The success of any Christian activity and especially the coming convention depends entirely on God’s blessings of the efforts of many people. Therefore pray without stopping for God’s blessings on the convention and your specific task.

Part I – GENERAL

 Section A – Theme

All themes of the ILDA conventions shall be Christian and inspirational, providing opportunities for fellowship and leadership training.

 
Section B – Authority of the ILDA Convention

The biennial convention shall be the International Lutheran Deaf Association’s chief legislative assembly. It shall establish policies, programs and procedures for carrying on the ILDA ministry. It will grant authority to its elected Board of Directors to oversee and carry out all programs (missions or otherwise) that have been adopted by the convention and that agree with its Constitution.

 
Section C – Time and Place of Next Convention

1.      Convention sites shall be selected six (6) years in advance by majority vote at the ILDA convention. More than 4 years is necessary to find appropriate facilities.

2.      Two (2) convention sites shall be chosen at each ILDA convention.

3.      The ILDA convention shall move from region to region.

4.      Potential host(s) must have a letter written on official congregational stationery proving that their congregation has officially voted to invite the convention to their city.

5.      Prospective host(s) shall make a presentation encouraging the convention to accept their bid(s).

6.      Included with hosting the ILDA convention is a responsibility to help set up the Board of Directors meeting before the convention and serve as host of Ephphatha Conference.

7.      The ILDA secretary and the Board of Directors are responsible to timely find host sites for ILDA Conventions.

Part II – HOST COMMITTEE RESPONSIBILITIES

 Section D – Preparing for Conventions

1.      The host city of an ILDA convention shall elect a chairman before the convention four (4) years earlier ends.

a.      The chairman shall be elected from a deaf congregation and/or field by the members in the area.

b.      The name and address of the chairman shall be sent to the ILDA secretary no later than one (1) month after the ILDA convention four (4) years before ends.

c.      The new host committee chairman will work with the host committee of the convention 2 years before their meeting and will attend that earlier convention.

d.      Host Chairman is encouraged to request assistance from all of the deaf churches within their region.

2.      The ILDA secretary must keep in close contact with and expect to receive quarterly reports from the host chairman. If any problems related to the convention are evident, then the secretary or the president will assist the Host committee chairman in solving the problem(s).

3.      Whenever a planned convention is being held in his/her region, the regional president must bring a progress report to every meeting of the ILDA Board of Directors. This report must contain:

a.      All and any special programs

b.      Problems and solutions being considered

c.      Progress on goals

4.      The host convention committee is responsible for planning the entire program of the convention. Have regular meetings of the Host Committee more frequently as you get closer.

 (Every convention committee feels tired and let down afterwards. They have worked so hard together for so long and now “What do we do?” Find a new project and you will feel better sooner. Thanks for your fantastic work.)

 The committee includes:

a.      Chairman and co-chairman

1.      Planning of the whole convention through committees

2.      Schedule of convention sessions

3.      Ask the past convention host (and the ILDA Secretary) for help.

4.      If possible have meetings with chairmen of the past two conventions.

5.      Make sure the host chairman attends the previous convention and works with that Host Committee.

b.      Pastor and assistants

The ILDA pastoral advisor is responsible to advise and help with these activities:

1)     Sunday worship and devotions

2)     Workshops and/or Bible study

The host pastor shall plan a two (2) hour mission focused workshop on Saturday afternoon. He shall select the leaders(s).

3)     Devotion leaders

a)     The host committee shall be responsible for enlisting the convention devotion leaders, and shall ask them at least ninety (90) days prior to a convention. Please coordinate these devotions with the theme and each other.

b)     The devotion leaders will open and close all meetings and social functions.

c)      The host committee shall offer a monetary honorarium to the devotion leaders and/or preachers.

4)     Worship Service at the End of a Convention

a)     The host congregation will be in charge of arrangements for the convention’s final worship service (Sunday).

b)     The host pastor, assisted by the pastoral advisor, may enlist any number of the regional pastors in attendance to take part in this final worship service which always includes Holy Communion. The host committee shall ask the host congregation’s voter’s assembly to authorize this service.

c)      Near the end of this final Sunday worship service, the pastoral advisor will install the new ILDA officers.

d)     Any and all offerings collected at an ILDA biennial convention shall be deposited into the ILDA treasury and used to meet our Mission Project goals that had been voted on at the convention.

c.      Tasks that are part of committee activities.

These tasks might have a separate committee chairman for each task or might be grouped together under one or more persons. Members of other deaf churches in the same region might also be asked to serve.

1)     Secretary

2)     Treasurer

3)     Hotel and meeting rooms

a)     You are responsible to provide appropriate and adequate facilities for:

(1)   the Actual convention

(2)   the Board meeting before the convention

(3)   the God’s 1000 Club meeting and dinner

(4)   Ephphatha Conference

b)     Communicate regularly (in writing) with the hotel staff.

c)      Be careful about changes in Hotel’s Convention staff and their verbal promises.

d)     Be careful about Contracts: who signs, cost of extras, sliding scale.

e)     Be careful about the “sliding scale” and “block of rooms.” This says if you use enough sleeping rooms, the meeting rooms are free. If you do not use enough sleeping rooms, they get to bill you for the meeting rooms.

f)        Have the LCMS Meeting Planner give advice prior to signing a contract about hotels, and other contracts. Contact the LDMS Director and the ILDA Pastoral Advisor.

g)     Understand local union rules and their requirements at the hotel. Many times the bill may be much higher because of the requirement that a union person be there all day and evening just in case you need something (lights, sound, etc.).

h)      Watch the menus and their cost. Settle as early as possible.

i)        Agree with the cost of coffee breaks.

j)        See if there is an extra cost for parking and plan how to pay for it.

k)      Be extra careful about late requests for equipment. They will cost a lot extra.

l)        Test video (and real time captioning) equipment beforehand.

m)   Test lights and lines of vision beforehand. Most hotels have never worked with a group of deaf people and do not understand the need for the ability to clearly see.

n)      Determine the use of “complimentary rooms” and what they will cost if you do not use enough sleeping rooms. Possible uses of these rooms are for: the President, the host committee, Board meetings, etc.

o)     Determine the time for room check in. If it is late (3pm?) tell the people before they come so that they will not have to wait so long.

p)     Determine if there is a large convention just before ours which might not leave on time.

q)     Do not consider doing hotel registration and payment for hotel rooms through the Host Committee. That will bring you much extra work.

4)     Fund raising

The entire pre-convention part of the funds must be raised by you. Get partner deaf churches (perhaps from your region) to help you.

5)     Publicity and photography (See Section K)

a)     It is extremely important that you have good publicity early. Send regular articles to The Deaf Lutheran for at least two years before your convention.

b)     The Convention Book is very important. Study copies of former conventions to see about content. Talk to the St. Louis host committee for a novel idea about printing it.

6)     The banquet and its program: You have the right to determine what kind of entertainment will occur during the banquet. Historically we have had entertainers, inspirational speakers or dramas. Please make sure that the banquet and its entertainment concludes by 10:00 p.m. Costs for this activity are part of the convention fund.

7)     Child care

a)     Plan activities for the pre-teen children during the various business sessions. Have parents agree to bring their child(ren) and leave them for the full time of each session.

b)     Unless you are going to use pre-convention monies, this is not part of the convention fees and parents should pay appropriately for this.

c)      Parents must sign a liability waiver form.

8)     Contests, banners, skits, choirs, etc.

Historically ILDA has conducted competitions involving banners, skits and choirs. You are encouraged, but not required, to do this. You would advertise for participants, select the judges and provide appropriate awards paid for by the convention fund.

9)     Interpreters, video and captioning

a)     The host committee shall be responsible for selecting convention interpreters and reimbursing them for their services.

b)     It is recommended that a Head Interpreter be chosen to delegate interpreting duties.

c)      Choose interpreters who have some knowledge of religious signs. Interpreters need might include: ASL, Reverse, Special (for people with vision limitations) and oral.

d)     One way to save money on multiple interpreters is to have one or two large projection video screens in appropriate parts of the meeting room and a video camera photographing the main interpreter.

e)     The host committee might use real time captioners.

10)  Junior ILDA

Jr. ILDA’s purpose and functions is still very vague (attendance at St. Louis 21 hearing and 1 deaf) (Cleveland ’99 had more!)  Is its purpose to start a new organization or a child care event for teenage children? What should it cost the parents?

11)  Registrar (See Section H)

Attached is a printed copy of the registration form, a sample registration spreadsheet program, sample badges with appropriate colors and event icons.

12)  Tours, transportation and local events:

Historically Friday afternoon has been set aside for a tour of some place nearby. Transportation includes traveling to and from the airport for the Board, the convention guests and Ephphatha Conference plus any tours for the convention or Jr. ILDA.

5.      The convention host shall inform the ILDA president and secretary of the convention theme at least two (2) years prior to the convention. The host chairman will be responsible for getting this information to the editor of The Deaf Lutheran. 

6.      The highlights and items of main interest of the convention shall be sent to the editors of The Deaf Lutheran for publication immediately after the convention by the host committee chairman.

7.      The convention chairman should enlist the services of a member of his/her congregation or region who has some experience with photography and who has a good camera. The volunteer photographer will be reimbursed for film and cost of development out of convention receipts. But he/she must give the receipts for costs before he/she can be paid.

8.      The host committee is to submit a full written report (program and financial) to the ILDA Board of Directors six (6) months after the close of the convention. A copy of this report will be kept in a convention planning file and made available to future host convention committees. A copy of this report will be sent to the ILDA Historian.

 
Section E – Financing ILDA Convention

The ILDA has become a self-supporting organization. There is no subsidy support. Therefore, the main source of its operating income must come from pre-convention proceeds.

1.      The local host committee is encouraged to establish two accounts (perhaps in one fund):

a.      Pre-convention Account

1)     The host committee (with possible support from its region) should have fund-raising activities for payment of pre-convention expenses. (In 1997, almost $22,000 was raised. Much of this money was used to lower registration costs.). These monies are to be used for committee expenses before the convention, publicity, hotel and other deposits. This pre-convention account can also be used to reduce registration expenses but can also be held in reserve should expenses exceed registration receipts. (Reasonable special celebrations, parties or dinners for the host committee shall be part of this account.)

2)     Distribution of monies remaining in the pre-convention account (after all convention expenses have been paid) is left to the discretion of the host committee. The host committee is encouraged to donate part or all of the remaining pre-convention monies to the ILDA treasury.

3)     Loans may be granted from the ILDA general fund to the host committee to meet pre-convention expenses. Such loans must be repaid within thirty (30) days after the close of a convention.

b.      Convention Registration Account

1)     All monies received from convention registrations go into this account. The convention registration account shall be used to pay all actual expenses during the convention such as meeting room rentals, equipment rentals, etc.

2)     All monies remaining in the convention registration account after all convention expenses have been paid will be sent to the ILDA general fund.

3)     Monies in the convention registration account shall not be used to reimburse or pay any bills related to pre-convention expenses.

4)     Any and all offerings collected at an ILDA biennial convention shall be deposited into the ILDA treasury and used to meet our Mission Project goals that had been voted on at the convention.

2.      The host committee is required to submit a complete financial statement to the ILDA on both pre-convention and convention income and expenditures within six (6) months after the close of a convention. Such reports will be sent to the ILDA secretary and treasurer and made available at the next meeting of the Board of Directors.

 
Section F – ILDA Board of Directors Meeting Prior to Convention

The host committee is responsible for arrangements for this Board meeting, including lodging, meals and meeting room(s). The necessary equipment for this meeting consists of: typewriter or computer, access to a copier, overhead projector, blackboard, and any other things that the Board may request. The cost of this meeting will be paid for by the ILDA. These accommodation should be as economical as possible. The cost of the lodging will be the responsibility of each member of the ILDA Board of Directors and his/her region.

 
Section G – Convention Headquarters

Because a majority of deaf Lutherans and ILDA members are not wealthy and our goal is to make it possible for everyone to attend and get involved in the Lord’s work being done at our conventions, the host chairman is encouraged to:

1.      Make every effort to locate our conventions in the most convenient, reasonable and economical site available. In addition to hotels, you might consider a college or university or a retreat center.

2.      Reserve rooms to be used by the ILDA president at the convention’s headquarters. These rooms should be suitable for use for a Board or committee meeting during the convention. The cost of these rooms for the president (if not provided free by the site) will be paid for by the ILDA fund.

3.      Reserve rooms for the Board of Directors, committee chairpersons, and/or staff as requested by the ILDA president. The cost for the rooms shall be borne by the various individuals.

4.      Reserve rooms for the Executive Board of the ILDA. The costs will be paid for by the ILDA fund.

 
Section H – Registration

1.      All conventions shall open with registration. A color name tag will be given to each registrant which clearly shows the wearer’s membership status.

2.      Only ILDA members whose dues are paid-up before registration can buy a combo ticket. On Nov. 1 prior to a convention, the registration committee chairmen shall request from the ILDA treasurer a current list of the ILDA membership.

3.      Membership dues may be paid during registration. The ILDA treasurer (or his/her assistant) should sit at the registration table and collect dues and give out membership cards.

4.      Whenever the host committee receives any membership dues, they should be sent to the ILDA treasurer with the names of members as soon as possible in order to keep the membership list current.

 
Section I – Guest Speaker/Program Leaders

1.      The host committee may arrange for guest speaker(s) and/or program leader(s). Asking local LCMS district and synodical leaders is one option for speakers.

2.      The host committee shall pay the expenses of the speaker/leader and shall offer an honorarium (a thank you gift of money).

 
Section J – Convention Events

1.      After registration, the convention will open with an evening worship service. Every registered member and visitor is encouraged to attend this important opening worship service.

2.      After the opening devotion, the host chairman will give a welcome speech including his/her list of activities planned for the convention.

3.      Approximately five (5) hours of convention time should be reserved for the business sessions of the convention. At least one and a half (1-1/2) hours should be reserved for devotional time and a two (2) hour block of time shall be used on Saturday afternoon for mission focused workshops and Board of Directors training session.

4.      Other events include: The banner and choir competitions, tours, a Banquet, Sunday Bible Study, the Worship service, etc.

 
Section K – Publicity/Historian

1.      As soon as possible, the host committee should make every effort to keep all the news current regarding the upcoming biennial convention and sent to the elected Publicity/Historian person. At the very earliest date exciting news stories accompanied by good, clear and sharp photos should be sent to the editor of The Deaf Lutheran. Publicity for the upcoming biennial convention should occur in each issue published whether convention news and photos are available or not. This will help to guarantee of a large turnout and a successful and memorable convention.

2.      The historian shall also receive from the ILDA Conventions, ILDA Regional Conventions and Deaf Lutheran congregations the following:

a.      Program books, pictures or video recording of special events for the ILDA archives.

b.      Necrology list of deceased ILDA members, pastors and friends of ILDA by mail, e-mail or church newsletters (e.g. Rhoda Rynearson – 7/97 ILDA member).

c.      The historian shall print a history booklet for distribution at conventions when requested by the Board of Directors.

d.      The historian shall prepare a historical display for the convention.

 
Section L – Availability of Booths at Conventions

All exhibitors shall contact the host committee to obtain an exhibit booth at least two months prior to the convention.

 
Section M – Sale of items

All exhibitors shall contact the host committee to obtain an exhibit booth at least two months prior to the convention.

PART III – ILDA BOARD OF DIRECTORS’ RESPONSIBILITIES

Section N – ILDA Board of Directors Meeting Prior to Convention

1.      The ILDA Board of Directors shall meet for no less than two (2) days prior to a convention.

2.      This meeting must be held at or near the site of the convention headquarters. The host committee is responsible to help with the arrangements for this Board meeting, including lodging, meals and meeting room(s). The necessary equipment for this meeting consists of: typewriter or computer, access to a copier, overhead projector, blackboard, and any other things that the Board may request. The cost of this meeting will be paid for by the ILDA. These accommodations should be as economical as possible.

3.      The cost of the lodging will be the responsibility of each member of the ILDA Board of Directors of his/her region.

 
Section O – The President

1.      Appoints the following committees and/or chairman:

a.      Resolutions

b.      Parliamentarian

c.      Tellers

d.      Mission Projects

2.      Conducts a training program for officers during the convention.

3.      The president will make all efforts to make sure that the convention proceeds according to parliamentary law, enforcing the time allotted each speaker and each session.

 
Section P – The President-Elect

Serves as chairman at the request of the president. He also serves as chairman of the Law committee.

 
Section Q – The Secretary

1.      Between conventions, the ILDA secretary shall assist the host committee with planning.

2.      Records the minutes of the convention. Mails (or gives) the minutes to Board members and the historian.

3.      Reports to the convention the status of resolutions adopted at the previous convention.

4.      The ILDA secretary will send to the editor of The Deaf Lutheran highlights of the convention, but in greater detail, within two (2) weeks after its conclusion. This news item MUST include the Mission Projects that have been adopted by the convention.

5.      Sends the complete and official minutes of the convention to all deaf Lutheran congregations in the LCMS within two (2) months after the convention.

 
Section R – The Treasurer

1.      Provides current membership lists to host chairman in advance of conventions.

2.      Receives dues during registration process.

 
Section S – Pastoral Advisor

1.      Advises and coordinates with the host committee all devotion services at the ILDA convention.

2.      Advises the ILDA on all matters relating to doctrines, teachings and confessions of the LCMS.

3.      Installs the ILDA elected officers at conventions.

 
Section T – Regional Presidents

To ensure a smooth start on the ILDA Board of Directors, the ILDA president for the next biennium will conduct a training program for incoming regional presidents during the convention.

 
Section U – Order of Business

1.      Welcome (president, host chairman, honored guests, local Chamber of Commerce, etc.).

2.      Necrology

3.      Invocation or devotion service

4.      Call to Order: The president shall introduce the agenda for adoption

5.      Introduction of the:

a.      Parliamentarian

b.      Assistant to the Secretary

c.      Tellers

d.      Other Committees

6.      Introduction of Interpreters

7.      Resolutions Committee:

a.      Introduction of committee members

b.      Deadline for handing in resolutions

8.      Nominating Committee’s Report:

a.      Introduction of candidates for offices

b.      Election of new officers and pastoral advisor

9.      Minutes of the previous convention: the secretary will give out copies of minutes of the previous convention. The minutes must be accepted by the proper motions before going into the records.

10.  Treasurer’s Report:

a.      Given at the first business session of the convention. The treasurer will distribute copies of the financial report from the last convention including status of previous mission projects.

b.      The treasurer will name the auditors of the report.

c.      The report of the auditors.

d.      The treasurer’s report must be accepted by the proper motions before going into the records.

11.  President’s Report

12.  Pastoral Advisor’s Report

13. Synodical Representative’s Report

14. The Deaf Lutheran publication report:

a.      The editor

b.      The business manager

15. The Finance Committee’s Report

16. The adoption of the new budget. Presented to the convention by the treasurer.

17. The Law Committee’s Report

18.  Voting on any proposed changes

19.  Introduction of Mission Projects:

a.      Mission Projects Chairman’s Report

b.      Voting on mission projects

20. Other Committee’s Reports

a.      Previous convention committee chairman

b.      Junior ILDA committee chairman

c.      Special committee reports

21.  The ILDA convention bids presented by future host congregations

22. Introduction of pastors and church workers in attendance

23.  Resolution Committee's Report

24.  Unfinished business. Secretary reports on any pending business

25.  New business

26.  Voting on resolutions

27.  Announcements

28.  Adjournment

 
Section V – Parliamentarian

The President-elect shall automatically become the parliamentarian. He/she shall become parliamentarian of both the Constitution and the Bylaws.

1.      The parliamentarian shall be knowledgeable with the rules of the ILDA Constitution and Handbook.

2.      The parliamentarian shall inform the president in advance if he/she is unable to attend a convention.

3.      The parliamentarian shall be discreet when advising the president during the course of a business session during a convention and when it is obvious that some rules and guidelines are being violated.

4.      The parliamentarian is required to be present at all business sessions at the ILDA convention. He/she should keep with him/her at those times copies of the Constitution and Handbook for consulting should a dispute arise concerning procedure.

5.      The parliamentarian shall watch that the agenda be closely followed during the business session.

 
Section W – Mission Projects

1.      Mission Projects are chosen by the voting members at conventions. The Board of Directors will recommend a list of proposed projects. The vote of the members will decide the priorities for paying the projects as money becomes available.

2.      The tellers will calculate the ballots and announce the winning projects, ranking them in the order which had the most votes. Priority of Mission Projects fall in that order within the ILDA budget.

 
Section X – The ILDA God’s 1000 Club

The host committee shall schedule a meeting for this group during the convention.