and accomplishments.
b. A list of all previous Hall of Fame honorees.
c. Information the Society.
d. A history of the Hall of Fame.
e. Information for purchasing the Colorado Aviation Hall of
Fame honoree Album
f. A reproduction of the Governor's Honorary Proclamation.
g. Acknowledgements and thanks.
10. Order Hall of Fame plaques, approved by the Board, for
presentation to inductees.
11. Arrange for and give instructions to an official Banquet
photographer, stressing the importance of not delaying or prolonging
induction ceremonies.
12. Arrange for and, in agreement with the master of ceremonies,
give detailed instructions to a bagpiper.
After the Banquet is over, the Chairperson shall also:
13. Write Society thank you letters to all persons providing
a talent, service facility, exhibit, or product in support of
the Banquet.
14. Provide file copies of all correspondence pertaining to
the Banquet to the Society's Secretary.
15. Assemble an additional file of all letters, memos, and
printed materials useful to the next year's Banquet Chairperson.
16. Create for the Society's archives a scrapbook containing
photos, captions, descriptions, and printed memorabilia from
the Banquet.
17. Solicit critiques of the Banquet from Board members and
other knowledgeable persons.
18. Make recommendations to the Society's Board of Directors
for revision of this Standing Rule Number 3.
C. Publicity Manager. The Banquet Committee Publicity
Manager shall be responsible for -publicizing the call for Hall
of Fame nominations throughout Colorado, and then later, the names
and accomplishments of those selected for induction and the details
for making Banquet reservations. Specific actions to be accomplished
by the Publicity Manager shall include:
1. Compile an address list of suitable Colorado and regional
media and specifically the local media of all inductees.
2. Create and disseminate a news release soliciting Hall of
Fame nominations no later than June 1st.
3. Provide a Hall of Fame article, with photos, to the editor
of the Society's journal.
4. Provide each inductee with six copies (12 for organizations)
of the journal containing the Hall of Fame article and offer
to send more copies if requested.
5. Create and disseminate a Banquet news release with information
on inductees, photos, reservation process, and the Society.
D. Reservations and Seating Manager. The Banquet Committee
Reservations and Seating Manager shall be responsible for the
creation and proper use of invitations, reservation forms, name
tags, and Banquet seating charts and place names. Specific actions
to be accomplished by the Reservations and Seating Manager shall
include:
1. Compile an address list of suitable persons to receive invitations.
2. Design and have printed invitations, matching envelopes,
and reservation forms.
3. Provide a copy of the invitation and reservation form to
the editor for inclusion in the Society's Journal.
4. Mail invitation and reservation forms to suitable persons
who may consider attending the Banquet.
5. Ensure, to the extent possible, that each previous Hall
of Fame inductee receives an invitation, reservation form, and
handwritten note encouraging their attendance and promising
their recognition as part of the Banquet program.
6. Handle all inquires regarding reservations for the Banquet.
7. Receive reservations and accompanying monies.
8. Forward all monies to the Society's Treasurer within two
weeks of receipt.
9. Create a seating diagram in accordance with inductees' and
attendees' preferences, if any, as indicated on reservation
forms.
10. Create and position a printed place name at the Banquet
place setting for each person attending the Banquet.
11. Create and distribute at the Banquet entrance printed name
tags that show each guest's name (familiar name, if known) and,
as appropriate, indicating whether the guest is a Hall of Fame
inductee (current or previous year) r a current officer or board
member of the Society.
E. Master of Ceremonies. The Master of Ceremonies shall
be in charge of planning and executing the Banquet ceremonies.
They shall be in the style of the 1995 Banquet and shall include
a Call to Dinner (with bagpipe accompaniment), Welcome, Recognition
of Previous Hall of Fame Inductees, Dinner, Banquet Speaker (if
any), Break, Induction of the Hall of Fame Honorees, Toast to
Those Who Have Flown West (with Bagpipe accompaniment), and Concluding
Remarks. Specific actions to be accomplished by the Master of
Ceremonies shall include:
1. Plan the Banquet and ceremonies, excluding the reception,
so as to not exceed two hours.
2. Select Society members, as appropriate, to participate in
the presentation of the ceremonies.
3. Script remarks and produce audiovisual materials (presumably
35mm slides) for each honoree's induction ceremony.
4. Arrange for and, on banquet day, position and test all audiovisual
equipment that may be required.
5. Arrange for and position a U.S. flag and a Colorado flag
in the immediate area where induction ceremonies will be conducted.
