The Show Membership Secretary (SMS) is responsible for approving live shows throughout North America for NAMHSA membership. The SMS must precisely follow NAMHSA guidelines regarding member show requirements. Due to the nature of the position, reliable email and Internet access is required. You should have daily access to email and be able to answer various inquiries promptly. The SMS must have a reasonable familiarity with the NAMHSA Bylaws and be very familiar with Show Membership rules. This information is located at www.NAMHSA.org. This is a time intensive and challenging position with a two-year term starting January 1, 2009.

The SMS is an appointed, non-voting member of the NAMHSA Board of Directors. Members of the Board may show at NAN and participate in all other NAMHSA activities. The Show Member Secretary is a paid position. The SMS will be paid $300 in July after successfully assisting with the qualification process for NAN and successfully completing the show registrations for the prior six months, and $300 in January for successfully completing the show registrations for the prior six months.

SPECIFIC POSITION REQUIREMENTS - Show Membership Secretary (SMS)

A) Membership DATABASE: Maintain a simple database of all approved NAMHSA member shows. The database generates various reports/exports based on the membership info recorded: show name, show date, show location, showholder name, showholder address, phone, e-mail, show website (if applicable), region, date membership approved, NANs the show qualifies for, # halter-breed tickets, # halter-other tickets, # performance tickets, and date cards need to be mailed. The database must allow the SMS to easily copy & paste or export the show data to other documents and lists as needed or into e-mail. An electronic database for all approved shows must be maintained. Currently the database is in MS Excel. The database can be separate files to keep the file size manageable (archived by month, quarter or year). Database records may be required by other NAMHSA Board members to mail/email material to NAMHSA member shows.

B) ARCHIVES: The SMS keeps all NAMHSA documents that come into the Secretary's hands, including show applications, etc. for at least two show years (May 1-April 30) after receipt.

C) MEMBER SHOW APPROVAL PROCESS:

a. Verify that the application is received 60 days prior to the show date and that all NAMHSA required information (membership fee/show packet/class list/date/advertising plan, etc.) are present.

b. Check the class list and make note of any classes that should not be NAN qualifiers (ie fantasy, animals, youth/novice) if it does not state this in the show rules. Do not approve the show until a corrected class list has been received.

c. Verify that the show's printed rules comply with NAMHSA requirements.

d. Enter show data into database

e. Email showholder informing them of NAMHSA membership approval and that their NAN tickets will be sent at least two or three weeks before the show date

f. Photocopy the show membership fee check/money order

g. Forward show membership fee check/money order to AMHSA treasurer on at least a monthly basis.

h. Petty cash requests with all petty cash receipts must also be photocopied and the originals forwarded to the NAMHSA treasurer on an as-needed basis.

i. Send via email the show information (date/showholder/address/website, etc) to the NAMHSA webmistress for placement on the website, and to all the NAMHSA Yahoo groups including NAMHSA-Discussion and Haynet, as well, if you are subbed there (usually done twice a month). You may request the regional reps to send you an invite to the regional lists, and you may be on no mail on the regional lists.

j. Mail NAN cards to shows in a timely fashion.

k. File show paperwork chronologically in archives

APPLICATION PROCESS: If you are interested in this position please send a statement of interest to the NAMHSA VP, Lindsey Hall at lindseyh@custommodelhorse.com by September 15, 2008.

Please include:
a. Your name, address, email address, and phone number.
b. A brief description of your hobby involvement including such information information as the number of years in the hobby, and your hobby activities (i.e. NAMHSA experience, live show participation, live showholder, other hobby involvement).
c. A short statement describing your general qualifications and your interest in the position would be helpful, including any experience managing small mailing databases.

The NAMHSA Board of Directors will review all applications. The VP may individually contact applicants by email or phone for additional information.

Additional information regarding the position can be received by emailing the NAMHSA VP Lindsey Hall at lindseyh@custommodelhorse.com.

If you feel you could take on this essential position, please do apply! Every member showholder and every member show entrant relies upon the SMS!

Would you be willing to help organize and run the largest and most prestigious model horse show in North America? Do you want to serve your fellow hobbyists in an essential capacity? Are you organized, responsible and able to commit to attending NAN 2009? Then please consider applying for the position of NAN 2009 Registrar.

NAN 2009 will be conducted June 26-28, 2009 (Friday thru Sunday) at Portland Expo Center in Portland, Oregon. The NAN 2009 Registrar will need to be present all three days of NAN. Both before and during the event, the NAN Registrar will coordinate with the NAN Chair to ensure that the show runs smoothly.

The duties of the NAN Registrar include (but are not limited to):

A. Running the NAN entry process, including:
1. Updating the NAN entry packet for the current NAN year
2. Working with the programmer to ensure that the NAN program will capture all needed information
3. Adding any manual entries to the database (Note: Almost all entries will be submitted online)
4. Reviewing each online entry to ensure consistent information (e.g. making sure no one has entered a Clydesdale as an "other light breed")
5. Communicating with entrants (primarily via email) to resolve questions regarding entries
6. Working with the treasurer to verify that correct NAN entry fees have been paid, mailing checks received to the treasurer
7. Working with the individual membership secretary to update the IM database
8. Confirming receipt of entries to entrants

B. Developing the NAN classlist (at least partially based on entries received)

C. Creating and mailing out (most via email) entrant confirmation packets

D. Coordinating and assembling show packets

E. During NAN - entering placings and creating results, including:
1. Setting up the computers, printers, internet access etc. needed
2. Inputting the judge's sheets from each class all three days to provide real-time results
3. Answering entrant questions

F. Distributing results after NAN

Please note: The NAN Registrar does not need to personally do all the above tasks but is ultimately responsible for making sure they all get done. The time commitment is most intense May 1 until NAN.

The NAN Registrar WILL NOT be able to show at NAN. There is a $450 stipend for this position, paid after NAN 2009 concludes. Task-associated expenses (e.g., for paper, tags, postage, printer ribbons) will be covered with appropriate receipts.

If you are interested in being the 2009 NAN Registrar, please send a brief resume, including a description of relevant experience (with computers, running live shows, etc.) and a statement of interest to NAMHSA President Dianne Lievense at president@namhsa.org.

The deadline to apply is September 22, 2008.

Please keep in mind that we can't have NAN 2009 without a Registrar!

NAMHSA is looking for a NAN 2009 Chairperson. Do you want to help host the largest and most prestigious model horse show in North America? Do you want to give back to a hobby that has provided you with years of enjoyment? Then please consider applying for the position of NAN 2009 Chair.

NAN 2009 will be conducted June 26-28, 2009 (Friday thru Sunday) at Portland Expo Center in Portland, Oregon. The NAN 08 Chair will need to be present all three days of NAN.

Key responsibilities of the NAN Chair include, but are not limited to:
1. Ongoing contact with the NAN hall (Portland Expo Center) including arranging for all necessary set up (tables, chairs etc.), catering etc
2. Coordination with the NAN Registrar, including proofing documents and making recommendations on the NAN class list
3. Working with the NAN Auction Chair on legal/tax paperwork and logistics (displaying auction items in NAN showhall)
4. Completing all permits and tax documents necessary to hold NAN
5. Coordinating NAN judges, including soliciting nominations, sending out judge surveys, and assigning classes
6. Working with NAMHSA's PR coordinator to produce advertising for NAN
7. Ordering rosettes for NAN
8. Ordering resin trophy heads and ensuring those are sent to Auld Crafters on time
9. Communicating with Auld Crafters and ordering the number of plaques needed for NAN classes
10. Creating a NAN show program and ensuring its distribution at NAN
11. Organizing volunteers for NAN, such as ring stewards, announcer, white board organizer, ribbon runner, etc.
12. Ordering judge/volunteer's shirts
13. Working with the NAN Sponsorship Chair to ensure commitments to sponsors are met
14. Organizing judge's accommodations (lunches etc.), entrant seating charts, and other day-of-event necessities

Please note: The NAN Chair does not need to personally do all the above tasks. The NAN Chair is free to delegate to other volunteers but the Chair is ultimately responsible for making sure that all jobs get done.

The NAN Chair serves as the head of the NAN Committee. Therefore, the NAN Chair may NOT show at NAN. There is a $450 stipend for this position, which will be paid after NAN 2009.

If you are interested in being the 2009 NAN Chair, please send a brief resume, including relevant experience (e.g., hosting other live model horse shows, past involvement in NAMHSA), and a statement of interest to NAMHSA President Dianne Lievense at president@namhsa.org.

The deadline to apply is Monday, September 22, 2008.