THE NATIONAL ASSOCIATION OF NEGRO MUSICIANS, INC.

The Host Branches ARE NOT authorized to execute contracts or make agreements for the Convention/Conference except for those facilities and properties for which they alone are responsible.

UNDER NO CIRCUMSTANCES SHOULD THE HOST BRANCH(ES) OR ANY OF ITS MEMBERS ENTER INTO ANY AGREEMENT OR SIGN ANY CONTRACT IN THE NAME OF THE NATIONAL. This function is the sole responsibility of the President and Executive Secretary jointly or through other approved National Executives.

1. Recommend a hotel or facility where the Convention could be held. Select 2 or 3 hotels with dates of First week in August available. Hotel must have:

            Five (5) Meeting Rooms- minimum

            * Main Meeting Room/Ballroom -350 people - minimum
            * Youth Room - 75 people (Monday - Thursday)
            * Junior Room - 75 people (Monday - Thursday)
            * Life Member Luncheon Room - 126 people (This room is used as a                 practice room and workshop room until it is set up for the luncheon -                 usually a Thursday afternoon)
            * Board meeting room for 40 people (Saturday - Friday)

Hotel sends a letter to Executive Secretary to arrange site inspection. Both President and Executive Secretary come for the site inspection. All recommendations should have the input from both the National President and Executive Secretary. Final approval rests with the Board of Directors or the Board’s Designee.

When a hotel has been selected, the hotel manager/sales staff will send contract forms to the Executive Secretary and President for proper execution. The President and Executive Secretary shall visit the Convention/Conference site and sign such contracts as are necessary together, thus the success and high level of the Convention /Conference can be assured.

***VERY IMPORTANT***

No commitment, agreement, contract, etc. should be made by the Host Branch(es) without full knowledge of the Executive Secretary. The Executive Secretary was elected to conduct the Business of the National with assistance from the National President. ALL QUESTIONS CONCERNING THE BUSINESS OF THE NATIONAL ARE TO BE REFERRED TO THE EXECUTIVE SECRETARY. The names, addresses, and telephone numbers of all committee chairpersons, facilities to be used during the convention, and contact persons should be given to the Executive Secretary.

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2. Notify your Mayor and Governor of our convention dates. Ask them both to mail to the Executive Secretary their letters of welcome for printing in the souvenir journal. Ask them to also include a black and white glossy picture for the journal by June 1^st of the convention year.

3. Mass Meeting. Sunday afternoon - Program participants (Representatives from Governor & Mayor; local civic leaders, etc. ) Mass Meeting should be in a suitable edifice in or near the hotel. Ascertain cost for rental, if necessary, and forward the name of the edifice with the address and contact person and telephone number to the Executive Secretary especially if a cost is involved.

THE ENTIRE MASS MEETING PROGRAM IS YOUR RESPONSIBILITY. Length of program is not to exceed one and one half hours. This is your public welcome to the delegates and citizens of the community to the week long convention that is being held in your city.

Specifics of what will happen during the week will be announced by the National President at the appropriate time. This should be indicated in your program for the Mass Meeting.

4. Recommend Gala Artist/s. One (1) artist should be recommended for the gala  night performance; however, at no time should your recommendation exceed         two (2). Fee not to exceed **'* (Artist Fee is approved by the Board of                 Directors, only) Host branch(es) should consult with the national office to      find out what the dollar amount of that fee is.

5. Recommend Honorees. Three (3) honorees should be recommended by the host branch(es). Honorees should be persons who are local or locally accessible, who have, in some significant way, contributed to music on a local, national or international scale. One guest/complimentary ticket per honoree will be made available for the Banquet. Other guest tickets should be sold at the price designated on the ticket.

6. Clinicians (see Clinician Need form). A maximum of 8 Workshops. Fee per workshop clinician not to exceed $150.00 (see attached Letter of Agreement and Clinician Need Form.)

7. Recommend Conference/Convention Photographer. Assign this person to work with the Board’s designee for the entire convention beginning with the Mass Meeting. In addition to a photographer, a videographer should be recommended for the same schedule. Consult with National Office as regards honoraria for each.

8. Pianos and organ - usually a minimum of four (4) studio uprights and one (1) 9 ft Grand. ( Check with National office regarding the use of Rogers Organ Co. for the organ). Every effort of NANM will be made to seek use of complementary instruments.

9. Company for rental of office equipment. Usually a minimum of three (3) electric typewriters (IBM is preferable) with 30" carriage. Two (2) electric calculators with tape.

10.  Identify an Instant Print Office near the Hotel (PIP firm is preferable)

11.  The Convention Chorus Director and Convention Accompanist are appointments which are made through the National Office. Any recommendation for Convention Chorus Director should be approved by the Committee on Choral Standards. A resume of recommended person must be submitted.

a.) Hosts & Hostesses: To assist at the door, with seating, etc., Mass Meeting, Banquet, Luncheon, Concerts, etc.; under the supervision of at least one national board member.

b.) Courtesy: Cars/drivers, would be available to pick up special guests, aid the secretaries and the treasurer to take to and from the bank.

c.  Ticket Committee: For advance sales - Banquet, luncheon, concerts, workshop, etc. Notify the Executive Secretary when you wish to obtain tickets, and the quantity needed. This can usually be sent by June 1^st. All tickets are sold on behalf of NANM, Inc. There must be a complete financial accounting for all ticket sales. A maximum of twenty-five percent (25%) of the proceeds from the Host Night Concert may be shared with the local host branch (es), only after final calculations and all convention expenses have been paid. *'**(Board to decide if Host Branch(es) will ever be given a block of free tickets.)

Tickets - The National shall print and issue all tickets for regular and special events for which tickets are required. The NUMBERED tickets should correspond with the number of the registrant if at all possible. Tickets should be available for all uses by June 30th and those designated for the Host Branch(es) should be in their hands at that time. Guest/Complimentary tickets for use of the Host Branch(es) and as agreed upon between the Board and the Host Branch(es) should be issued by the Executive Secretary. Such tickets should also be made available to the President for Clinicians and his/her guest(s); Honorees and their guest and such other persons in a total LIMITED QUANTITY as agreed upon by the Board. Requests should be rare for persons outside of the categories named.

********IMPORTANT: All relatives of children performing on ticketed programs must purchase tickets for admission to programs.********

An estimate of the number of local townspeople who might wish to attend an event should be furnished to the Executive Secretary to assist in determining the number of tickets to be printed and for distribution purposes.

d.) Exhibits/Vendors Committee: A fee is charged per space for both members and non-members, the member fee being $25. (If rental of tables at the hotel is not reasonable, the fee is the same for all.) Past experience with tables at the hotel has been that the fee was small or there was no charge. We have also assessed exhibitors a percentage of sales. This fee is negotiable. Write to the Executive Secretary for forms or application for Exhibit Space. A special daily fee is available.

e.) Kit Committee: Solicit as many companies as possible for items. Ask for 500 items from each company. Do not refuse a smaller amount. If there are items for young people only, specify when kits are filled and only youth and juniors will receive them. Keep a list of the contributors so they may be listed in the journal. SET ASIDE FRIDAY PRECEDING CONVENTION OPENING FOR STUFFING KITS. NOTE: Host Branch(es) will be responsible for Kit, other items and stuffing.

f.) Public Relations: Public Relations person should set a target date for publicity and notify National Public Relations chairperson for assistance. Honoraria for such services, or any other related expenses will be determined by the Board.

g) Social Committees: For receptions following performances. It is important that we know which reception, if any, you will sponsor. If you plan any special functions, please inform the Executive Secretary.

h.) Souvenir Journal: Ninety eight (98%) percent of all ads come from your area. See current contract forms for cost which is different for members and businesses. DEADLINES ARE VERY IMPORTANT. Use transmittal sheets or forms furnished when sending contracts and checks to cover the cost of the ad. Official receipts will be mailed directly to you for forwarding to the contractors, for ads taken in the Journal. Insist that all ads be typed and presented exactly as it should appear in the Journal. All advertisements for the Journal must be sent to the Executive Secretary. Ads should be submitted in typed-form; preferably, the Ad should be camera ready. No Ad should be submitted in script.

EVERY EFFORT SHOULD BE MADE TO ADHERE TO THE DEADLINE ESTABLISHED FOR RECEIPT OF ADS FOR INCLUSION IN THE JOURNAL

Make CERTIFIED CHECK or MONEY ORDER payable to NANM, Inc. and mail to:

The National Association of Negro Musicians, Inc.
Mrs. Ona B. Campbell, Executive Secretary
PO Box S-011
237 East 115th Street
Chicago, IL 60620

or

Mrs. Ona B. Campbell, Executive Secretary
The National Association of Negro Musicians, Inc.
11551 S. Laflin Street
Chicago, IL 60643-5029
Telephone or Fax - (773) 779-1325

IV. BADGES - PROGRAMS - CONCERTS - TOURS

1. Badges - While registered members are admitted to workshops and business sessions by wearing a badge, it is highly recommended and necessary that the National have an actual count of the attendance at each event in the form of tickets handed in, and/or a machine hand counter. No admittance will be granted without a badge.

2. Programs - The Convention/Conference usually runs from Sunday's Mass Meeting through Thursday night. The length of the Convention/Conference can be varied, and the order of the evening programs rearranged; in certain circumstances, programs may be omitted or other programs substituted.

The evening programs usually include Host Night, Banquet, Scholarship Contest, Youth Night, Regional Night and the Gala Concert. The Collegiate Young Artists Concert is presented in the mid-afternoon.

All programs should have input from the President and the Executive Secretary before approval.

****PERFORMANCES ARE NOT TO EXCEED ONE AND A HALF HOURS ****

 
a)  - The banner must include the name of the branch and the name - NATIONAL ASSOCIATION OF NEGRO MUSICIANS, INC.

b)  - Costumes may be used (but are not necessary). Some degree of uniformity and/or coordinated attire should be evident.

c)  - The music selection should enhance the presentation. Use of live instruments or recorded music is acceptable.

d)- Choreography or movement may be used, but is not required. However, some degree of formation and/or pattern should be evident.

e.) - Presentation means overall effect of the idea or theme to showcase the Banner

Each category carries ten (10) points. The maximum length of the presentation shall be no longer than six (6) minutes. All persons/participants in the "live" presentation must fill an essential role: singer, dancer, standard bearer, etc.

First place winners from the previous year may participate (but not compete) the following year.

The branches will appear in an order as called by the Recording Secretary. A coordinator, if needed, shall be selected by the Banner committee to assist in the line-up.

Banner Committee: William Warfield, Brazeal Dennard, Theodore Charles Stone and Willis C. Patterson

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Event                                                       Responsible Parties

Mass Meeting                                         National/Local Host Branch
Scholarship                                        National Scholarship Chairperson
Host Night                                              Local/Regional
Collegiate Young Artists Concert         Campus Coordinator
Youth Program National                         Youth Director
Junior Program                               National Junior Director
Memorial Service                               National Chaplain
Gala Artist(s)                                       Host Branch / with approval by National
                                                              President, Executive Secretary and Board

Life Member Luncheon Activities      Life Member Chairperson
Banquet                                               Host Branch (This includes ministers for                                                                 Invocation and Benediction, honorees,                                                                 special music, etc.)