2018 Local Committee Planning Guide

Revised: July 2017

AHA Conference Local Committee

  • Committee Chair or Co-Chairs
  • Speaker, Seminar & Poster Presentation Topics
  • Pre-Registration website/social media content author(s)
  • Club Night Fun
  • Conference Week Events
  • BJCP Exam
  • BJCP Reception
  • AHA National Homebrew Competition: Final Round Staff
  • Final Round National Homebrew Competition: Judge Coordinator
  • Final Round National Homebrew Competition:  Steward Coordinator
  • Final Round National Homebrew Competition: Data Entry Coordinator
  • Final Round National Homebrew Competition: Competition Director

Additional volunteers (must be registered attendees) will assist in specific areas of the conference and are managed by Brewers Association Event Department and American Homebrewers Association (BA/AHA) staff.

Volunteer Position Descriptions

Committee Chair or Co-Chairs

The ultimate responsibility for the Chair or Co-Chairs is seeing that every duty of the local committee is completed in advance of the conference and was done well. Chair/Co-Chairs need to assemble the pool of committee members to manage specific roles within the conference and need to be the motivating force to keep the committee focused on achieving goals.

 Speaker, Seminar & Poster Presentation Topics

Those recommending speakers or poster presenters work with AHA staff (Director and Events & Membership Coordinator) and the AHA Governing Committee to make suggestions for the keynote address and seminars speakers. The AHA relies on this group’s connection to the local community to find people near the host city or within the state to make this conference unique from others.

Local Committee Roles:

  • Work with Chair/Co-Chair and AHA staff to determine the Keynote speaker.
  • Recruit speakers and poster presenters and send them to the online proposal form for topic submissions.
  • Potential and poster presenters and speakers must submit a proposal online.
  • Work with AHA staff to determine interesting topics for conference. Avoid repeating speakers and topics from previous years.
  • Work with AHA and Governing Committee to review, and score all seminar submissions for final confirmation.

BA/AHA Roles:

  • Confirm speakers
  • Provide speakers with all necessary information needed to participate in the conference.
  • Acquire bios and photos for website and program
  • Assist speakers to determine A/V needs for each speaker
  • Determine and arrange for any beer/food serving needs
  • Plan the schedule for seminars/speakers
  • Deliver all beer for seminars (AHA Beer Services team)
  • Check attendees for appropriate badges to access seminars
  • Introduce each speaker and present the speaker with a gift at the end of the presentation (Members of the AHA Governing Committee)
  • Collect presentations for website
  • Acquire audio recording company and provide A/V for all seminars
  • Work with the venue to determine capacity and room sets
  • Provide speaker gifts
  • Determine number of volunteers needed to pour beer and/or serve food
  • Schedule & manage volunteers in seminars

Club Night Fun

Club Night is the most fun event of the week. Clubs from around the nation set up booths and serve their homebrew. Many elaborately decorate their space and themselves with a club theme making this a really exciting event.

Local Committee Roles:

  • Ensure clubs are aware of both opportunities to share their beer with attendees and are not contacted multiple times by different people.
  • Work with local homebrew supply shop to accept shipments of homebrew or to supply parts, equipment and/or CO2 for out of state breweries/clubs.
  • Provide planning assistance to BA Event Manager if needed and available.
  • Aide in communication plan to breweries/clubs
  • Writing and/or reviewing online information provided to breweries/clubs (how much beer to bring, when to arrive, staff for their booths, other details, etc.)
  • Provide suggestions on activities for attendees to do during these events. Suggestions include, but are not limited to:
  1. Corn hole
  2. Silent disco
  3. Mini golf (Nerf? No metal clubs and regular golf balls)
  4. Bands/music
  5. Scavenger hunts
  6. Etc.
  7. Work with AHA/BA staff to plan for costs associated with the fun aspects of the event.
  • Plan awards for these events. Suggestions include, but are not limited to:
    1. Best booth design
    2. Best beer/crowd favorite
    3. Club with the most reps in attendance
    4. Most beers award was discontinued after the 2013 conference due to limited space in the cellar. All clubs and breweries will have a set maximum number of beers they can keep in the cellar during conference week.
    5. Etc.
    6. Organize all aspects of awards at these events.
    7. Work with AHA/BA staff to plan for costs associated with awards for the event.
    8. Provide ideas to enhance the vibe of these events. Be creative!

BA/AHA Roles:

  • Maintain website, including: online sign-up form, information about the event, participation guidelines, participant list, etc.
  • All email communication to breweries/clubs, regarding the event, must come from BA/AHA staff.
  • Communicate with clubs to bring their own serving equipment, how much beer to bring, when to arrive, staff for their booths, etc.
  • Schedule and manage volunteers needed to help with set-up and tear-down
  • Schedule and manage volunteers needed to help empty dump buckets and refill cup stations.
  • Assign staff to attend all sessions.
  • Check attendees for appropriate badges to access event
  • Acquire security staff for event.
  • Work with venue to remove trash and recycling and refill water stations.
  • Work with venue and/or drayage company to determine room set and booth layout.
  • Work with venue to provide electricity, A/V or internet, if needed
  • AHA Beer Services delivers all beers and ice
  • AHA Beer Services provides pitchers and dump buckets
  • Assigns clubs to specific booths
  • Assigns sponsor booth spaces
  • Handles catering
  • Works with local brewery to be a pre-conference drop-off site, if needed

Conference Week Events

Conference week events are the sole responsibility of the local committee, local clubs, local breweries, and beer bars. The AHA/BA does not plan events outside of the conference.

Any individual or group planning conference week events assumes all responsibility for collecting registration fees and covering event expenses. Similarly, any profits or losses associated with conference week events are assumed by the organizer. Plan your events to minimize the risk of losses.

Most conferences have had pre-conference events scheduled for Tuesday or Wednesday; you will likely see the most interest in Wednesday events. Consider including events throughout the week to accommodate spouses or families that aren’t attending official conference events.

Possible Conference Week Events

  • Beer paired meals
    • consider working with a local culinary school and/or pub
  • Pub crawl
    • bus or walking tour, depending on distance from conference venue
  • Bus to Brewery or Walk to Brewery tours
    • Trips to well-known craft breweries do better than scenic trips to less known breweries.
  • Baseball game
  • Golf outing
  • Spa packages
  • All-ages events
  • Local attractions 

Local Committee Roles:

  • Each event should have its own organizer and assistants to help during the event.
  • If only a few events are planned, one person could manage them all and only recruit assistants for day-off duties.
  • Event organizer/s work with establishments to set-up the events, set the activities schedule and act as host for the event.
  • Event Organizer/s schedule bus services, set-up online registration and payments, order wristbands and nametags, manage registrations, apply refunds, handle cancelations and any other needs of the event/s.
  • Assistants help with day-of duties: handling money, check-in, wristbands, nametags and making sure the group stays together.
  • Don’t plan too many events; you do want them to sell out.
  • Establish a drop-dead date for registration and a method for cancelations.
  • Determine how you will accept payment and distribute refunds.
  • Establish a way to confirm registrations and provide attendees with updates about your events.
  • Post and maintain all events on the Conference Week Events calendar: https://www.homebrewcon.org/events/conference-week-events/
  • Have events planned well in advance of registration. This will ensure better participation from attendees.

BJCP Exam

Typically, this is a Wednesday morning event planned for potential BJCP judges. The BJCP Exam works directly with the BJCP board to determine the program of events and all logistics of the exam.

If possible, the AHA/BA works with the venue to arrange space for the exam. If space isn’t available, locating another space is the responsibility of the Committee and/or BJCP. Expenses, registration and associated attendee fees for this event are the responsibility of the BJCP.

BJCP Reception

Typically, this is a Wednesday afternoon event planned for BJCP judges. The BJCP Reception works directly with the BJCP board to determine the program, arrange for a speaker and any beer and food served to attendees.

If possible, the AHA/BA works with the venue to arrange space for the reception. If space isn’t available, locating another space is the responsibility of the Committee and/or BJCP. Expenses, registration and associated attendee fees for this event are the responsibility of the BJCP.

 

AHA National Homebrew Competition: Final Round Staff

Details provided by John Moorhead, AHA National Homebrew Competition Director