Convention Policies

1. Purpose and Goals of the AKA Convention:

The purpose of the American Kitefliers Association (AKA) convention is to provide an opportunity for Association members to meet, share ideas, network with other kite fliers, and experience a wide variety of kiting activities. This includes the opportunity to present and show kites, share in family activities, and experience various types of kiting competitions. The convention will present as many aspects of kiting as possible in one location to benefit all members in attendance. The AKA convention and the Annual Business Meeting shall be conducted in compliance with the Association By-Laws and Board of Director policies.

2. Attendance:

The Association endeavors to keep the registration price low by utilizing the skills of its members. All activities of the AKA convention are organized, managed, and staffed by registered participants of the convention in a cooperative fashion.

2.1 – All registered participants in the annual convention are required to be current Association members in good standing.

2.2 – All attendees are encouraged to take part in as many activities as is feasible.

2.3 – Members are strongly encouraged to attend the General Annual Business Meeting of the association.

2.4 – Members of the association attending any part of the convention, including field activities, are expected to register to help cover the cost of the convention. The Annual Business Meeting and the auction, exclusive of the banquets, are open to all members in good standing.

2.5 – All registrants are encouraged to volunteer for various tasks and invited to participate in the various volunteer tasks required for the success of the convention.

2.6 – Non-member convention presenters hired for educational venues by the Convention Committee will receive a one-time pass for convention activities during the current convention. In addition, those hired non-member presenters are encouraged to attend the Fly Mart, annual auction, bag raffle, and all other indoor or outdoor kiting activities related to the convention.

2.7 – The general public is welcomed and encouraged to watch our field and indoor events, patronize the Fly Mart, and support any vendor located at the flying field.

2.8 – The Fly Mart and the flying field area, as permitted by the local jurisdiction, will be open to any commercial or non-profit vendors which the AKA BOD has approved.

Vendor(s) shall pay a vendor fee to be determined by the Convention Committee and approved by the AKA BOD. This commercial vendor fee will include temporary membership to the AKA for the duration of the current convention and includes the vendor staff.

If allowed by local authorities, there may be a commercial kite retailer present on a designated area at the flying field as approved by the AKA BOD. This retailer must be a member in good standing in the AKA and be a member of the Kite Trade Association International (KTAI). Additionally, the commercial kite retailer will be asked to donate ten percent (10%) of revenue to the AKA convention.

Fly Mart Vendors:

All vendor fees are non-refundable. Vendors/Exhibitors are encouraged to distribute information for products and services such as pamphlets for their products. Booth space is on a first-come, first-served basis and is subject to approval by the AKA BOD.
For detailed information and application process, contact the Convention Committee at convention@aka.kite.org

Fly Mart and flying field booth fee stipulations for vendor booths at the Fly Mart and on the flying field are as follows:

Outside:
Vendors are required to have a 10′ X 10′ or a larger pop-up tent.

If the vendor has a mobile vehicle, trailer, or other portable display, they may be subject to additional costs. These costs will be suggested by the Convention Committee and approved by the AKA BOD.

Any additional cost for a portable generator or any permits required for such will be the responsibility of the vendor.

Inside:

Costs for the 10’ X 10’ booths will be determined by the Convention Committee and presented to the AKA BOD for approval. Any additional cost for electrical power, curtains, drapes, tables, or other items that may not be provided as part of the basic booth is the Commercial Vendor’s responsibility. Those additional costs are non-refundable.

Food:

Food vendors must comply with local health department rules and regulations and are responsible for all appropriate local health permits. The Convention Committee must approve all food vendors. The non-refundable fee for all food vendors will be determined by the Convention Committee and approved by the AKA BOD.

2.9 – Kite Art Gallery exhibitors at the AKA convention must be AKA members in good standing.

3. Registration Dates:

3.1 – Registration fees will be announced by July 1st.

3.2 – Fees will be discounted for early registrations prior to August 15th.

3.3 – The standard price will be charged from August 16th to one calendar week prior to the start of the convention.

3.4 – A late fee will be added for registrations submitted within 7 (seven) days of the convention or at the door. Deadlines will be based on the postmark of the registration or the email date of electronic registrations.

3.5 – Dates relating to invitations to participate in Grand National competitions are the responsibility of the relevant competition committee. Competitors are still subject to the same fee structure as other attendees regardless of when the invitation is received.

4. Registration Fees and Discounts:

The costs of the convention are covered by the convention participants. These costs include room rentals, field permits, sound-systems, printing and postage, and management fees for the convention administrator. Many of these fees are flat rate and do not vary with the number of participants. The registration fee structure is set to reflect this high fixed cost of organizing an event such as the convention.

4.1 – A la cart registration is offered for the banquets only.

4.2 – Attendees are encouraged to participate in the entire convention. However, the AKA recognizes that not all members are able to attend for an entire week and will offer a Day Pass. This option allows for participation in a single day’s activities and events. The fee for a Day Pass shall be suggested by the Convention Committee and approved by the AKA BOD. Banquet meals are not included as part of a Day Pass, although Day Pass registrants wishing to attend a banquet may purchase banquet tickets separately. Day Pass registrants are not eligible for Grand National Competitions.

4.3 – The AKA welcomes children to attend the convention. A 20% discount on registration will be provided to members under the age of 12, including those who register in order to enter the competition.

4.4 – The convention budget and fee structure is based on utilizing participants as volunteers to fulfill various convention tasks. For this reason, compensation or discounts on registration fees or membership fees will not be provided to participants in return for their voluntary contributions to the convention. The association does realize that some of the required tasks take more time or effort, and the association recognizes those participants’ involvement.

4.5 – The AKA is a non-profit association. As a special incentive to attend, overseas guests who face additional expenses will receive a 10 percent (10%) discount towards registration fees. This discount does not apply to registrants from North America.

4.6 – The AKA will cover reasonable travel, lodging, and registration fees for the President, Executive Director, Kiting Editor, and the Convention Manager for the convention. The AKA BOD will define “reasonable.”

4.7 – Workshop presenters of “make and take” style workshops may collect a supplies fee from workshop participants provided that the fee is published in the on-site program for the workshop and is no more than necessary to cover the actual cost of the supplies that the participants will use. The presenter may be required to provide proof that the supplies fee is no more than is necessary to cover the supplies needed for that workshop. No more than 20% of the workshops offered at a convention may have an added supplies fee.

4.8 – Guest speakers, providing a presentation deemed beneficial to convention attendees, may be compensated for reasonable travel and lodging expenses related to their presentation. This compensation will be determined and approved by the AKA BOD and will be included in the convention budget instead of being charged to AKA general funds. A guest speaker is not required to be an AKA member or a convention registrant. Guest speakers cannot derive financial gain from the presentation.

5. Competitions and Awards:

Grand National Competition includes but is not limited to various types of Kite Making, Sport Kites, Fighter Kites, Rokkakus. There may be other “demonstration” events during the convention, which may or may not include awards.

5.1 – All Grand National competitors must be full registrants.

5.2 – Day Pass registrants are not eligible.

5.3 – All awards issued in the name of the AKA or presented during the AKA convention must be approved by the Board of Directors and are limited to members of the Association.

6. Sponsorships:

Individuals and businesses are encouraged to sponsor the Association and convention by donations to cover costs for trophies, mass ascensions, or other expenses.

6.1 – Should for some reason the sponsored item or trophy sponsored not be utilized at the convention but is reusable for the next convention, the sponsorship will roll over to the next year.

6.2 – AKA Board of directors must approve all sponsorships and reserves the right not to accept sponsorships it feels would reflect poorly on the Association or that violates a contractual obligation.

7. Logo:

The convention logo is displayed on annual convention publications and products.

7.1 – The Convention logo will be chosen by a contest open to all Association members by the Annual Meeting Committee.

7.2 – The Convention Logo must include the AKA logo as part of the design.

7.3 – The Convention Logo shall remain the exclusive property of the AKA and may not be used in any form without the express permission of the AKA.

8. Smoking policy:

A smoke-free environment for all indoor activities at the convention will be provided. A designated smoking area will be established, or an announcement made to advise of the situation. This area will be designated by the host facility.

9. Annual Meeting:

9.1 – Nothing at the convention may be scheduled to conflict with the business meeting

9.2 – A financial report will be given to the membership each year before the beginning of the annual meeting.

9.3 – The Annual Business Meeting shall be conducted in accordance with the AKA By-Laws and Robert’s Rules of Order.

Enacted August 10, 2016, by the AKA Board of Directors