VFW National Convention Updated on August 6, 2016 Vision Statement: For the Veterans of Foreign Wars, Department of Hawaii; to be the premiere Veteran based organization in the state enriching the lives of Veterans, their families and our community. Mission Statement: The Veterans of Foreign Wars of the United States has an annual meeting for all members to conduct business and to elect National level representatives of the organization. Each State and Department sends delegates to the convention to ensure that representatives can vote and act on behalf of their respective States and Departments. Year Goals: Each year the objective is to ensure that all those delegates representing Hawaii are informed of the roles and responsibilities to be a representative, and the cooperative effort to operate a Hospitality room at the National Convention. General Information: The three areas that this SOP will cover are broken into sections of 1. Delegate representative roles and responsibilities; 2. National Committee member and Department Officer responsibilities; and 3. Hospitality Room responsibility. Delegate representatives are responsible for the following: 1. If you plan to attend the National Convention, then you need to inform your Post Quartermaster to register you as a Delegate for your Post. Every Post must pay the registration and delegate fee to National Convention, even if you have no representatives at the National Convention. The registration and delegate fee entitles the Delegate - Convention credentials for business sessions, and to receive the convention booklet/ packet information. 2. A Department designated Communications/Operations Officer will send out a request for all those attending, National Convention, to send the following information: a. First and Last name of delegate b. Date of Arrival at Convention location (city)
c. Date of Departure from Convention location (city) d. Hotel where you will be staying during the convention e. Cell Phone information, way to contact you while at Convention f. Email address to send you information on any meetings or other information that Hawaii delegates should be made aware of First and Last name Ex. John Smith Cell Phone information 808-123- 3456 Email address Date of Arrival jsmith@hawaii.rr.net 22 July 2016 Date of Departure 29 July 2016 Hotel Marriot City Center Note: The last three years has averaged 30 to 35 delegates (VFW, Auxiliary, and Family members) from Hawaii that have attend the National Convention. 3. A Department representative, typically the Department Commander/Auxiliary President will have a pre-convention meeting to discuss the coming trip to pass along any information and request assistance during the National Convention. From that meeting an email will be sent out to all of the delegates that will be attending. The email will discuss social events and other key events at the convention when Hawaii delegates will have opportunities to be together to show Hawaii Aloha. 4. First time delegates should be aware of certain things when planning on attending National Convention. a. We represent Hawaii/American Samoa, so bring at least three Aloha attire clothing for events b. Bring a Kuki nut or yarn lei to wear; this shows others that you represent Hawaii and American Samoa c. If you purchased the Department Commander s shirt for the year, bring that shirt as we will have events to wear that. d. Bring your slippahs and your shorts for the non-business times.
e. During Business sessions the dress code for men is long pants and shoes. You should be wearing either a golf shirt representing VFW post or an Aloha shirt, No T-shirts, shorts, or ball caps in the Business sessions. f. If you are a Department Elected Officer, then you must be in a suit or have Business attire with a sports jacket. The Women must dress the equivalent to that. g. Each year Hawaii delegates should arrive on Friday. This is important so that you can be able to attend the Hawaii Dinner. Each year a location is selected by a designated Department representative to have all the Hawaii delegates, family, and a few extended family (guests) to sit together and fellowship. h. Hawaii Dinner is on Saturday evening starting about 7:30 to 8:00 PM depending on the National Convention City and where the Dinner will be held. i. Sunday Morning is the joint memorial service and recommended that you attend and where a suit or appropriate respectable attire for the event. j. Tuesday evening there will be a Patriotic rally/march and the Hawaii delegation will march together. We all wear the Department Commander s shirt. You are also encouraged to bring patriotic wear to wear at different times during the convention but for the march we dress the same to show Hawaii Aloha. You must have your convention credentials for the Patriotic event to participate. k. Wednesday afternoon is the National Commander and Auxiliary President reception. You must have a ticket for that event and information will be given as how you can obtain a ticket. The Hawaii Delegation wears Aloha Attire, change from previous of wearing commander s shirt, and we sit together to show our Aloha at the event. Need seating for at least 35 personnel. National Committee Representatives, and Department Elected Officers are responsible for the following: 5. National committee representatives are sent instructions on what they must do to get the financial stipend for the trip. a. This includes attending all committee sessions at the designated times. b. Roll call will be taken for you committees. c. Your Committee responsibilities takes priority while at the National Convention.
6. Department Elected Officials also have responsibilities. a. All Department and Auxiliary Officers must make reservations in the Hotel designated for Hawaii delegates. This must be done in February, when the Hotel and room information is released. It is critical to be in the Hawaii Hotel for good command and control, but also to be supportive of the Hospitality room and the other Hawaii delegates. b. Department Commander, Senior Vice Commander, and Junior Vice Commander needs to bring 56 goody bags for your fellow Commanders to include the Auxiliary President and your National Commander. The bag will include the following: i. A letter from you introducing your fellow commanders to you and discuss the Department Fund raiser tickets. ii. One book of five Department Fundraiser tickets iii. Hawaiian Chocolates iv. Other items that you want to put in the bag. You should coordinate what is in your bag with the other Executive Officers so that everyone is aware of what is being given out. c. Department Commander must be present to give the check to the National Home at the designated time. d. Department Commander must be present to give the check to the Veterans Military Service at the designated time. e. All Department and Auxiliary Officers must be present in the Hospitality room on Sunday and Monday, unless your respective National Chief/Auxiliary President has tasks that you must be at. f. All Department and Auxiliary Officers need to be present for Western Conference meetings at the designated times in the schedule. g. All Department and Auxiliary Officers must be at all Business sessions unless excused by the Department Commander/Auxiliary President. h. Dress Code for all Official Presentations, and Business Sessions is Suit/Business attire with a sports jacket. The Women must dress the equivalent to that. Department of Hawaii Communications/Operation Officer: Randy Grant - Post 2875 rwgrant@live.com 808-347-2936
Hawaii Hospitality Room: 1. The Hospitality Room Chairperson responsibilities: a. Ensure that a room has been reserved for the Hospitality room dates and times i. This could be a meeting room, event room, suite in the hotel. The type and size of room will depend on the Hotel that Hawaii delegates are housed in for each Convention b. Develop a means to communicate to all the National Convention delegates the place, date and times of the Hawaii Hospitality room c. Ensure that one or two rental vehicles have been rented to purchase supplies and to make sure that we can help move Hawaii delegates to the Hawaii dinner. d. Determine the number of personnel available to help with the room e. Assign tasks to Hawaii team to accomplish f. Ensure that all logistical supplies for the room are obtained from the supply list attached. g. Ensure that Hawaiian music is available in the room. This can be from people playing ukuleles or from an ipod and external speakers. h. Ensure the room is decorated to show Hawaii Aloha i. Ensure that the room is setup so that the following tasks can be accomplished i. Lei greeting at the entrance ii. Fundraiser tickets, shirts, and other designated Department fund raising sponsored events has space iii. Have space for the drinks station iv. Have space for the food station v. Have designated space for Hula dancing and Ukulele player, if present. 2. Pre-planning before getting to convention: a. Task different representatives with purchasing for reimbursement items to bring to the National Convention
b. Supply List: Item Name Quantity Person Tasked Comments Rental Vehicle 1 EA Hospitality Chairperson or designated person Shell Leis 800 EA Pineapples 33 EA Li Hung Powder (2) plastic 8 ounce Hospitality Tools: cutting knives (for pineapple), pineapple core cutter, can openers/bottle Opener, Corkscrew, wooden mixing spoon, cutting boards (2), and other items for working with pineapple and mixing Mai Tai Macadamia Chocolates, single individual wrapped Large Bottles/Boxes of Red Wine, Cabernet or Merlot pouches Several 900 pieces/10 Containers (purchased in plastic container 90 pieces per container) 2 EA Chairperson Hospitality Chairperson Bud Lite Miller Lite Coors Lite Water Bottles Diet Coke Coke Pepsi Sprite 2 cases 2 cases 2 cases 5 cases 1 case 1 case 1 case 1 case
Item Name Quantity Person Tasked Comments Hawaii Sign 1 EA Hospitality Chairperson Pineapple Juice, 21 EA Large Cans Orange Juice 5 Gallons Lime Juice 3 Bottles White Rum 6 Bottles 1.75 Liter Bacardi 151 Rum 1/5 Bottle (6 Bottles) Ice 120 pounds of ice Cups for pineapples 1200 EA (3 Ounces) Toothpicks 800 EA Drink cups (6 900 EA Ounces) Roaster Aluminum 8 EA pans (Large Size) Roaster Aluminum 4 EA Pans (Small Size) for drip pans for Mai Tai coolers Napkins 250 EA Paper Towels 2 Rolls Trash Bags, largest 1 BX size One Gallon Zip Lock 1 BX Bags One Quart Zip Lock 1 BX Bags Styrofoam coolers 4 EA or Plastic Totes Disposable gloves for working with food Wet wipes to clean table tops and spills Five Gallon Drink Cooler Blue Tac or Painters tape 20 EA (one or two BX) 1 PKG 2 EA 2 rolls or 1 Pkg. Needed to Hang Decorations
Item Name Quantity Person Tasked Comments Wooden Dowel 3 1 EA For Shell Leis feet long Zip Ties 1 PKG. To hang banner Hawaii Banner 1 EA Hospitality Chairperson i. To make one (1) Five (5) gallon Mai Tai cooler the following ingredients are needed: 1. 1 Bottle (1.75 Liter) White Rum 2. 1/5 Bottle of Bacardi 151 3. 1 Gallon Orange Juice 4. 3 Large Cans of Pineapple juice 5. 1/2 Bottle of Lime Juice (Lemon Juice can be substituted) 6. 1/3 of the 5 Gallon Cooler of Ice 7. Must purchase enough ingredients to make minimum of seven (7) coolers of Mai Tai 3. Coordination and setup at Hotel Hospitality Room: a. Hospitality Chairperson will coordinate with Department Quartermaster and Hotel Event Coordinator to gain access to the room and determine any special requirements/conditions b. Hospitality Chairperson and one assistant will purchase items on Saturday, Sunday, and Monday (as needed) c. All items purchased will be stored in the Hospitality Room or Hospitality Chairperson s room d. Hospitality room decorating and setup will begin at 4:00 PM on Sunday need assistance of as many Hawaii representatives that DO NOT have committee meetings. The Chairperson is responsible to ensure that all stations are setup and the room layout is functional. e. Hospitality Room Chairperson is responsible to ensure all pineapple is cored and chunked up before 5:00 PM on Sunday f. Need a minimum of six people to work the Hawaii Hospitality room each night i. Male Lei Greeter at entrance (Typically the Department Commander or Senior Vice Commander) ii. Female Lei Greeter at entrance (Typically the Auxiliary President, Senior Vice Auxiliary, or Female VFW member) iii. Two people working on Department Fundraiser tickets, Department Commander shirts and other Department fundraising items
iv. One person working the Mai-tai and drink station v. One person working the food station ensuring pineapple and chocolates are available. This person will also be asked to run for items as needed. vi. The Hospitality Room Chairperson is responsible to ensure that all stations are functioning and assist as needed anywhere in the room. g. Hospitality room opens at 6:00 PM on Sunday h. Hospitality room closes at 10:00 PM on Sunday i. Hospitality Chairperson will ensure the room is cleaned and secured. j. Hospitality Chairperson will ensure that the any additional purchases are made during the day on Monday k. Hospitality Chairperson will ensure the room is setup and ready no later than 5:00 PM on Monday l. Need a minimum of six people to work the Hawaii Hospitality room each night i. Male Lei Greeter at entrance (Typically the Department Commander or Senior Vice Commander) ii. Female Lei Greeter at entrance (Typically the Auxiliary President, Senior Vice Auxiliary, or Female VFW member) iii. Two people working on Department Fundraiser tickets, Department Commander shirts and other Department fundraising items iv. One person working the Mai-tai and drink station v. One person working the food station ensuring pineapple and chocolates are available. This person will also be asked to run for items as needed. vi. The Hospitality Room Chairperson is responsible to ensure that all stations are functioning and assist as needed anywhere in the room. m. Hospitality room opens at 6:00 PM on Monday n. Hospitality room closes at 10:00 PM, or when all items are gone, on Monday o. Hospitality Chairperson will ensure the room is cleaned and secured. p. Hospitality Chairperson will then coordinate with Hotel Event Coordinator to turn the room back over to the Hotel. q. Hospitality Chairperson and VFW Department Quartermaster will settle any billing for the room Department of Hawaii Hospitality Room Chairman: Randy Grant - Post 2875 rwgrant@live.com 808-347-2936 Approved: Cmdr