DEEP SOUTH DISTRICT AMERICAN ROSE SOCIETY
GUIDELINES FOR DISTRICT MEETINGS & ROSE SHOWS
PURPOSE AND OBJECTIVES
The guidelines listed below are designed solely to help the Host Society and participants stage a well-planned, successful convention and rose show with a minimum of errors and/or misunderstandings. Consistency is our main objective in establishing these guidelines. They represent a step toward improving and maintaining the high standards of the Deep South District without any unexpected burden or hardship on any member or Affiliated Society in the District. Our goal is to enjoy being together at our District meeting and have fun.
To obtain a complete PDF of this document >>>> DSD Meeting-Show Guidelines-Rules 2016
DEEP SOUTH DISTRICT
AMERICAN ROSE SOCIETY
GUIDELINES FOR DISTRICT MEETINGS & ROSE SHOWS – 2016
RESPONSIBILITIES OF THE HOST SOCIETY
- The following chairpersons are suggested for a District Convention and Rose Show: General Chairperson, Show Chairperson, Show Chairperson of Judges, Registration Chairperson, Finance Chairperson, Tour Chairperson, Hospitality Chairperson and Program Chairperson. The General Chairperson 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.
- Conventions should be held on an appropriate weekend at an appropriate facility subject to the approval of the District Director. When possible, District Conventions should be rotated throughout the District and scheduled for a time of year when most sections of the District can participate in the District Rose Show.
- There should be a “get acquainted” hospitality reception on Friday evening of both the District Convention and Mid-Winter Meeting. For the District Rose Show, if reliable refrigeration is made available for exhibitors arriving on Friday, some checking during the night may be necessary to prevent the roses from freezing. The District Rose Show will be held on Saturday morning. Every effort should be made to have all the judging completed by 12:15 PM.
- The Annual District Business Meeting will be scheduled for the Mid-Winter Meeting on Saturday afternoon. This change to the bylaws was made to better enable members to attend the rose show instead of running the Business Meeting and Rose Show at the same time.
- Programs of interest, for those members that are not involved with the rose show judging, may be presented during the show judging and on Saturday afternoon at the District Convention and Rose Show.
- If a District Judges meeting is held at some time during the District Convention, it must not conflict with the time show entries are being made, nor when the show is being judged.
- A Consulting Rosarian Meeting (and or) class shall be held on Sunday morning of the Mid-Winter Meeting.
- An Awards Banquet will be held on Saturday night of the District Convention and Rose show. 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 Awards Chairperson (or their designated alternates. Provision should be made for photographs for possible national publication.
- Tours of public and private gardens and local areas of interest should be arranged for Sunday morning at the District Convention and Rose Show.
- The above schedule of events may be altered as necessary if the Convention is held in conjunction with a National American Rose Society Convention.
- A registration fee is mandatory for all who attend the Annual District Convention. Neither the District, nor the host Society can waive the registration on one member of a family. Registration and reservation forms will be sent out in an issue of the Deep South District Bulletin and posted on the District Website forty-five (45) days prior to the convention. Local societies will make every effort to see that non-subscribers have access to forms.
- The proposed District Convention Program and Rose Show Schedule must be submitted to the District director for approval at least sixty (60) days prior to the planned printing date.
- If a host society cannot fully financially support the set-up costs of the District Convention or Mid-Winter Meeting, the Deep South District will provide $500 of seed money to underwrite the program. If a profit on the event is made the funds advanced must be returned within 60 days. If a loss occurs on the event then no return will be expected.
- The Host Society must file a complete financial statement of District Convention Income and Disbursements with the District Treasurer, ARS Executive Director, and the District Director, not later than thirty (30) days following the event. (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 25% of the net profits after expenses must be turned over to the District Treasury. Any losses incurred at a District Meeting are the responsibility of the Host Society and not the District. If a District Meeting is held concurrently with an ARS Convention, ARS Guidelines will prevail.
- The host society should negotiate a complimentary suite for the District Director at the meeting facility of both the District Convention and Mid-Winter Meeting.
- The District Secretary will correspond with all Affiliated Societies at least sixty (60) days prior to the Mid-Winter and request nomination of Delegates and Alternates to the Annual Business Meeting.
- 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 within ninety (90) days before the schedule goes to press.
DISTRICT SHOW RESPONSIBILITIES AND RULES
- The show chairperson will organize appropriate Show Committees and will be responsible for the Show Schedule, which must be submitted to the District Chairperson of Judges and the District Director at least sixty (60) days before the printing date.
- The ARS Guidelines for Staging a Rose Show and ARS Guidelines for Judging Roses will be in effect.
- Rules for Exhibitors are as follows:
- 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 of those other classes are satisfied.
- American Rose Society Trophies are restricted to ARS members who are members of the Deep South District. There is no requirement that the exhibitor reside 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 society members may be offered for competition. Otherwise, all Classes and Awards are open to ALL EXHIBITORS
- 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 4-8 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.”
- The Queen, King, and Princess of Show will be selected from the Specimen Class for one-bloom-per-stem Hybrid Teas and Grandifloras.
- The Queen, King, and Princess of Minifloras will be selected from the Specimen Class for one-bloom-per-stem miniflora roses.
- The Queen, King, and Princess of Miniatures will be selected from the Specimen Class for one-bloom-per-stem miniature roses.
- ARS Certificates for Horticulture and Arrangements 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, Best Modern Shrub, etc. 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)
- Sweepstakes Awards may be made at the discretion of the host society.
- Rules for exhibitors in Arrangement classes shall be the same as those listed for exhibitors in Horticulture classes.
- There are several named Challenge Classes, Trophies, and Awards:
- 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 Chairperson if these trophies are available. The ARS determines the rules for all of the above named Trophies. The District Director will obtain approval of the Executive Director of the ARS for the wording of the schedule.
- The Deep South District Trophies and Awards.
The following awards are restricted to ARS members who are members of the Deep South District or to members of affiliated societies residing in the District. Physical residency within the Deep South District is not required for the ARS J. Horace McFarland Memorial Deep South District Trophy or the ARS Ralph S. Moore Trophy. The other awards listed here require residency in the District.
- The American Rose Society J. Horace McFarland Memorial Deep South District Trophy. Five (5) Hybrid Tea specimens, one-bloom-per-stem, of five (5) different varieties, in separate containers with separate entry tags, properly named.
- The Deep South Bulletin Trophy. Three (3) Floribunda sprays, same or different varieties. Separate containers, separate entry tags.
- The Frances and George Johnston Old Garden Rose Bouquet Trophy. An old fashioned bouquet consisting of at least five (5) varieties of Old Garden Rose and/or shrubs in one container furnished by the exhibitor. All varieties listed on one entry tag. Use of floral foam is allowed.
- The Deep South District Double English Box Trophy. Twelve (12) Hybrid Tea, Grandiflora and/or Floribunda specimens of one or more varieties, exhibition stage. No foliage or single type blooms (4 – 8 petals) permitted. One entry tag.
- The American Rose Society Ralph S. Moore Trophy. Seven (7) Miniatures, one-bloom-per-stem with no side buds, exhibition stage. Each a different variety. Separate containers, separate entry tags.
- The Katy Lampkin Award. The entries for this award will rotate annually, in the following order: 2016 – Two (2) Miniature or Miniflora Sprays, each with two or more blooms, same variety, in separate containers with separate entry tags, properly named. 2017 – Two (2) Hybrid Teas, same variety, in separate containers with separate entry tags, properly named. 2018 –Two (2) Floribunda Sprays, each with two or more blooms, same variety, in separate containers with separate entry tags, properly named. This pattern of rotation will continue in subsequent years.
- The Director’s Miniflora Rose Trophy. Five (5) Minifloras, one-bloom-per-stem with no side buds, different varieties, exhibition stage, exhibited in separate containers with separate entry tags.
- Deep South District Challenge. Two arrangements (one Standard and one Miniature). The Miniature should be a “copy” of the Standard. Staging should not exceed 24” in width or 30” in depth. The Miniature arrangement, not to exceed 10” in height, width or depth should be a “copy” of the Standard. The two arrangements should relate to each other and be visually unified. The Miniature design is limited to roses classified as Miniature or Miniflora. Exhibitor may choose style of design, which must be written on the entry tag.
- District Director’s Miniflora Challenge. An arrangement using fresh Miniflora roses. Arrangement may not exceed 12 inches in height, width or depth. Staging may not exceed 14 inches in height, width or depth. Exhibitor may choose style of design, which must be written on the entry tag.
- The following rules will be applicable to ARS District Trophies and Deep South District Challenge Trophies, in addition to rules already presented.
- A panel of at least five (5) Accredited Judges pre-assigned by The Show Chairperson of Judges must judge ARS Horticulture District Challenge Trophies and Deep South District Horticulture Challenge Trophies. A panel of at least three (3) Accredited Arrangement Judges pre-assigned by The Show Chairperson of Judges must judge the District Arrangement awards. Judges in Horticulture Challenge Classes may discuss the entries among themselves but each Judge will cast a written secret ballot, however judges in Arrangement Challenge Classes may not discuss the entries prior to the balloting. The Show Chairperson 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 Chairperson, the Show Chairperson of Judges, the District Chairperson 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.
- 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.
- The District Awards Chairperson will be charged with getting the plaques engraved for District trophies having winners for any given year.
- 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 when a two-day show is held. Check out should be with the Chairperson of Awards.
- Each winner of the Perpetual Trophies will agree to return the trophy in plenty of time for the next year’s show.
- Exhibitors are encouraged to demonstrate their artistic prerogatives through the overall appearance of their entries as permitted in the 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 should 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. Members of the Placement Committee must not touch a Challenge Class exhibit.
- The District Trophy Committee will review requirements for the Deep South District Trophies and Show Awards at least once every five (5) years. 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.
- The Show Chairperson will assign doorkeepers to prevent anyone without official show business from entering the Show Room until the judging is completed.
- There will be no advance information about show winners until the show has been declared officially judged by the Show Chairperson and the Show Room is open to the public.
- 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 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 to the rules and spirit of the show.
- Guidelines for the Show Chairperson of Judges:
- 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.
- Each judge who is selected to judge in the Show must be notified at least four (4) weeks prior to the Show. Initial judging assignments should be made at this time.
- The Court of Honor will be selected by secret ballot of Accredited Judges. Married couples judging in the Show must vote independently.
- Apprentice Judges may not take part in judging either the Court or ARS District and Deep South District Challenge Classes.
- Judging teams may consist of two or three Accredited Judges, or of two Accredited Judges and one Apprentice Judge. If two-person judging teams are used, an arbiter judge must be available. A team may not consist of one Accredited Judge and one Apprentice Judge.
- Guidelines for Judges of a District Show:
- 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.
- Each Judge should have available complete reference material which includes the latest edition of the ARS Guidelines for Judging Roses, Modern Roses XII, the latest Official List of Approved Exhibition Names for Exhibitors & Judges, the latest edition of the Handbook for Selecting Roses, Modern Roses on-line, and Recent Registrations on the ARS website.
- Each judge should also have a copy of Guidelines for District Meetings and Rose Shows.
- Judges should cooperate fully with the Show Chairperson of Judges, be attentive and remain in the show room until all judging is completed.
- 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 opened by the Chairperson of the Show.
- Each Judge of an ARS District or Deep South District Challenge class must be thoroughly conversant with the rules of the class. If there is any question about compliance with these rules, the Show Chairperson, the Show Chairperson of Judges, The District Chairperson of Judges and the District Director must be consulted.
GUIDELINES FOR THE DISTRICT DIRECTOR
- 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.
- 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 (45) days prior to the Annual Business Meeting in order for the societies to discuss these matters and to instruct their delegates accordingly.
- The District Director must approve the proposed Convention Program and Show Schedule in accordance with the approved rules and guidelines.
- The District Director will appoint a Nominating Committee for new District officers at least three (3) months prior to the Mid-Winter Business Meeting.
- The District Director or, in his/her absence, the next ranking District officer will preside at the Annual Business Meeting.
- 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 Chairperson of Judges will be ex-officio members of this committee.
- 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 Chairperson of Judges will present the Deep South District Trophies and the Host Society Show Chairperson will present the top Show Awards.)
- The District Director, the National Awards Chairperson for the DSD, and the Chairperson of Consulting Rosarians will determine the Outstanding Consulting Rosarian Award and present it during the Mid-Winter Meeting Banquet.
- The District Director, the National Awards Chairperson for the DSD, the District Chairperson of Horticulture Judges, and the District Chairperson of Arrangement Judges will determine the Outstanding Judge(s) Award(s) and present it during the District Convention Awards Banquet.
AMENDMENTS TO THE GUIDELINES
- 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.
- 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 chairperson.
These Guidelines were originally written and edited by:
W. Henry Hunt, Marvous E. Mostellar and Katherine L. Mostellar
Adopted at the Annual District Meeting, Tampa, FL, 1981
Sara Coleman, Kay Harrell, Jim Harrell, Phil Paul, and James Small
Ex-officio: Ralph L. Stream, District Director
Revisions adopted by Delegates E-vote 2016