DEEP SOUTH DISTRICT
AMERICAN ROSE. SOCIETY
GUIDELINES FOR DISTRICT MEETINGS
& ROSE SHOWS
PURPOSE AND OBJECTIVES
These Guidelines are designed to help the Host Society and all participants stage a well- planned and successful convention and rose show with the least possible chance of errors and misunderstanding. Consistency is our main objective in establishing these guidelines which, while not perfect, represent a step toward improving and maintaining the high standards of the Deep South District without placing any unexpected burden or hardship on any member or Affiliated Society in the District. If our procedures are clearly written and faithfully followed, there can be little chance for misunderstandings and hard feelings between friends. Our friendships are our most cherished possessions and are just as beautiful as the Queen of Flowers. It doesn't matter in the long run who wins "Queen of Show" or other top awards as long as we enjoy being together at our District Meetings with a minimum of misunderstanding.
DEEP SOUTH DISTRICT
AMERICAN ROSE SOCIETY
GUIDELINES FOR DISTRICT MEETINGS &
ROSE SHOWS - 1987
RESPONSIBILITIES OF THE HOST SOCIETY
1. There will be the following chairmen for a District Convention: General Chairman, Show Chairman, Show Chairman of Judges, Registration Chairman, Finance Chairman, Tour Chairman, Hospitality Chairman and Program Chairman. The General Chairman is responsible for organizing the Convention and will act as coordinator for all events during the Convention. He/she will keep the District Director well informed of all the planning steps in preparation for the Convention.
2. Conventions will be held on an appropriate weekend at an appropriate facility subject to the approval of the District Director. When possible, conventions should be rotated throughout the District and scheduled for dates when most sections of the District can participate in the District Rose Show.
3. There should be a "get acquainted" hospitality reception on Friday evening. Reliable refrigeration will be made available for exhibitors arriving on Friday. (This will necessitate an ALL NIGHT VIGIL on Friday night to prevent the roses from freezing.) The District Show will be held on Saturday morning. Every effort should be made to have all the judging completed by 12:15 PM. The Annual Business Meeting should be scheduled on Saturday afternoon, the time and length of the meeting jointly agreed upon by the General Chairman of the Convention and the District Director. Programs may be presented during the show judging, and on Saturday afternoon before or after the Business Meeting. A District Judges meeting and a Consulting Rosarians meeting will be held at some time during the Convention but must not conflict with the time show entries are being made, nor when the show is being judged.
4. An Awards Banquet will be held on Saturday night. The program should be well planned and not exceedingly long. Either a featured speaker or entertainment may be scheduled but not both. National and District Challenge Trophies and Awards, Top Show Awards, the Outstanding Consulting Rosarian Award, the Outstanding Judge Award and the ARS Deep South District Silver Honor Medal will be awarded at the banquet by the District Director and the District A wards Chairman or their designated alternates. Provision should be made for black de white photographs for possible national publication.
5. Tours of public and private gardens and local areas of interest should be arranged for Sunday morning. The tours may be preceded by the District Judges, Consulting Rosarian or other appropriate committee meetings.
6. The above schedule of events may be altered as necessary if the Convention is held in conjunction with a National American Rose Society Convention. In the event that the District and National Conventions are held at the same time, no featured or guest speaker will be scheduled at the District Business Meeting.
7. A registration fee shall be mandatory for all who attend an Annual District Meeting. At no time shall the District, nor the host Society waive the registration on one member of the family as in the case of husband and wife paying one or registration fee. Registration and reservation forms will be sent out in an issue of the Deep South District Bulletin forty-five (45) days prior to the convention. Local societies will make every effort to see that non-subscribers have access to forms.
8. The proposed Convention Program and Show Schedule must be submitted to the District director for approval at least sixty (60) days prior to the planned printing date.
9. The Host Society must file a complete financial statement of Convention Income and disbursements with the District Treasurer, ARS Executive Director, and the District Director, not later than thirty (30) days following the Convention. (If this is not possible, notice should be sent to each party as to when this statement can be expected). A Host Society must make every effort to show a profit at each Annual District Meeting, and 35% of the net profits after expenses must be turned over to the District Treasury. In case of a loss at a District Meeting, the Host Society will be fully responsible. If a District Meeting is held concurrently with an ARS Convention, ARS Guidelines will prevail.
10. A complimentary suite should be made available for the District Director by the meeting facility.
11. The District Secretary will correspond with all Affiliated Societies at least sixty (60) days prior to the Convention and request nomination of Delegates and Alternates to the Annual Business Meeting.
12. The Host Society, if it so desires, may request a donation from each Affiliated Society for the purchase of Awards for the District Rose Show. This should be done at least ninety (90) days before the Show Schedule goes to the printer. The Host Society shall not be expected or requested to offer any new awards or trophies for competition made available less than ninety (90) days before the schedule goes to press.
DISTRICT SHOW RESPONSIBILITIES AND RULES
1. The Show Chairman will organize appropriate Show Committees and will be responsible for the ShowSchedule, which must be submitted to the District Chairman of Judges and the District Director at least sixty (60) days before the printing date.
2. The ARS Guidelines for Staging a Rose Show and ARS Guidelines for Judging Roses will be in effect.
3. Rules for Exhibitors are as follows:
A. Roses for competition must have been grown in an outdoor private garden. Only one exhibitor or team of exhibitors may exhibit from the same garden. Only one (1) entry may be made in Named Challenge Classes. In Specimen Classes and regular Collection Classes, as many entries as desired may be made, provided there is no duplication of specific varieties. Novice exhibitors who have never won an ARS Blue Ribbon may enter the Novice Class as well as other Classes provided entry requirements for those other Classes are satisfied.
B.
American Rose Society,
Deep South District Trophies are restricted to ARS members residing
in the District.*
Deep South District Trophies are restricted to ARS members residing in
the Deep South District., or to Members of Affiliated Societies residing
in the District. American Rose Society National Trophies are not
available each year, but rotate from district to district as approved by
the executive Committee of the ARS. These Trophies are restricted to ARS
members.*
Most Society Challenge Trophies restricted to local members may be
offered for competition. Otherwise, ALL CLASSES and AWARDS are open to
ALL EXHIBITORS
* For more information, refer to 4., 5, de 6 of these Guidelines.
C. The schedule should be very clear for each class, whether the entries are to be one-bloom-per-stem without side buds or multiple bloom sprays with two or more blooms. The term "single bloom" should not be used. When referring to roses with 5-12 petals, use the term "Single type". In the open bloom classes, the term "Fully-open" should be used and the schedule should state, "Stamens must be showing".
D. The Queen, King and Princess of Show will be selected from the Specimen Class for one-bloom-per-stem Hybrid Teas and Grandifloras. Hybrid Perpetuals, Noisettes, Teas and CI. Hybrid Teas may be eligible if the Show Schedule includes a class for them stating that they must be exhibited as one-bloom-per-stem at "Queen of Show" stage.
E. The Queen, King and Princess of Miniatures will be selected from the Specimen Classes for one-bloom-per stem Miniature roses.
F. ARS Horticultural Certificates will be obtained for the best Blue Ribbon winner of various types of roses, e.g., Best Hybrid Tea Spray, Best Grandiflora Spray, Best Floribunda Spray, Best Polyantha Spray, Best Miniature Spray, Best Fully Open Hybrid Tea, Best Climber and Best Shrub Rose. The Dowager Queen Award will be presented to the best Blue Ribbon entry of an Old Garden Rose variety introduced prior to 1867. The Victorian Award will be presented to the best Blue Ribbon entry of an Old Garden Rose variety introduced in 1867 and after. Any additional certificates introduced by the ARS should be included. (See Guidelines for Operating Rose Shows Under ARS Standards in this manual.)
G. Sweepstakes Awards may be made at the discretion of the host society.
4. There are several named Challenge Classes, Trophies and A wards:
A. The ARS M.S. Hershey Bowl, ARS Rosedale Bowl and Portland, "City of Roses" Trophy rotate from District. to District. The District Director will notify the Show Chairman if these trophies are available. The rules for all of the above named Trophies are determined by the ARS. The District Director will obtain the approval of the Executive Director of the ARS for the wording of the schedule.
B. Deep South District Trophies and Awards.
The following awards are restricted to ARS members residing in the Deep South District or to members of affiliated Societies residing in the District.
1. The ARS J. Horace McFarland Memorial Deep South District Trophy.
Five (5) Hybrid Teas, one bloom-per-stem, Five (5) different varieties, in separate containers with separate entry tags, properly named.
2. The Ralph Dasher All-America Rose Selections Trophy.
Three (3) All-America Rose Selections, any year; One (1), one-bloom-perstem Hybrid Tea, exhibition stage; one (1) one-bloom-per-stem Grandiflora, exhibition stage, OR one (1) Grandiflora Spray with two or more blooms; and one (1) Floribunda Spray with two or more blooms, exhibited in separate containers with separate entry tags, properly named.
3. The Katy Lampkin Award.
The entries for this award will rotate annually, in the following order: 1987 - Two (2) Floribunda Sprays, each with two or more blooms, same variety, in separate containers with separate entry tags, properly named. 1988 - Two (2) Miniature Sprays, each with two or more blooms, same variety, in separate containers with separate entry tags, properly named. 1989 - Two (2) one-bloom-per-stem Hybrid Teas, same variety, in separate containers with separate entry tags, properly named.
4. The Frances and George Johnston Old Garden Rose Bouquet. The entries for this Trophy will be exhibited in - the following manner:
For a District Spring Show: An Old Fashion Bouquet, consisting of at least seven (7) varieties of Old Garden Roses, in one container. Correctly name varieties on back of entry tag.
For a District Fall Show: An Old Fashion Bouquet, consisting of at least five -(5) varieties of Old Garden Roses and/or Shrub Roses in one container. Correctly name varieties on back of entry tag.
While no points are given for containers in judging, an appropriate container must be furnished by the exhibitor to properly display the blooms.
5. The Hal Bennett Trophy.
Five (5) one-bloom-per-stem specimen Miniatures, exhibited disbudded, different varieties, separate containers, separate entry tags, properly named. This Trophy will be retired if won three times by the same exhibitor.
6. Deep South Double English Box Trophy
Twelve (12) specimen blooms, one (1) or more varieties of Hybrid Teas, Grandifloras, and/or Floribundas at exhibition stage, no foliage and no single type blooms with 5-12 petals permitted. One entry tag with properly identified varieties on back of tag.
7. The Betty and Dudley Elvery Award:
Five (5) one-bloom-per-stem Hybrid Teas, pink or pink blend, exhibition stage, same- or different varieties, to be exhibited in separate containers with separate entry tags. This trophy will be retired if won three times by the same exhibitor.
5. The following rules will be applicable to ARS District Trophies and Deep South District Challenge Trophies, in addition to rules already presented:
A. ARS District Challenge Trophies and Deep South District Challenge Classes must be judged by a panel of at least five (5) to seven (7) Accredited Judges pre-assigned by the Show Chairman of Judges. Two (2) Accredited Judges from each panel will be designated to tally the ballots for their panel. Judges may discuss the entries among themselves but each Judge will cast a written secret ballot. Judges may award only one (1) Blue, one (1) Red and one (1) Yellow Ribbon in each of these classes. The Show Chairman of Judges will, prior to the judging, assign a number to each entry in these classes. The numbers, rather than variety names, will be used for judging and will be removed after judging these classes is completed. If there is a tie, an arbiter team of Accredited Judges will be assigned. All persons, regardless of office, having an entry in a challenge class are disqualified from any part in the judging and tallying of these classes. Before a trophy is awarded, there will be a conference of the Show General Chairman, the Show Chairman of Judges, the District Chairman of Judges and the District Director, to determine proper compliance with the entry and judging requirements for these classes. The entry tags will not be opened until after this conference. Any of the above named officials who are exhibitors in these classes will be excused from participating in this final check.
B. Trophies will be presented only to the Blue Ribbon winner in each challenge class. The rules governing these classes must be strictly followed or no award will be given.
C. Each winner of these Trophies will be responsible for having the trophy engraved in a manner compatible with previous engraving.
D. The Host Society should permit out-of-town trophy winners to take trophies with them when leaving for home. This may be after the Awards Banquet or after the Garden Tour at the discretion of the trophy winner, when a two day show is held. Check out should be with the Chairman of Awards.
E. Each winner of the Perpetual Trophies will agree to return the trophy in plenty of time for the next year's show.
F. Exhibitors are encouraged to demonstrate their artistic prerogatives through the overall appearance of their entries as permitted in Guidelines for Judging Roses. Staging of Challenge Classes will be at the discretion of the exhibitor and will have no restrictions or limitations as to the relative placement of the individual specimens comprising the entry in each class. The exhibit should not exceed 24” in any horizontal direction.
The Classification Committee will provide a separate table to receive entries for these Challenge Classes. No entry may be placed until it has been checked by the Classification Committee. The exhibitor may then stage his/her entry, accompanied by a member of the Placement Committee. Once placed, the entry MUST NOT be moved except by the exhibitor him/her self, provided the exhibitor is still available, if and when such a need arises. The Host Society should provide adequate space for the proper staging of challenge classes so a move would not be necessary. Provisions must be made so the judges may view the blooms from above the blooms. The staging of these exhibits is very critical -- An unwitting member of the Placement Committee could ruin an otherwise prize winning exhibit.
G. Entry requirements for the Deep South District Trophies and Show Awards will be reviewed at least once every five (5) years by the District Trophy Committee. Any change in entry requirements or any other proposed new trophies or show awards must be approved at an Annual District Business Meeting by a majority of delegates present.
6. The Show Chairman will assign doorkeepers to prevent anyone without official show business from entering the Show Room until the judging is completed.
7. There will be no advance information about show winners until the show has been declared officially judged by the Show Chairman and the Show Room is open to the public.
8. Participation in the Show implies acceptance of the rules on the part of the exhibitor. Exhibitors should participate in a cooperative manner. They are not allowed into the Show Room before judging except to place entries in Challenge Classes and they are not allowed in the Show Room unless they have specific official Show Committee Assignments. If any exhibitor persists in remaining, all judging will be suspended until cooperation is evident. Exhibitors should automatically agree to conform with the rules and spirit of the show.
9. Guidelines for the Show Chairman of Judges:
A. Accredited and Apprentice ARS Judges throughout the District may apply to judge the show. Distinguished ARS Judges from outside the District may also participate. However, preference may be given to those judges from areas in the District where roses are not in bloom at the time of the show.
B. Each judge who is selected to judge in the Show must be notified at least two (2) weeks prior to the Show. Initial judging assignments should be made at this time.
C. The Court of Honor will be selected by secret ballot of Accredited Judges. Married couples judging in the Show must vote independently.
D. Apprentice Judges may not take part in judging either the Court or ARS District and Deep South District Challenge Classes.
E. Judging teams may consist of two or three Accredited Judges, or of two Accredited Judges and one Apprentice Judge. If two man judging teams are used, an arbiter judge must be available. A team may not consist of one Accredited Judge and one Apprentice Judge.
10. Guidelines for Judges of a District Show:
A. Assignments should be accepted enthusiastically and with a positive attitude. Every Judge is expected to be able to evaluate any variety or type of rose without letting personal preference influence his/her decision.
B. Each Judge should have available complete reference material which includes the latest edition of ARS Guidelines for Judging Roses, Modern Roses, ARS Annual, ARS Handbook for Selecting Roses, International Register of New Rose Varieties, as well as a list of new varieties as published in the latest issues of the American Rose Magazine.
C. Each Judge should also have a copy of Guidelines for District Meetings and Rose Shows.
D. Judges should cooperate fully with the Show Chairman of Judges, be attentive and remain in the Show Room until all judging is completed.
E. If a Judge has to leave the Show Room for any reason, he/she is honor bound not to divulge the winner of any award in the Show until the Show has been completely and officially judged by the Chairman of the Show.
F. Each Judge of an ARS District or Deep South District Challenge Class must be thoroughly conversant with the rules for the class. If there is any question about compliance with these rules, the Show Chairman, the Show Chairman of Judges, the District Chairman of Judges and the District Director must be consulted.
GUIDELINES FOR THE DISTRICT DIRECTOR
1. The District Director must be promptly available for consultation with the Host Society and be sure that the Host Society has a copy of these Guidelines for District Meetings and Rose Shows.
2. The District Director will submit any proposed amendments to the Bylaws, Guidelines or any other known new business to the Affiliated Societies" at least forty-five (4-5) days prior to the meeting in order for the societies to discuss these matters and to instruct their delegates accordingly.
3. The District Director must approve the proposed Convention Program and Show Schedule in accordance with the approved rules and guidelines.
4. The District Director will appoint a Nominating Committee for new District officers at least three (3) months prior to the convention.
5. The District Director or, in his/her absence, the next ranking District officer will preside at the Annual Business Meeting.
6. The District Director will appoint a committee of at least three (3) members to review all entry requirements for all Deep South District Challenge Trophies at least every five years. The District Director and the District Chairman of Judges will be ex-officio members of this committee.
7. The District Director and spouse will be accorded a seat of honor at the head table at the Awards Banquet. He/She or the designated alternate will present ARS District and Deep South District Trophies and Show Awards. (It is suggested that the District Director will present ARS District Awards, the District Chairman of Judges will present the Deep South District Trophies and the Host Society Show Chairman will present the top Show Awards.)
8A. The District Director will determine the Outstanding Consulting Rosarian Award and present this during the Awards Banquet.
8B. The District Chairman of Judges will present the Outstanding Judge's Award during the Awards Banquet.
AMENDMENTS TO THE GUIDELINES
1. Amendments and changes to these Guidelines may be made by a majority vote of a quorum of Delegates voting at an Annual Business Meeting of the Deep South District, provided the proposed amendments and changes have been submitted to each of the Affiliated Societies of the District at least forty-five (45) days prior to the meeting.
2. The District Director will appoint a committee of five (5) members, representative of the District, to review these Guidelines and recommend changes. The District Director will be an ex-officio member of this committee. The committee names will be published in the Deep South District Bulletin and correspondence concerning amendments or changes to the Guidelines should be directed to the chairman.
These Guidelines were written and edited by:
W. Henry Hunt, Marvous E. Mostellar and Katherine L. Mostellar
Adopted at the Annual District Meeting, Tampa, FL, 1981
Revised by:
J. Coleman Ray, Charles Allcott, Margaret Donaldson, W. Henry Hunt and Virginia Wolking
Revision adopted at the Annual District Meeting, West Palm Beach, FL, 1987
Approved by the ARS Board of Directors at Charlotte, NC, May 19, 1987