The New PSNZ Convention Model

By Toya Heatley APSNZ, Councillor for Events

The national convention in Christchurch marked an end to the way that such events were organised. Prior to, and including Christchurch, the convention has been organised solely by a host club, with some guidance from the PSNZ Councillor for Events. The host club had overall responsibility for the programme right from the start, including recruiting speakers, booking venues, setting budgets, and processing all of the financial transactions.

In return, any surplus made by the convention was shared 50:50 between PSNZ and the host club. While this proved to be very profitable for several clubs, the reality was that it was getting harder and harder to find clubs willing to take it on. Many clubs did not feel that they had the expertise or manpower to take on such an enormous task.

In addition, there was a lot of inefficiency in the process as there were many elements that were being recreated every time a convention was held.

As conventions are the principal way that PSNZ members can get together, the PSNZ Council had to deal with the issue of finding a way to make the events happen. As a result, PSNZ decided to change the model.

The upcoming regional convention to be held in Taupō has been largely organised by a committee reporting directly to the Councillor for Events, with the Taupō Camera Club assisting at the actual event.

This model is also being used to host the 2022 National Convention in Rotorua. Conventions will still involve a host club that will work alongside the committee in planning the event; however, the responsibilities of the host clubs have been significantly reduced.

The host club will primarily be involved in the following activities:

• Nominate a member to act as a liaison with the PSNZ committee.

• Suggest items that will put a local feel to the event, such as options for field trips and workshops. (PSNZ will handle the actual booking of the events.)

• Provide logistical support on the convention days, such as manning the registration desks and assisting with the workshops and field trips where necessary.

• Assist with the hanging of the Honours sets and Salons.

In return for this assistance, the host club will be paid a flat fee that will be paid regardless of the event’s financial success.

We are currently in the process of looking for host clubs for the 2022 Southern Regional and the 2023 National Convention (which will be held in the South Island).

If your club is interested in learning more, please contact me at toya@digitalpix.co.nz