Post on 08-Jul-2018
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Table of Contents Page
Section 1 Definition of a Regional Conference 3
Section 2 Getting Started 4
Section 3 Schedule 5
Section 4 Setting up the Regional Conference Committee 7
Section 5 Finances 8
Section 6 Fundraising/Advertising 9
Section 7 Program 10
Section 8 Principal Guest Master 12
Section 9 Registration 14
Section 10 Business 16
Section 11 Protocol 17
Section 12 Hospitality 18
Section 13 Publicity 19
Section 14 Historian 19
Section 15 Subsidy 19
Section 16 Report on the Regional Conference 20
Section 17 Chronology of Past Regional Conferences 20
Appendices
A. Principal Guest Master Invitation Letter 23
B. Invitation Agreement 25
C. Regional Conference Subsidy Application Form 28
D. Authorization letter and form for Delegate or Alternate 29
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Section 1 Definition of a Regional Conference
I. Purposes of a Regional Conference are to:
A. Promote ikebana to the general public in the Region
B. Make and reinforce "Friendship through Flowers"
C. Exchange ideas and share experiences and methods relating to ikebana and Chapter
management with other Chapters.
Regional Conferences are described in Article XVI, Section 4, of the International Bylaws
of Ikebana International as follows:
Article XVI: Regions and Regional Conferences 4. Regional Conferences
A. Regional Conferences shall be primarily for educational and cultural purposes.
B. Regional Conferences may be held within any Region, provided that:
1) A majority of the Chapters voting agree upon a date and a place.
2) The Regional Conference is not scheduled during the six months before and after a
World Convention in Japan.
3) Within a period of one month immediately preceding a Regional Conference, no
ikebana demonstrations and/or workshops by visiting masters, sponsored by
Ikebana International, may be conducted within a radius of 160 kilometers(100
miles) of the Regional Conference location.
4) Prior approval by the International Board of Directors has been obtained.
5) Initial contact with the Principal Guest Master must be made by International
Headquarters. International Headquarters will assist Chapters in communication
with the Principal Guest Master.
6) Details regarding the planning and conduct of Regional Conferences are available
in the Regional Conference Guidelines.
C. Copies of resolutions or recommendations that are going to be proposed to a Regional
Conference must be received by International Headquarters at least 45 days prior to
the Conference. Resolutions passed at a Regional Conference shall be forwarded to
International Headquarters for consideration by the International Board of Directors.
Resolutions and recommendations passed at a Regional Conference shall be
considered at the first meeting of the International Board of Directors after they are
received, and all Chapters shall be notified of the Board’s action.
D. Voting delegates at a Regional Conference shall be Ikebana International Members
from that particular Region. The number of voting delegates should be as stated in
the most recent revision of the Regional Conference Guidelines issued by Ikebana
International.
E. A written conference report and a Treasurer's report must be sent to the International
President within three months after a Regional Conference.
II. Important points
A. Members of Chapters in other Regions are encouraged to participate in the Regional
Conference.
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B. A Regional Conference shall include Registration, a Welcome Reception and/or Dinner,
Demonstration(s), a Business Meeting, a Discussion Meeting, Workshop(s), Day Tour(s),
a Luncheon, Evening Entertainment, and a Farewell Dinner.
C. Each Region should decide on the scheduling of its own Regional Conference.
D. It is recommended that Regional Conferences be held at three-year intervals in each
Region.
Section 2 Getting Started
I. Once a Chapter decides to host a Regional Conference, the Chapter President should
send a letter offering to host the next Conference at least one month before the
upcoming Conference in that Region. This letter should be sent to the Chairperson of the
upcoming Conference, as well as to International Headquarters. The Chapter shall
confirm hotels and conference facilities before offering to host a Regional Conference.
II. Regional Conference dates must be set at least two years in advance. The Host Chapter
shall allot enough time between its Regional Conference and Regional Conferences in
other Regions and a World Convention. It is recommended that other Ikebana
International major events should not be scheduled in the three months
preceding and following a Regional Conference.
III. The offer to host the next Regional Conference shall be presented at the Business
Meeting of the current Regional Conference, at the latest. If there is more than one offer,
the delegates will vote upon them.
IV. The decision as to when and where the next Regional Conference is to be held should be
made by approval of a majority of the Chapters in the Region before the end of the
current Regional Conference. This must be recorded in the Minutes of the Business
Meeting. The required wording is “was approved by a majority.”
V. After the offer is accepted at the Regional Conference, the delegates from the Host
Chapter shall announce the approximate dates. Even if there is no offer, a discussion
concerning the next Regional Conference should be held during the Business
Meeting. H.Q. will have recommended.
VI. After the Regional Conference, the Host Chapter President should appoint the
Regional Conference Chairperson, obtain approval from International Headquarters
regarding the Regional Conference dates and site, and also contact International
Headquarters regarding the invitation for the Principal Guest Master whom
the Host Chapter would like to be the Guest Demonstrator. The Host Chapter
may ask the International Board for advice about which ikebana school to invite and a
specific Principal Guest Master who could do the demonstration.
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VII. Upon approval from International Headquarters of the proposed dates and site, the Host
Chapter should confirm any bookings already made.
VIII. International Headquarters will announce the Regional Conference dates and site in the
Sakura News.
IX. International Headquarters should be notified of the place and date of all major Ikebana
International events in order that all Ikebana International Chapters can be advised.
Section 3 Schedule
The following items have been included as a guideline and are not in a required order.
STEP 1
1. Form a Regional Conference Committee and prepare an operational plan for the
Conference
2. Enlist services of local Government Tourist Offices
3. Establish the venue and accommodations
The conference facilities must have enough space and facilities for most of the Regional
Conference activities and adequate accommodations, meeting rooms, and banquet
rooms. The conference facilities management should be prepared to allow the staging
of ikebana workshops and demonstrations. If a hotel with such facilities is not
available, book a hall or theater as near as possible to the chosen hotel and provide
transportation between the hotel and the other venue for registrants. Protocol and
security should also be considered in the choice of hall and venue.
4. After approval is received from the International Board, the President of the Host
Chapter shall send an official invitation to the Principal Guest Master through
International Headquarters requesting biographical information to be used in press
release and brochures.
5. Select a travel agent or make necessary arrangement
6. Decide on the program in principle
In cooperation with the selected Masters, decide on a tentative program, for example,
the number of demonstrations and workshops that will be held on each day of the
Regional Conference.
7. Prepare a preliminary budget
8. Divide the necessary jobs among committees, and set out duties for each of those
committees.
9. Have a Preliminary Announcement printed
10. Seek sponsorship
11. Invite the International President
The President of the Host Chapter should send an invitation to the President of Ikebana
International stating what will be provided regarding expenses. As a basic rule, the
registration fee for the International President should be waived, and accommodation
expenses, including official meals and in-city transportation, should be borne by the
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Regional Conference budget. The International President’s airfare shall not be paid by
the Regional Conference Committee.
12. International President’s speeches
If the Regional Conference Committee wishes the International President to give
speeches, a letter should be sent to International Headquarters, specifying at which
functions the International President is being requested to speak. Usually, the
International President gives short speeches at the Welcome event, Farewell Dinner
and sometimes at other Conference functions as well.
13. Honorary President’s message and photograph
If the Regional Conference Committee would like to have a message with a photograph
of the Honorary President for the Souvenir Program, an official letter of request should
be sent to the Honorary President through International Headquarters. The Honorary
President’s photograph must not be used for any other purpose.
14. Collect and discuss information about possible entertainment
15. Decide pre- and post-Conference tours
16. Decide on about decorations
17. Send regular bulletins about progress to other Chapters in the Region
18. Appoint a Parliamentarian
19. Send the Preliminary Announcement
20. Set a fundraising plan in motion
STEP 2
1. Prepare the final program
2. Advertise the Regional Conference
3. Confirm all details with the Principal Guest Master; send copies of
that correspondence and any written agreements to International Headquarters
4. Prepare a final proposal
5. Appoint Leaders for the Discussion Meeting
6. Seek donors for small give-away items
7. Decide on the layout of the Exhibition, Demonstration(s), Workshop(s) and
Discussion(s).
8. Decide on any special lighting effects for all events
9. Approve the Regional Conference bags
10. Clarify Agenda items for the Business Meeting, and send a draft Agenda to
International Headquarters for approval
11. Confirm the contract with those providing entertainment
12. Confirm hotel room rates and meal charges in writing
13. Estimate the number of registrants
14. Print the Registration Brochure
15. Send out the Registration Brochure
16. Take out insurance
17. Reevaluate the budget
18. Advise the International President of her commitments
STEP 3
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1. Confirm accommodations for the Principal Guest Master and at least one assistant at
the event hotel
2. Appoint a Timekeeper for the Business Meeting
3. Establish and print Standing Rules for the Business Meeting
4. Get all items printed
5. Issue written instructions for all duty officers
6. Finalize instructions for the photographer
7. Re-confirm transportation arrangements for the Principal Guest Master
8. Prepare a final budget
9. From the registrations sent in, determine the final number of registrants. Prepare and
check registrants' name tags
10. Check protocol, seating, speeches, etc.
11. Arrange seating plans for official functions
12. Make a schedule for each committee
13. Complete lists for all functions
14. Hold a final meeting with the hotel(s) to confirm details
15. Hold a final meeting with venue management to confirm details
16. Send local dignitaries a copy of the program with a summary of their commitments
17. Alert the Reception Committee as to the arrival time of VIPs
18. Transport materials to the venue(s)
19. Set up a Regional Conference office at the venue
20. Hang welcome messages
21. Open the Regional Conference
Section 4 Setting up the Regional Conference Committee
I. Appoint a Regional Conference Chairperson
A. The Regional Conference Chairperson shall have held an elective office at the Chapter
level for at least one full term and shall have been a Member in good standing for at
least one fiscal year immediately prior to the appointment. The Chair shall be
appointed by the Chapter President and approved by the Chapter Board of Directors at
least two years prior to the date of the Conference, in order to facilitate the long-range
planning necessary for such a Conference.
B. The Chapter President shall be presiding officer at the Regional Conference for all
events and meetings. The Regional Conference Chairperson is responsible for the
conduct of the Regional Conference and shall serve as a member of the Chapter Board
of Directors until the closing of all the facilities and records of that Regional Conference.
It is highly recommended that the Regional Conference Chairperson have attended at
least one Regional Conference in the past. The Regional Conference Chairperson
appoints the Conference Committee Chairpersons before detailed planning begins.
II. Regional Conference Committee
A. This Committee shall be appointed by the Chairperson from nominations
presented by the Chapter Board of Directors and approved by the Chapter Board
of Directors. The Committee shall be responsible for all the planning, coordinating and
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carrying out of the Regional Conference. The Committee Members shall remain and
carry out the duties until the closing of all the facilities and records of that Regional
Conference.
B. The main Regional Conference Committee may include the following Committee
Chairpersons, in addition to the Regional Conference Chairperson.
1. Co-Chairperson
2. Regional Conference Treasurer
3. Fundraising / Advertising Chairperson
4. Program Chairperson
a. Demonstration(s)
b. Exhibition
c. Workshop(s)
d. Tour(s)
5. Registration Chairperson
6. Business Chairperson
a. Recording Secretary
b. Parliamentarian
c. Delegates and Alternates
d. Agenda Committee
e. Regional Liaison Committee
f. Discussion Committee
7. Protocol Chairperson
Guests and VIPs
8. Hospitality Chairperson
a. Social Functions
b. Entertainment
c. Transportation
d. Publicity Chairperson
e. Photographer
f. Historian
Section 5 Finances
I. Responsibilities of the Regional Conference Treasurer:
A. Prepare a budget for the Regional Conference. This budget can be revised according to
the financial situation of the Regional Conference.
B. Maintain accurate records of income and expenses.
C. Receive and disperse all funds.
D. Prepare a financial report at the end of the Regional Conference.
II. Expenses:
The Host Chapter must have a definite idea of what expenses it will be expected to pay.
Regardless of the size of the Regional Conference, there are three kinds of expenses:
Overhead, Variable, and Optional extras.
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A. Overhead Expenses:
1. Conference Costs:
a. Printing, postage, stationery
b. Special meeting rooms
c. Decorations, signs, banners, etc.
d. Special lighting, audio, and other related items
e. Exhibition space and setting up
2. The Principal Guest Master
a. Honorarium
b. The Master's and Assistant’s accommodations and meals
c. Demonstration and workshop flowers and other incidental expenses
d. Transportation: buses, taxis, trucks or hired cars
e. Preparation and storage area for materials
3. International President
a. Accommodations and registration fee
b. Exhibition space and setting up
4. Costs related to hosting the VIPs
B. Variable: Cost per person
1. All meals that are included in the registration fee
2. Opening and closing functions
3. Morning and afternoon teas and any other food functions
C. Optional: not included in the Registration Fee
1. Workshop(s)
2. Optional tours
3. Accompanying person’s activities
Note: A. Insurance is advisable to cover any expense that the Host Chapter may have contracted
for but is prevented from carrying out due to circumstances beyond its control.
B. Before determining the Registration Fee, the budget has to be prepared.
Section 6 Fundraising/Advertising
I. Seed Money
This refers to funds that have to be spent before registration money is received, for example,
on brochures, advertising the Regional Conference, and hotel deposits.
II. How to get seed money:
A. Funds remaining at the end of a Regional Conference may be passed to a subsequent
Regional Conference Committee to be used as start-up funds.
B. Donations from Chapters in the Region.
C. Preregistration fees from the Host Chapter’s Members.
D. Payments from companies and individuals for advertising in the Regional Conference
program, brochures, etc.
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E. Sponsorships from companies that will make donations, such as airline tickets or
items suitable for gifts to participants.
F. Sales areas where ikebana materials and souvenirs can be purchased before the
Regional Conference begins.
Section 7 Program
I. Responsibilities of the Regional Conference Chairperson:
A. Prepare and decide with Committee on the contents of the Souvenir Program.
B. Request messages and photographs for the Souvenir Program from:
1. Honorary President (through International Headquarters)
2. International President
3. Principal Guest Master
4. Supporting VIPs
II. Responsibilities of the Program Chairperson:
A. Make a complete plan for the Regional Conference program.
B. Appoint Committee Directors for Demonstration(s), Exhibition, Workshop(s) and
Tour(s). These Directors should always be in close contact with each other and with the
Program Chairperson.
C. After planning the program, get approval from the Regional Conference Chairperson
and the various Committee Chairpersons.
D. Complete all materials for printing.
E. Supervise all functions regarding the program.
F. Determine whether an interpreter/translator is needed, and make necessary
arrangements.
Note: If the Host Chapter is comparatively small, the Regional Conference Chairperson can also be
the Program Chairperson.
DEMONSTRATION(S)
Responsibilities of the Demonstration Director:
1. All demonstrators shall be registered Ikebana International Members during
the Regional Conference except Principal Guest Master from Japan.
2. Once Member demonstrators are selected, the Committee shall inform the Chapters
Presidents and ask for their understanding and cooperation.
3. Stay in close contact with the staff member of the Hotel/Conference Hall
who is in charge of the demonstration site.
4. Get suitable lighting, microphones, stage, tables, tablecloths, curtains, etc., for the
demonstration. Sound and lighting effects are very important for demonstrations.
5. Provide a suitable room for storage, located close to the stage, with easy access to water.
Maintain materials in good condition until the demonstration is over.
6. Get enough Members to assist the Principal Guest Master.
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EXHIBITION
Responsibilities of the Exhibition Director:
1 All exhibitors shall be registered Ikebana International Members during the Regional
Conference except Principal Guest Master from Japan.
2 Encourage members of as many schools as possible to participate, because the Regional
Conference is an opportunity to show the local community the extent of the art of ikebana
throughout the Region.
3 Decide whether to limit the number of exhibitors.
4 Send request letters at least 3 months in advance to all registrants, inviting them to
exhibit, giving details, such as size of area.
5 Help registrants obtain containers, kenzan (pin holders or frogs), and information on
availability of flowers and materials needed for the exhibition. This information may be
sent to the registrants in advance.
6 Have a florist on the premises who can take orders prior to the Regional Conference for
flowers and provide sufficient quantities of the more common varieties so that all
exhibitors may choose and refresh their flowers when necessary.
7 Prepare water buckets, waste containers, wires, and extra tools.
8 Have some Committee members assigned to look after the exhibition hall at all times in
case of accidents.
9 Consider the set-up and take-out time in relation to other scheduled activities.
10 Provide nameplates for the exhibitors.
Note: According to the International Bylaws:
“Article IV: 1. Any Members of Ikebana International, who exhibit ikebana in the name of this
Association, publicly or in any publication, shall identify their arrangements by the name of
their ikebana school. Exceptions may be granted by the Chapter Board of Directors.”
International Headquarters recommends that arrangements be identified by the name of the
ikebana school so that viewers can learn about different schools. Each arrangement should be
identified by the name of one school only, even if the arranger is studying with more than one
school. Remember that each arrangement represents a school, and should therefore meet high
standards.
WORKSHOP(S)
Responsibilities of the Workshop Director:
1. Provide clear information about the workshops in the application form for the Regional
Conference.
2. Decide with the Principal Guest Master the number of participants, and the type of
containers and materials for each workshop.
3. Provide sufficient assistants to help.
4. Manage the workshops with appropriate protocol to the Principal Guest Master.
5. Decide a fee for the workshop(s).
TOUR(S)
Responsibilities of the Tour Director:
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1. Organize the tour(s) and participate in the tour(s) together with the Tour Committee
members.
2. Cooperate closely with the Hospitality Committee.
Section 8 Principal Guest Master (Main Demonstrator)
The Regional Conference Chairperson is in charge of the Principal Guest Master and the
Master's assistants. Regional Conferences generally have one Principal Guest Master from
Japan. It is very important that initial contact with the Principal Guest Master be made by
International Headquarters. International Headquarters will assist the Host Chapter in
communication with the Principal Guest Master.
Note: A. The name of the Principal Guest Master and the Master's ikebana school should not be
announced before receiving approval from the Master’s ikebana school.
B. The same Principal Guest Master should not be the demonstrator at two consecutive
Regional Conferences within a region.
I. Responsibilities of the Regional Conference Chairperson
A. Send a formal invitation to the Principal Guest Master, co-signed by the Chapter
President, through International Headquarters, stating in detail the expectations of the
Regional Conference, the schedule, and the amount of the honorarium that will be
offered as soon as the Principal Guest Master has been approved by International
Headquarters. (Refer to Invitation Letter in Appendix A)
B. Supervise all the Principal Guest Master’s requirements.
C. Through International Headquarters, negotiate financial arrangements with the
Principal Guest Master.
D. Send the agreement to the Principal Guest Master through International Headquarters.
(Refer to Agreement Format in Appendix B)
E. Together with the Program Chairperson, prepare a detailed schedule for the Principal
Guest Master and the Master's assistants, including greetings on arrival, welcome
event, preparation for the exhibition, demonstration, and workshop(s), the Farewell
dinner, sightseeing, and departure, etc.
F. Designate a member to accompany the Principal Guest Headmaster during the
Regional Conference.
G. Together with the Exhibition, Workshop and Demonstration Directors, prepare
necessary information and send it to the Principal Guest Master.
H. Make sure that the Principal Guest Master receives a complementary souvenir bag with
the standard contents.
II. What to offer to the Principal Guest Master
A. An honorarium (at a minimum, the equivalent of ¥100,000, at a maximum of
¥300,000)
B. A workshop honorarium (maximum ¥3,000 per workshop participant, excluding
materials)
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C. Meals and lodging for the Principal Guest Master and at least one assistant
D. In-town transportation, including trucks or station wagons for materials and
containers
E. All flower materials needed for the Exhibition, Demonstration and Workshop(s)
F. Translation or interpretation services if necessary
Note: A. If funds are available, include additional assistants for the Principal Guest Master.
B. The Regional Conference Committee does not normally pay the airfare for the Principal
Guest Master or the Master's assistants.
III. Agreement
After the Principal Guest Master accepts the Host Chapter's offer, a written agreement should
be signed by the Principal Guest Master and the Regional Conference Chairperson. (Refer to
Agreement Format in Agreement Format in Appendix B)
Note: A. Expenses over and above the items specifically detailed in the agreement should not be
charged to the Host Chapter except by prior agreement.
B. Copies of all communications with the Principal Guest Master, including the agreement
form, should be sent to International Headquarters.
IV. Functions that the Principal Guest Master attends:
A. Exhibition
B. Demonstration
C. Workshop(s)
D. Welcome Dinner
E. Sayonara Dinner
F. Optional Functions
Note: Describe additional Regional Conference functions that you would like the Principal Guest
Master to attend. The Principal Guest Master is expected to attend the Welcome Dinner and
Sayonara Dinner. Other social functions should be optional. Too many required social
functions leave the Principal Guest Master little time for preparation and other activities.
V. Information to be sent to the Principal Guest Master
A. A list of all materials and containers available for the Master's use, specifying which are
readily available. This can include materials from gardens, wild plants, vines, and
branches, as well as materials ordered from florist shops.
B. Color photos of the materials and containers, including information on approximate
size.
C. Floor plan of the demonstration room, with height, width, and length, and the access
door marked. If there is a stage, include its dimensions and also the dimensions of all
tables that could be used.
D. The location of the preparation room with access to water, and how materials can be
brought into the building.
E. Floor plan of room(s) where the workshop(s) will be held.
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F. If the committee wishes to ask the Principal Guest Master to make an arrangement for
the exhibition, floor plan of the space, including dimensions of the room, and
dimensions of the Principal Guest Master’s exhibit space including height from the
floor, if a raised area, and background color.
G. Extra space at the exhibition for arrangement(s) by the Principal Guest Master’s
assistant(s), in case that is requested.
H. The number of Regional Conference Committee members who will assist the Principal
Guest Master.
Section 9 Registration
I. Responsibilities of the Registration Chairperson:
A. All participants shall be I.I. registered Members during the Regional Conference. The
accompanying persons shall be family member.
B. Decide whether accompanying persons will be allowed to attend all functions or only
the social functions. Full registration fee should be required for those attending all
functions.
C. In order to promote Ikebana International toward general public, Regional Conference
could open to the public, however their registration fee should include at least 1 year’s
International and chapter membership dues.
D. Complete preparation of the registration brochure. There are two types of registration:
early and late registration should have a higher fee.
E. Suggest making Regional Conference webpage to provide online registration
information and form.
F. Send registration brochures, including the registration form, to the Chapters in the
Region and to International Headquarters. Registration brochures are usually mailed a
year or more before the Regional Conference, with registration closing 3 to 4 months
before the Regional Conference.
G. Stay in close contact with the Regional Conference Treasurer.
H. Prepare information about the special program for accompanying persons.
I. Make a list of registrants.
J. Confirm the list of VIPs with the Protocol Chairperson.
K. Decide on the Regional Conference bag, and order the bags.
L. Choose gifts (for example, stationery) and nametags, and order them.
M. Prepare nametags.
N. Decide whether a souvenir/gift will be presented to each registrant in the souvenir bag.
Try to limit presents and souvenirs to a minimum in view of the weight and capacity
allowed air travelers.
O. Complete the final lists of participants for the workshop(s), exhibition, tour(s), etc., and
give the lists to each Director in charge.
P. Pack the souvenir bags.
II. Registration Form
In the registration form, the following items should be requested:
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A. Full name and membership number.
B. Postal address
C. Telephone and fax numbers and email address
D. Chapter name and number
E. Participation in the ikebana exhibition, workshop(s), tour(s), Welcome event, Farewell
Dinner, etc.
F. Dietary preferences and other special needs
III. Registration Brochure
The following information should be included in the registration brochure:
A. Information about demonstrations(s) and the Principal Guest Master, workshop(s), the
ikebana exhibition, tour(s), and social functions.
B. Registration fee and closing dates for early and late registration.
C. Instructions for making payment, both domestic and overseas.
D. Closing date for agenda items for the Business Meeting and for appointing Delegates
and Alternates.
E. Typical climate at the time of year of the Regional Conference.
F. Full address and location of the Regional Conference venue.
G. Name, address, telephone and fax number, and email address of the person to whom
the registration form is to be returned by the registrant.
H. Full details of pre- and post-Conference tours, including amount of any required
advance deposits.
I. Accommodation: costs and advance deposits required.
J. Hotel information and airline information.
IV. Items to be printed include:
Registration forms, name tags, advertising brochures, official invitations, minutes of the
Business Meeting of the previous Regional Conference in this Region, preliminary
announcements, standing rules for the Business Meeting, exhibitor name cards,
post-Conference report, function tickets, program, stationery, list of registrants, receipts,
and menu cards.
V. Registration desks:
A. Main Registration desk
The Main Registration desk is the busiest place at the beginning of the Regional
Conference. Participants will be arriving from many countries.
B. Information desk
The information desk and hospitality area should be open daily with well-briefed
personnel.
C. Other desks
1. A Registration desk for Delegates and Alternates for the Business Meeting
(The Chairperson in charge of Delegates and Alternates from the Business
Committee is responsible for this desk.)
2. An Exhibition desk
3. A Workshop desk
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4. Any Discussion Meeting desk
5. A Tour information desk
6. A general information desk
VI. For absentees:
After the conference is over, identify absentees, and send them the souvenir bag with its
contents.
Section 10 Business
The Business Meeting is a very important part of a Regional Conference. It is the only time
when matters pertaining to the Region can be discussed by Members face to face. It is also a
time I.I. issues can be discussed by the Region's Chapters together. To comply with the
Ikebana International Bylaws, a copy of Robert’s Rules of Order Newly Revised is essential.
I. Responsibilities of the Business Chairperson:
A. Make a complete plan for the Business Meeting.
B. Appoint a Recording Secretary, Directors of Delegates and Alternates, an Agenda
Committee, a Regional Liaison Committee, and a Discussion Committee.
C. The Host Chapter President shall chair the Business Meeting with Regional Conference
Committee Chairperson and the Chapter Board Directors shall participate in the
meeting.
Note: A. The Director of Delegates and Alternates should have a good knowledge of I.I. and
business meeting procedures, and should work in conjunction with the Parliamentarian.
B. The Chairperson of the Business Meeting should have attended at least one Regional
Conference Business Meeting in the past.
II. Responsibility of the Recording Secretary:
The Recording Secretary should be available for all meetings during the Regional
Conference, and should record all matters approved at the Business Meeting.
III. Responsibility of the Parliamentarian:
The Regional Conference Parliamentarian should attend all Business Meetings.
Note: It is not obligatory to invite the International Parliamentarian to attend a Regional
Conference; however, it is important to appoint a parliamentarian who is familiar with
Robert’s Rules of Order Newly Revised and the Ikebana International Articles of Association
and International Bylaws.
IV. Delegates and Alternates
A. All Delegates and Alternates must sign in at the desk for Delegates and Alternates on
the day of registration, presenting the authorization letters from their Chapters. They
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should be given all the information that they will need for the Business Meeting. This
sign-in process certifies the Delegates’ and Alternates' roles in the Business Meeting.
B. A well-briefed Member of the Business Committee should be present at the Delegates
and Alternates desk throughout the registration period.
C. The voting Delegates and the Alternates to the Regional Conference shall be Members
from that particular Region. Chapters and Prospective Chapters shall be entitled to
designate one voting delegate for each unit of 100 Members or fraction thereof.
Alternates, designated as such by the Chapters, may be seated in the absence of an
official Delegate.
D. Only voting Delegates may speak at the Business Meeting. Alternates are to be on hand
if needed, but do not have a vote or a voice.
V. Agenda Committee
A. The Agenda Committee meeting should meet prior to the Business Meeting. All
resolutions that have been submitted should be discussed, and possibly revised, before
being offered to the Business Meeting.
B. The Agenda Committee should be representative of the Chapters in the Region,
preferably including Members who have served in some official capacity in their
Chapter. It is preferable that the Agenda Committee Director be a member of a Chapter
other than the Host Chapter.
C. The Agenda Director should mail the resolutions and recommendations to the Chapter
Presidents in the Region for consideration by the Chapters. The material should be
mailed at least 45 days before the Regional Conference, if possible.
D. The agenda, recommendations, and resolutions should be distributed to the Delegates
and Alternates prior to the Business Meeting, along with the standing rules.
E. The International Board must receive the resolutions that will be presented at the
Regional Conference Business Meeting at least 45 days prior to the Regional
Conference. (See Article XVI Section 4 C, International Bylaws)
VI. Regional Liaison Committee
If a Regional Liaison Committee has been formed, the Liaison Officers of each Chapter in
the Region may meet at the Regional Conference to discuss inter-Chapter issues. They may
nominate candidates for the next Liaison Director and a newsletter editor, for approval at
the Business Meeting.
VII. Discussion Committee
Discussion Meetings have become one of the most interesting programs of the Regional
Conference. Usually, breakfast is served during the Discussion Meeting.
The Business Chairperson appoints the Discussion Committee Director.
The Discussion Committee decides the topics for the Discussion Meeting, and appoints
table leaders according to the number of registrants and the languages that they are likely
to want to use.
Section 11 Protocol
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It is always an asset to a Regional Conference to have the support of the local government and
the Japanese Embassy or Consulate in the area. The Protocol Committee shall be responsible
for the VIPs, beginning with the Welcome Reception and/or Dinner, at which time all honored
guests present should be introduced by the Master of Ceremonies.
The protocol for the order of introducing Ikebana International officers and special guests is
as follows:
A. Host country government officials
B. Any Ambassadors or Consuls General
C. Principal Guest Master(s)
D. International President
E. Other VIPs
F. Past International Presidents
G. President of the Host Chapter
H. Chairperson of the Regional Conference
I. Parliamentarian
Note: A. Other Chairpersons and Directors should be introduced at either the Business Meeting or
another function.
B. The Protocol Committee should make sure that each person who has a message in the
souvenir program receives a complimentary copy of the program.
Section 12 Hospitality
Responsibilities of the Hospitality Committee:
A. Planning banquets and other social functions
B. Selecting menus and the layout of the banquet hall
C. Ordering any special meals requested by registrants
D. Arranging entertainment
E. Arranging transportation for the registrants between the hotel and the venue for the
demonstration, if necessary
F. Obtaining information about the registrants, for example, dietary preferences and
other special needs before the start of the Regional Conference
G. Obtaining information about tours and local events
H. Contacting the medical section of the Conference site, and preparing a plan for such
emergencies (In case of a registrant's sickness or accident, quick action is important)
I. Having a member of the Hospitality Committee be the Director of each social function
Note: A. The Hospitality Committee is responsible for the registrants at the Regional Conference;
the Protocol Committee is responsible for the VIPs.
B. A Friendship Room should be prepared for registrants, where daily bulletins can be
posted and messages can be left.
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Section 13 Publicity
I. Responsibilities of the Publicity Committee:
A. Obtain photographs and necessary background and biographical information on the
Principal Guest Master to be used in press releases and brochures. The President of the
Host Chapter should request that information on behalf of the Publicity Committee.
B. Design and prepare a brochure for preliminary announcement of the Regional
Conference.
C. Contact local businesses and organizations to request sponsorship in exchange for
advertising.
D. Arrange local and regional press coverage at least one month in advance of the Regional
Conference.
II. Photographer
It is highly recommended that a professional photographer to record the Regional
Conference.
Section 14 Historian
Responsibilities of the Historian:
A. Filing documents and photographs
B. Filing Regional Conference materials, including the reports from the Chairpersons and
Directors.
C. Keeping all Regional Conference files in the Host Chapter
Section 15 Subsidy
I. Subsidy from Ikebana International Headquarters
Ikebana International Headquarters may grant a subsidy to the Host Chapter of the
Regional Conference and the Principal Guest Master. The amount of the subsidy may
change, depending on International Headquarters' financial situation.
II. Procedure for receiving the subsidy:
A. After getting the approval of the International Headquarters to hold a Regional
Conference, the Host Chapter President and the Regional Conference Chairperson
shall write a formal letter requesting the subsidy, and send it to International
Headquarters together with the application form. (Refer Regional Conference Subsidy
Application Form in Appendix C)
B. After the International Board of Directors has approved the request, the subsidy will be
sent to the Host Chapter.
C. In case of cancellation of the Regional Conference, the subsidy should be reimbursed to
International Headquarters.
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Section 16 Report on the Regional Conference
A Report on the Regional Conference should be sent within three months after the Regional
Conference to International Headquarters, Chapter Presidents in the Region, and the
Chairperson of the next Regional Conference. The Report need not be lengthy, but should
cover the highlights and important events of the Regional Conference. The following must be
sent with the report:
A. Business Meeting Minutes with resolutions passed
B. Regional Conference Program
C. Regional Conference booklets, fliers, and brochures
D. Regional Conference photos and video
E. Financial report
Section 17 Chronology of Regional Conferences
Under the motto, “Friendship through Flowers”, the first Regional Conference of Ikebana
International was held in 1961 in Melbourne, Australia, chaired by Melbourne Chapter #29.
In 1962, the 1st North American Regional Conference was held in Washington, D.C. Since
then, Regional Conferences have been held in various parts of the world.
Host Chapters send invitations not only to the Chapters in the same Region, but also to all
the other Chapters in the world.
Regional Conferences have been held as follows:
ASEAN REGIONAL CONFERENCES
1st Manila, Philippines 1980
2nd Kuala Lumpur, Malaysia 1982
3rd Singapore 1984
4th Bangkok, Thailand 1986
ASIAN REGIONAL CONFERENCES
1st Jakarta, Indonesia 1988
2nd Taipei, Taiwan 1990
3rd Hong Kong, B.C.C. 1992
4th Bangkok, Thailand 1994
5th New Delhi, India 1996
6th Manila, Philippines 1998
7th Kuala Lumpur, Malaysia 2000
8th Singapore 2002
9th Taipei, Taiwan 2004
10th Hyderabad, India 2007
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11th Manila, Philippines 2010
12th New Delhi, India 2012
AUSTRALIA AND NEW ZEALAND REGIONAL CONFERENCES
1st Melbourne, Australia 1961
2nd Sydney, Australia 1962
3rd Adelaide, Australia 1963
4th Melbourne, Australia 1964
5th Sydney, Australia 1966
6th Brisbane, Australia 1967
7th Auckland, New Zealand 1969
8th Adelaide, Australia 1971
9th Melbourne, Australia 1972
10th Sydney, Australia 1974
11th Brisbane, Australia 1975
12th Queenstown, New Zealand 1979
13th Adelaide, Australia 1980
14th Wellington, New Zealand 1983
15th Surfers Paradise, Australia 1985
16th Sydney, Australia 1988
17th Christchurch, New Zealand 1990
18th Melbourne, Australia 1993
19th Auckland, New Zealand 1997
20th Sydney, Australia 2000
21st Gold Coast, Australia 2003
EUROPEAN REGIONAL CONFERENCES
1st London, U.K. 1983
2nd Luxembourg, Luxembourg 1987
3rd Geneva, Switzerland 1989
4th Lunteren, Netherlands 1992
5th Nîmes, France 1995
6th Basel, Switzerland 2004
7th Paris, France 2008
8th Berlin, Germany 2014
MIDDLE EASTERN REGIONAL CONFERENCES
1st Amman, Jordan 2005
NORTH AMERICAN REGIONAL CONFERENCES
1st Washington, D.C., U.S.A. 1962
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2nd Sacramento, California, U.S.A. 1963
3rd New York, New York, U.S.A. 1964
4th Atlanta, Georgia, U.S.A. 1966
5th Boston, Massachusetts, U.S.A. 1968
6th San Francisco, California, U.S.A. 1972
7th Washington, D.C., U.S.A. 1976
8th Dayton, Ohio, U.S.A. 1979
9th Denver, Colorado, U.S.A. 1982
10th New Orleans, Louisiana, U.S.A. 1985
11th San Diego, California, U.S.A. 1988
12th Philadelphia, Pennsylvania, U.S.A. 1992
13th Honolulu, Hawaii, U.S.A. 1995
14th Ottawa, Ontario, Canada 1998
15th Chicago, Illinois, U.S.A. 2003
16th Monterey, California, U.S.A. 2008
17th Asheville, North Carolina, U.S.A. 2014
SOUTH AMERICAN REGIONAL CONFERENCES
1st Santiago, Chile 1975
2nd Asuncion, Paraguay 1984
3rd Buenos Aires, Argentina 1987
4th Santiago, Chile 1990
5th Quito, Ecuador 2006
Guidelines for Organizing a Regional Conference were first approved by the Ikebana
International Board of Directors on September 22, 1981, and revised in 1982, 1988, 1998,
and 2012.
Starting with the 1998 revision, Symposia are no longer authorized.
23
Regional Conference Principal Guest Master
Invitation Letter
Date
Dear Mr./Mrs.
Iemoto of School of Ikebana,
Thank you for your continuing support of Ikebana International.
It is our great pleasure to inform you that Ikebana International’s th Asian/European
Regional Conference will be held on Month, Date, 20 in (City, Country).
We would be grateful and honored if you could consider being the Principal Guest Master of
this great event.
You will find some brief information concerning this Regional Conference as follows:
Theme:
Date:
Place: Hotel XXX
Regional Conference Website:
Schedule:
1. Demonstration:
a. Date:
b. Place:
2. Workshops:
a. Date
b. Place:
3. Exhibition:
a. Date:
b. Place:
4. Accommodation:
a. Address
b. Phone /Fax number:
c. Website
5. Welcome Parties:
a. Date:
b. Place:
6. Sayonara Party
a. Date:
b. Place:
You will find this Regional Conference Chairperson’s contact details as follow:
1. Name:
2. E-mail:
3. Phone / Fax:
24
We would appreciate your kind consideration and would be honored by your acceptance as
the Principal Guest Master of this Regional Conference.
You will find detailed information as attached. If you have any inquiry or request, please let
us know as soon as possible, we will be most happy to do our best to make your stay as
enjoyable and convenient as possible.
We are looking forward to hearing from you and sincerely hope to see you at this Regional
Conference.
Sincerely,
Name
President
Ikebana International Chapter #
Address of the Chapter
25
Regional Conference Principal Guest Master Invitation Agreement
Date
This agreement is made between
Mr. , Iemoto of School and
Mrs. , the th Regional Conference Chairperson.
This agreement includes the condition to invite Mr. , Iemoto of
school to the th Regional Conference.
The information concerning Ikebana International th (Asian / European / North American /
South American / Australia And New Zealand / Middle Eastern) Regional Conference is as
follows:
I. Date:
II. Place: Hotel
Address:
Website:
Phone / Fax:
(Please write each location information if different locations are scheduled)
III. Program & Schedule:
A. Demonstration:
1. Date and Time (setup, display, take off):
2. Place:
3. Size of the stage
4. Equipment (Sound/ Lighting/ Table/ Tablecloth/ Microphones/ Projector/ Screen,
etc.):
5. Flower Materials/Containers:
6. Material and Venue preview time:
B. Workshops:
1. Date and Time:
2. Duration per workshop
3. Place:
4. Flower Materials / Containers
5. Numbers of participants
6. Material and Venue preview time:
C. Exhibition:
1 Date and Time (setup, display, take off):
2 Place:
3 Size of the exhibition and the floor plan
4 Available setting for the exhibition (Table/Tablecloth/Lighting, etc.)
5 Flower Materials/Containers
6 Material and Venue preview time:
26
D. Accommodation:
1 Address
2 Website
3 Phone /Fax number:
E. Welcome Parties:
1 Date and Time:
2 Place:
F. Farewell Party
1 Date and Time:
2 Place:
IV. Conditions
For the great support and hard work of the Principal Guest Master, we, the th Regional
Conference Host would like to show our appreciation as follows:
1. Honorarium: JPY
2. Accommodation (lodging and meals) for Principal Guest Master and Assistant (s).
*Note: Since the Regional Conference will be taking place at Hotel XXX where most
participants will stay, therefore we made reservation at the same place for both the
Principal Guest Master and Assistants, as well as for Ikebana International President.
3. Local Transportation (Airport-Regional Conference site pickup & drop-off).
4. Flower materials for Demonstration and Workshops.
5. Local flower materials transportation fee.
6. Transportation cost for certain special materials that must be brought from Japan can
be discussed.
7. Any other charges such as customs duty, etc., related to the cargoes from Japan should
be paid by sender.
8. Translation service.
9. Workshop fee (JPY 3,000/workshop/participant, excluding materials)
* Note: In case of cancellation, the same total amount should be reimbursed.
V. Others:
The Host Chapter can also make courtesy arrangements according to the Principal Guest
Master needs as follow:
1. Containers rental.
2. Sightseeing arrangement.
Please sign this agreement if you agree and accept the conditions mentioned above.
Name:
Signature:
Iemoto of School of Ikebana
Address:
28
Regional Conference Subsidy Application Form
Chapter, # Date:
We hereby apply for a subsidy from I.I. Headquarters to help supplement the operational costs of the Regional Conference. The Regional Conference Financial Report will be submitted to I.I. Headquarters within three months after the Regional Conference. In case of cancellation of Regional Conference, subsidy should be reimbursed.
Name of the Regional Conference:
Venue: Date:
Host Chapter President
Name Signature
Address
Phone Fax
Regional Conference Chairperson
Name Signature
Address
Phone Fax
Bank Information
Bank Name
Branch Name
Branch Address
Bank Code No.
Account No.
Payee's Name
Payee’s Address
Followings will be completed at Ikebana International Headquarters
Date
Subsidy
Name
Signature
International President International First Vice President International Treasurer
29
Regional Conference Authorization Letter for Delegates and Alternates
Business Meetings Month Date, 20xx
Dear Mrs. /Mr. ,
Thank you for your registration for the upcoming th Regional Conference.
This is a confirmation of your designation as a Delegate/Alternate to represent your chapter
at the Business Meetings.
Once you are at the Regional Conference site, please make your registration at the following
desks:
1. Regional Conference Registration desk
2. Delegates and Alternates Registration desk for the Business Meeting. Please present
this Authorization Letter from your Chapter and pick up all documents for the
Business Meetings.
You are requested to attend the following meetings:
1. The 1st Business Meeting
a. Date and time
b. Place
2. The 2nd Business Meeting
a. Date and time
b. Place
Notes:
1. Delegate(s) and Alternate(s) must be I.I. Regular Member in good standing.
2. Delegate(s) and Alternate(s) must be I.I. Regular Member registered at the Regional
Conference.
3. Please use the term of Delegate(s) and Alternate(s) in all correspondence.
4. Only Delegates can speak and vote during the Business Meetings.
5. If Delegate is unable to attend the Business Meeting, a registered Alternate can be
transferred from Alternate to Delegate by written consent of the Delegate, with approval
of the Delegates and Alternates Director.
6. Please respect agenda and standing rules of the Business Meeting.
7. Please attend the meeting on time. Once the doors are closed, latecomers will not be
admitted except at the discretion of the chairperson of the Business Meeting.
We look forward to seeing you at the Regional Conference!
Sincerely,
Name
31
Delegates and Alternates Form
Please print clearly in block letters in English.
Chapter Name #
1 Delegate(s)
Name Membership
Address
Name Membership
Address
Name Membership
Address
Name Membership
Address
Name Membership
Address
2. Alternate(s)
Name Membership
Address
Name Membership
Address
Name of Chapter President
Signature of President
Date
Deadline of Confirmation
Return to
Name of Director
Address
32
Amendment Committee 2012
Junko Katano (Chairperson)
Itsuko Nakayama
Midori Purdy
Wienczyslawa Sato
Nobuko Usui
Makiko Yamaki
Li (Lily) Zhang
Proofreaders
Stephanie Tomiyasu
Anna Nakada
IKEBANA INTERNATIONAL
Misaki Building, 5F
3-28-9 Kanda Ogawamachi
Chiyoda-ku, Tokyo 101-0052, JAPAN
Web: http://www.ikebanahq.org
E-mail: ikebana@ikebanahq.org
Telephone: +81-3-3293-8188
Fax: +81-3-3294-2272