HOW TO PREPARE FOR CONVENTIONS
April 2000

Gladys N. Simpson
Alliance Director General 1992-94
Alliance Parliamentarian 1996-98

Another international convention is nearing and some of you are considering whether to attend.

This year it will take place in Puerto Rico and the allure of golden beaches, casinos and colonial charm are beckoning.

Those of us who seldom miss a Pan American Convention WANT you to come, enjoy the experience and. perhaps join us in the ranks of those who love and cherish the adventure that is an Alliance Convention.

BUT - ARE YOU READY? - IS YOUR TABLE READY?

Let's address Table readiness first. For the past few weeks, the Table Directors have been receiving mail from Alliance officers and committees, soliciting material, requesting nominations and submissions of possible revisions ad/or resolutions.

SOME OF THESE THINGS ARE OPTIONAL, SOME ARE REQUIRED Tables MUST send copies of their yearbooks to a) the Director General b) the Treasurer c) the Historian (as well as pictures. memorabilia, newspaper articles and news regarding the Table and members, to insure that it -will be well represented in the biennium's History) d) the Zone Director who also need the Director(s) reports, to prepare the complete Zone Report.

Tables SHOULD: a) send pictures, news and articles to the Editorial Committee to be included in the "BOLETIN PANAMERICANO" which reaches all the Alliance Tables b) send proposals for Resolutions or Revisions to the appropriate committees, if and when the membership feels, there is a need for change or affirmation c) send nominations for the elective positions in the Alliance Board to the Nominating Committee - your input -will shape the direction and the future of the Alliance - d) send nominations to Pan American Woman Committee if the Table membership feels strongly that the career of a person merits special recognition.

AND WHENEVER POSSIBLE, ALL THESE REPORTS AND MATERIALS SHOULD BE SUBMITTED IN ENGLISH AND SPANISH so as not to exclude any part of the Alliance.

Remember, if the Table cannot prepare bilingual reports, there is an Official Alliance Translator who can help, when given sufficient time and notice.

On personal readiness, you, the Table member should do some soul searching. whether this is the first time or the latest of many times you attend some of the preparations are external. Some are internal but not less important-- WHAT D0 YOU EXPECT? WHAT ARE YOUR GOALS? - What will make this event something different than amiable tourism among peers? What relevance will this particular journey have?

And last - but not least - how will YOUR presence contribute to the betterment of your fellow Pan American Round Table sisters and of the Pan American movement?

Do you bring something of value to this convention?

Do you want to bring back with you something of value?

If you are ready to accept that WISDOM is knowledge applied, not merely information, and that it implies discernment, proof of validity and the willingness to incorporate this knowledge to your life. Are you receptive to apply what you learn from the diversity of the membership in the Pan American movement and follow the path of Knowledge, Understanding and Friendship?

If the answer to most of these questions is "YES", then perhaps you will be willing' to take some steps to be ready for convention.

Whether you attend an Alliance Convention as an officer, committee head or member. delegate, alternate or, simply interested bystander, your roles will be multiple :

To be successful you must be able to tell WHAT your Table does and HOW it is done, making sure that those listening to you understand your society and Alliance Translator who can help, when given sufficient time and notice.

On personal readiness, you, the Table member should do some soul searching whether this is the first time or the latest of many times you attend. some of the preparations are external. Some are internal but not less important-- WHAT D0 YOU EXPECT? WHAT ARE YOUR GOALS? - What will make this event something different than amiable tourism among peers? What relevance will this particular journey have?

And last - but not least - how will YOUR presence contribute to the betterment of your fellow Pan American Round Table sisters and of the Pan American movement?

Do you bring something of value to this convention?

Do you want to bring back with you something of value?

If you are ready to accept that WISDOM is knowledge applied, not merely information, and that it implies discernment, proof of validity and the willingness to incorporate this knowledge to your life. Are you receptive to apply what you learn from the diversity of the membership in the Pan American movement and follow the path of Knowledge, Understanding and Friendship?

If the answer to most of these questions is "YES", then perhaps you will be willing' to take some steps to be ready for convention. Whether you attend an Alliance Convention as an officer, committee head or member, delegate, alternate or, simply interested bystander, your roles will be multiple:

To be successful you must be able to tell WHAT your Table does and HOW it is done making sure that those listening to you understand your society and your country. It is important that your audience FEEL your community and your culture. To achieve a real EXCHANGE you have to have keen interest and lively curiosity on how other cultures handle the management of their Table affairs.

YOU HAVE TO BE A COMMUNICATOR AND A LISTENER. A TEACHER AND A PUPIL.

You must ask relevant questions and have the patience to hear answers in full; you may kindly correct mistakes and. even more kindly allow yourself to be corrected.

You should try to acquire some knowledge of the structure and format of an Alliance Convention; those in your Table that have attended before will gladly share their experiences with you.

You should be prepared to know how elections are held, what are the requisites to serve as an elected and/or appointed officer, how the Alliance, on a voluntary and traditional basis, rotates leadership to allow all the Zones to have a voice.

The revisions Committee sends a letter to EACH AND EVERY Table in the Alliance, listing all proposed revisions to the Constitution and Bylaws, 30 days before an International Convention. If you plan to attend you MUST read that letter; ask your Table Director for a copy.

As you see, these steps are concrete sometimes and intangible at others: nonetheless, they will help you be prepared, secure, comfortable and receptive of the adventure that is to be part of an international exchange from which you will emerge with fresh ideas and a new sense of leadership. I must tell you that first hand knowledge of the Pan American ideals is achieved faster and more permanently through the international experience of a biennial convention. Come ready to embrace this adventure!!!

And about the ever important issues of sightseeing, shopping, beach combing and general tourist activities, my recommendation is: Go A FEW DAYS EARLIER OR STAY A FEW DAYS AFTER THE CONVENTION and HAVE A BALL! ! ! !

"ONE FOR ALL AND ALL FOR ONE"

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