Hudson Valley VFA

Convention and Parade Host Guidelines

Hudson Valley VFA Convention will commence on the 3^rd Thursday of June

1. Host company will have exclusive rights to obtain Sponsorships to help offset their cost.  Exclusivity will be in their Village, Town, City and County that the Host resides. 

2. Host will ensure adequate meeting space for Firemen’s and Auxiliary meetings, registration, and luncheons.  (Quarterly and Convention meetings)

3. Host Company will be granted the opportunity to obtain occupancy tax and/or other forms of funding from the Village, Town, City or County in which it resides. 

4. Host will file the “Occupancy Tax” application, where applicable before October 1^st.

5. Hudson Valley VFA will be in charge of obtaining trophies.  Sizes will be at least 18, 21 and 24 inches tall or larger.  Best overall should be at least 36 inches in height.

6. Hudson Valley VFA will make available to the Host Company $5,000.00 for allowable verified expenses incurred by the Host Company.

1. 1. Host will provide a cost statement prior to the fall quarterly meeting of the HVVFA prior payment at such meeting.

7. Host Company and their designated Parade Chairman will work with the Hudson Valley VFA Site committee in selecting a parade route and subsequent lineups.  Electronic and/or verbal communications between parties should be held on at least a Bi-weekly basis.

8. Hudson Valley VFA will be in charge of the “Red Book”

1. 1. Hudson Valley VFA will solicit and receive the funds form Fire department and Member Association Ads.
   2. Host Company will solicit and receive the funds from Business Ads.

9. Host will be in charge of mailing parade applications and the confirmation mailing.  The first mailing by November 1^st, with a follow up email to acknowledge receipt of the application.  Confirmation mailings as needed.

10. Host will be in charge of public relations and marketing.

11. Host will be in charge of entertainment if any.

12. Host must secure a suitable reviewing stand with cover and sound system for the Parades.  Stand should be capable of seating 20-25 people, include a podium and/or table for announcer.  Cold water shall also be provided.

13. Host will be in charge of obtaining judges and meeting their needs.

14. Host will make sure ample portable toilets are available along the Parade Route including at the reviewing stand and at the conclusion of the parade.

15. Host Company will arrange for necessary permits and get approvals from local municipalities, County and State authorities, including DOT if required.

16. Host Company will communicate the positive impact of the Convention and Parades and also explain to local Businesses, Churches and Residents the impact of the parade routes on travel. 

17. Host Company will coordinate safety services for the parade.

18. Host Company will provide staffing for lineup and breakup of both parades.

19. Host will supply signage to make sure roads are properly marked for lineup of the Parades

20. Merchandise will be handled at the discretion of the Host Company with the approval of the Hudson Valley VFA Board of Directors.

21. Host Company and Hudson Valley must supply a budget by May 1^st (no later than).