Click her for Parade Rules

PURPOSE:

These Guidelines are provided to assist the Convention Committee to organize and accomplish the various requirements as set forth by the membership to plan for and conduct a successful Firemen's Convention and Parade.

INTENT

It is the intent of these Guidelines to reflect the basic requirements as set forth and agreed upon by the membership of this association and to identify those items considered as "OPTIONAL" and the sole responsibility of the Host Convention Committee.

I - THURSDAY NIGHT SOCIAL (OPTIONAL)

This event, if the Host Convention Committee selects to do so, must be organized and conducted so as to be self-sustaining and NOT reliant on U.C.V.F.A. Funds.

II- FRIDAY NIGHT ANNUAL MEETING

This Annual Meeting is MANDATORY and shall be conducted as provided for in the Association By-Laws and shall include the ‘FIREMAN OF THE YEAR AWARD CEREMONY’ (when necessary) and the 'MEMORIAL SERVICE' in honor of our departed brother and sister Firefighters.

The Hall shall be so arranged as to provide a 'CENTER ISLE' with seating on both sides, a HEAD TABLE(s) long enough to accommodate the association officers, a podium, an American Flag situated on the (left of the head table as viewed from the public) and a smaller table on which to set the Memorial Maltese Cross into which flowers are placed and a fire bell which will be sounded for each departed firefighter so named.

NOTE #1: Although the Memorial Service is mandatory, it may be conducted on the Sunday immediately prior to the Convention, at a House of Worship so designated by the Host Committee.

NOTE #2: Approximately 200 copies of the Convention Journal should be available for distribution at the beginning of the Friday Night Annual Meeting, the balance of which shall be made available for distribution on Saturday, the day of the parade.

NOTE # 3: Member/Delegate/Guest Convention ribbons are to be available to those attending the Friday night event.

III - SATURDAY FIREMEN'S PARADE

The Annual Fireman's Convention Parade is MANDATORY and shall be scheduled as stipulated by the Association By-Laws (LAST SATURDAY of JULY), with 'Step-Off at 13:00 hrs.

IV - PAST PRESIDENTS DINNER

To be scheduled on a date as agreed upon at the Annual Meeting of the UCVFA, and to be self-sustaining.

SUGGESTED CONVENTION COMMITTEES

CHAIRMAN

CONVENTION JOURNAL

COMMUNICATIONS/ PUBLICITY

PHOTOGRAHS (UCVFA REQD MIN)

FIRST AID

THURSDAY NIGHT FOOD/ ENTERTAINMENT (OPTIONAL)

FRIDAY NIGHT MEETING/ REGISTRATION & BADGES

GUEST COMPANIES and MOMENTOES (OPTIONAL)

INSURANCE

JUDGES/MEALS

PARADE ROUTE/PARKING

PARADE LINE-UP & SPACE ID PLACARDS

FIRE POLICE FOR TRAFFIC CONTROL/PARKING

PORT-O-LETS (UNISEX & HANDICAP)

REVIEWING STAND/PA SYSTEM

SATURDAY PARADE REGISTRATION & REFRESHMENTS

TRASH REMOVAL / COMMUNITY CLEAN-UP

TROPHIES

COMMITTEE GUIDELINES

CHAIRMAN:

The chairman of the Convention Committee shall concern him/herself with the workings of the committee in order to ensure these Guidelines are followed as closely as possible for a successful convention.

CONVENTION JOURNAL:

As a direct effort saving benefit to a Host Committee, a multi-year contractual agreement with a specific Solicitor may be in effect at the time a convention is to be planned.  Should that be the case, the Host Committee MUST use the Solicitor selected by the Association so as to realize the expected financial benefit and NOT put that burden on the committee. For the added benefit to the Host Committee, the solicitation of space in the journal for organizations within the Volunteer Fire Service is the sole responsibility of the convention committee and all such moneys shall remain in the possession of the committee.

NOTE: Any photographs required by the UCVFA & the committee for the convention journal should be taken by a qualified photographer and the publication of the journal should be done by a printing firm known for the quality of their work. (see UCVFA requirement listing at the end of this guideline)

COMMUNICATIONS:

This is a very important committee. A variety of letters are essential, and the mailing times are vital. The 'INVITATION PACKET' should be mailed no later than January 15th, and the ads for the convention journal should be received by the committee with their payments no later than &Lril 30' for the benefit of the Printer who should have your input for the journal by June 15th (no later than).

 Additional letters with the Parade Rules/Line-Up shall be sent to all participating units who returned their invitation forms. Placement in the line of march should be by the returned date on their envelope. (listings of county dept's w/address will be supplied by UCBF/UCVFA)

**NOTICE**: Initially, a 'LETTER OF INTENT' to host the annual convention of this association must be sent to the Secretary of the U.C.V.F.A., P.O. Box 1411, Kingston, NY 12402, as far in advance as conveniently possible.

A letter of notification must be sent to your local Town Clerk requesting information regarding the need for any and all PERMITS relating to such an event.

Depending on the use of specific roadways, you MUST communicate such fuse' information to the appropriate Law Enforcement Agency (City, Town, Village, County or State) regarding Road Closures & Detours, Traffic Control and Emergency Situations.

EMS: Send a letter to ALL FIRST AID SQUADS: inviting their participation: A) The parade, B) selection of a staging area, C) Placement at critical points along the parade route, and D) at the ending site of the parade where a FIRST AID TENT should be established.

Invitations to "GUEST FIRE UNITS" and "MEMENTOES" of the occasion is the sole financial responsibility of the Host Committee.

LIABILITY INSURANCE:

This is a very important item that must be discussed with your organization's Insurance Agent. Usually a One Million Dollar Rider ($1,000,000.00) is sufficient to be temporarily attached to your policy, with the UCVFA named as an additional insured.

JUDGES/MEALS:

Judges for each of the Saturday events, APPARATUS JUDGING (morning of OR during the parade) and the PARADE in the afternoon should be arranged as far in advance as possible so as to get into the Judging Calendar. As a gesture of good-will and appreciation for their services, Judges must be provided with appropriate meals and private working accommodations.

ALL Judging sheets will be provided by the UCVFA.

PARADE LINE-UP AREA:

This committee needs to select an area convenient for such an event to line-up at least '50 to 60' Parading Units and Apparatus. A minimum of '50 ft.' per Unit should be considered and adjusted upon receipt of the invitation response forms indicating the size of each Unit.

PARADE PARTICIPANT PARKING:

Secure enough areas for the placement of parade participants. Should also specify these areas on the parade route map. Do not allow Band Buses to be parked in the line-up area.

TRASH BAGS: should be located throughout the staging area to keep the area clean.

Stakes with UNIT NAME PLACARDS are to be situated throughout the staging area in accordance with the parade line-up.

"SPOTTERS" should be assigned to 'key' intersections and other important locations to conveniently give directions and division positions to incoming participating units and Bands.

A REVIEWING STAND:

To accommodate at least '20' seated and a podium and microphone for the Parade Announcer.

MEN & LADIES PORT-0-LETS:

Should be provided and situated at strategic locations throughout the staging area and at the end of the parade (unisex & handicap) where refreshments are to be served.

SATURDAY PARADE REGISTRATION:

WRIST BANDS are to be issued to the CHIEF OFFICERS (at the time of registering their Units) for the number of members of legal age (21 yrs) for consuming beer.

REFRESHMENTS:

Committee to provide enough COLD drink to ALL parade participants (juice, water, etc.). Select enough food as necessary to feed the parade participants and to those guests that may attend.

TRASH REMOVAL & COMMUNITY CLEAN-UP:

Following the end of the parade or as otherwise decided by the Host Committee.

**SPECIAL NOTE**:

It is always in the interest of the Host Committee and the area Law Enforcement Agencies to invite all FIRE POLICE within the Ulster County Volunteer Fire Service to volunteer their services for Traffic Control Duty wherever it is required for everyone's safety. Coordination of services is to be handled by the local agencies and the volunteers in attendance.