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Post by John Tapsell on Oct 23, 2016 21:12:00 GMT
This is traditionally our busiest time for renewals and new memberships but this year we have had an unprecedented volume of people asking to join or renew in the past couple of months and this has placed significant strain on an already busy membership administration system. We are trying to process them as quickly as we can but it is taking time and may result in some members not receiving their membership cards in time for Scale ModelWorld.
We hope it won't be necessary, but if we are unable to send out the cards in time to reach some members, there will be a collection point in the main foyer at Telford from 08:15 on Saturday, 12th November 2016.
Part of the problem this year has been the number of 'late' renewals adding pressure to an already busy time of year. We would strongly encourage everyone to renew on time in 2017 so we can avoid similar problems occurring next year.
Please also note that we are unable to complete any new Direct Debit mandates prior to Scale ModelWorld as it takes time for them to go through the banking system and they won't be 'live' before the show.
We'd like to apologise for any inconvenience this situation may cause. The volume of interest in the Society, whilst gratifying, is pushing the limits of our current resources. The membership administration is carried out by volunteers in their spare time and as such, there is a limit to what we can achieve in the time available.
Abbey Brewin IPMS (UK) Membership Secretary
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Post by John Tapsell on Oct 19, 2016 12:32:42 GMT
Keith,
We let members know as soon as we were able to - the magazine is the only universal (in theory) communication tool that reaches all members. Unfortunately we didn't have the time to wait for membership reaction before we could think through a solution, design a process to achieve it, get it approved by the venue and put all the necessary logistics in place. It's meant re-designing the floor layout in places and relocating the registration desks to make the new process work - and that's not something you can do overnight. If it was just a case of getting a different wristband printed, it would have been easy. Yes there is a dedicated members-only entry lane - just as there was last year. It runs along the wall closest to the halls. The zig-zag entry was for non-members so you shouldn't have been directed to that route. There is no dedicated disabled entry route but having said that, we'll accommodate any specific requirements wherever possible - just ask.
The side door closes at 8.45am and the front doors open at 9.00am (or as soon after that time as the venue are satisfied it's safe to do so).
Members should be able to pick up their standard entry wristbands from the registration desk on Friday afternoon as far as I'm aware and there will be a wristband issue desk in the foyer on Saturday morning, opening about 8.30-ish I think - just as there was last year.
Regards, John
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Post by John Tapsell on Oct 17, 2016 12:21:04 GMT
Ant,
Good points - if we'd had time to develop a comprehensive solution we'd have done so. With just about three months notice we've had to put a rapid solution in place for 2016, knowing it would be unpopular and that Branches and SIGs wouldn't be prepared for the changes at short notice, but having no choice in the matter. That's why we can't realistically change the process for 2016 but can look at more considered options for 2017 and beyond.
As a 'Company Limited by Guarantee' IPMS (UK) does not have the luxury of treating the show as anything other than a commercial event. The EC (as Company Directors) are corporately liable for anything and everything that happens at SMW. It's unlikely we'd be able to hire any large exhibition venue in the UK if we did not sign a contract that required us to operate in a professional and commercial way.
It doesn't matter how the members perceive the show, the commercial and legal world classify SMW as a major event, subject to the necessary Regulations and legal obligations. We can't pretend they don't apply to us - it's not our decision to make.
Regards, John
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Post by John Tapsell on Oct 16, 2016 22:19:49 GMT
The difficulty with a transferrable pass is policing it effectively and giving everyone a fair amount of time in the halls. We felt it is fairer to allocate a fixed number of places to each group, rather than penalising people because they turn up later in the day (or on Saturday) through no fault of their own.
Once all the passes were issued we'd be faced with large numbers of people milling around outside, waiting for a pass to become free. You know as well as I do that once some people are issued with a pass, they'll stay in the halls until closing time, irrespective of whether they still need to be there or not. We'd spend all our time chasing people to see if they had finished (and what can we do if they say 'no I haven't'?). Therefore we chose to give every group the same level of access.
Scale ModelWorld is a major exhibition event and has to be managed on a professional/commercial basis. It is one of the largest events that the Telford International Centre host and we simply do not have the excuse that just because we're a model show run by volunteers we can ignore the requirements that come with an event of this size.
Our contract, our insurance policies and the law itself, place absolute obligations on us to take responsibility for the safety of everyone in the venue (exhibitors, traders, visitors and even the venue's own staff). We can't pretend we didn't know or that we are somehow exempt and we can't ignore professional advice that tells us we have too many people in the halls outside show opening times.
The obligation to restrict entry won't go away next year or anytime soon. Therefore we need to find a long term solution we can use after 2016. That means Branches and SIGs working with us to find a process that works for all parties and fulfils the same obligations, rather than finding all the reasons it won't work. Those solutions have to be practical, realistic and enforceable.
Restricted exhibitor passes used to be regular thing on Friday and on Saturday morning. We are not introducing a completely new concept. We are reintroducing a control measure that used to be considered normal and is now required again.
Regards, John
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Post by John Tapsell on Oct 14, 2016 18:23:48 GMT
Short of preventing all IPMS members from entering the halls before 9.00am on Saturday and paying non-members/contractors to set up the show for us, we can never achieve a 'level playing field'. We rely totally on the volunteers to set up, manage and close down SMW. We also let representatives from each Branch/SIG into the show so that they too can set up their stands. We can argue about how many from each group should be let in, but that doesn't alter the need to restrict the numbers in the halls outside the formal opening times. It's about more than just the vehicles, it's about all the people hauling trolleys, boxes and display items around the halls.
There will ALWAYS be a level of inequality due to the nature of the (unpaid, volunteer) workforce we use and how we set the event up.
Regards, John
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Post by John Tapsell on Oct 11, 2016 12:17:09 GMT
I think that we're straying away from a fundamental fact - SMW has become so large that it has to be run in the same way that a commercial show is run. Anyone who attends commercial and trade events at major exhibition venues will know that each exhibitor has a limited set-up crew and strictly no visitors are permitted to enter the halls until the show opens.
That means we don't have the level of flexibility that many other model shows might have. More importantly, the Executive Committee, as designated Company Directors (IPMS is a Company Limited by Guarantee), are corporately liable for anything that goes wrong. We make decisions on how to manage the show to protect the Society from undue risk (physical or legal). The law changed a year or two back and liability for the running of the event now rests squarely on our shoulders rather than the venue.
We were advised that there were too many people in the halls outside the official show opening times (ie during times that are considered to be higher risk). It would be negligent of us to ignore that advice because it could negate our insurance policies and put us in breach of contract. We don't like those restrictions any more than you do, but by sticking to the rules and taking advice from the relevant professionals we are able to run a successful event each year.
Regards, John
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Post by John Tapsell on Oct 7, 2016 21:59:45 GMT
Ant I think the main problem/issue is that this has been forced onto the IPMS at short notice and they have no other choice but to implement the entry restrictions. Due to these restrictions I have had to make some hard choices as to what I bring to display. Club models will be no issue as two of our club will travel down Friday with all the models in two cars. The problem I will have, is that I also belong to five SIG's, I can not drive to each SIG leaders home address to drop of models so have decided to take with me on the Saturday ONE model for ONE SIG. I have emailed them the size of the base that the model sits on and have asked for space to be left for me to drop the model off, once I gain entry at 9am The other four SIGS will I'm sorry have to go without. Could this cause big problems with the SIG's in future, probably. Only time will tell. Darby - I'm slightly at a loss as to why you feel unable to bring models for all the SIGs you belong to? You only need one wristband from one of those groups to give you access on Friday and Saturday morning. If (for example) you were issued with a band by your Branch, it allows you into the halls for the set-up period. You can bring in any models you want. In fact, it helps the other groups because they can allocate a band to someone else if they don't need to give it to you (because you already have one from a different group). Regards, John
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Post by John Tapsell on Sept 25, 2016 18:34:58 GMT
All the points you raise are ones we are fully aware of, but there is no easy way to address them given that we have to reduce the number of people in the halls. We have limited time to introduce a solution before the 2016 show meaning a) we've had to define a solution at short notice and b) it doesn't really give much chance for Branches and SIGs to absorb the changes and prepare alternative arrangements.
We're still looking at whether we can put some additional measures in place to ease the problems that are likely to occur but can't guarantee we can do that in the time available.
Regards, John Tapsell
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Post by John Tapsell on Sept 23, 2016 22:18:42 GMT
To clarify the reasoning behind the decision to restrict the number of passes per group, the following resonse was posted on our IPMS (UK) Society Business Facebook group. It explains why we've been forced to look at introducing this restriction. Hello Everyone Seeing the various comments and questions popping up on this page, I wanted to take a little time to explain and put some background to the decisions made by the EC regarding access to SMW this year, and to answer a few of the direct questions.
Recent legislative changes mean that the responsibility (and liability) for pretty well all that happens at an event is now being placed firmly on the organisers of the event and not on the venue itself. In simple terms that means IPMS (UK) and those volunteers who organise and manage the event carry the can for anything that goes wrong unless we can demonstrate that it was the fault of the venue – such as the roof falling in. We've already seen two claims against model shows, one a few years ago and another this year so don't think that this will never happen. As an example, although not strictly from our area of operations, a very short internet search found this article today relating to a claim brought against a building contractor to show the world we are operating in these days:- www.constructionenquirer.com/…/foreman-run-over-on-…/
One aspect thrown up from our Risk Assessments is that we need to manage the number of people present in the exhibition halls at times when the show is not open i.e. 9am to 6pm Saturday and 9am to 4pm Sunday, whilst build up and break down occur. You can blame health and safety or insurance brokers, the venue or whoever you feel appropriate, but it doesn't change the reality of the commercial environment in which we operate the largest scale model show in the world.
The way we've chosen to implement the change is to introduce an additional 'exhibitor' wristband. These will be issued on a scale of four bands per display group. With roughly 200 display groups present, four exhibitor passes per group still equates to 800 people. There will also be all the volunteers helping to operate the show in various ways who will of course have their own wristbands not from this allocation. Then there are those traders who will have their own wristbands but are also members, so we reckon that there will be around 1200 plus IPMS UK members who will be able to gain access to the main halls – well over half the estimated number of members attending. Sorry that this has only been issued to everyone quite recently, but as with so many things we do it takes a lot of time to get information, discuss it and turn it into an operational process. For those with long memories, you will recall that we used to have a similar system of exhibitor passes in place so this isn't a totally new concept for us. It is also fairly standard at many of the regional shows we attend through the year although at those additional admissions usually need paying for of course. Bluntly put, I doubt anyone commenting via this page will have much issue qualifying for and receiving an exhibitor wristband.
All other IPMS members will need to collect the usual IPMS weekend wristband and will have access to the show from 9.00am each day. Without wanting to go too far off topic, I'm starting to think that perhaps SMW is being thought of as a three day event nowadays, but it simply is not that. Until 9am on Saturday morning, it is in “build up” and everyone in the halls should be involved in this – be this in club displays, trade stands or the event as a whole – but I think we've drifted more towards being effectively open from mid Friday afternoon, an issue we have been forced to address.
Now to a little more detail which may help to clear up some issues – the full details will be distributed via the exhibitor packs to each group, the next magazine and the website, but this may help a little in the meantime.
Friday: At this stage our intention is to restrict access to those who have an exhibitor wristband. We MAY relax that restriction once the bulk of the vehicles have been removed from the exhibition halls but please don't assume that will be the case. If you are there on Friday then you will be able to collect your standard IPMS wristband (UK, or Overseas).
Saturday and Sunday morning: At this stage our intention is to restrict access to people with exhibitor wristbands before 9.00am.
Sunday afternoon: After closure at 4pm, we will be operating a “limbo” period until 5pm for those without exhibitor passes to pack up if necessary and leave, after which only those with exhibitor wristbands should remain in the halls as full break down and vehicle access may start.
Kitswap and competition: given that these are now in the separate spaces off the foyer it will be possible to drop off items on Friday and first thing Saturday without access to the main halls and thus needing exhibitor wristbands – within the timings published for those areas of course.
Anyway to concluding on a more positive note, I don't think the restricted number of wristbands will have as much impact as you might expect. It may require a little careful planning but it should be feasible to redistribute the available bands such that all who need them to set up will get them. Paul Regan (for the whole EC)
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Post by John Tapsell on Dec 13, 2015 11:00:02 GMT
Hi David - sorry, only just spotted your post.
Can you confirm what email address you are using to contact the decal bank please?
I need to investigate from our end, but the more information I have, the easier it should be to track down the problem.
Regards, John
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Post by John Tapsell on Oct 21, 2015 11:37:27 GMT
IPMS (UK) Membership Applications and Renewals Online membership applications and renewals will NOT be available from this weekend (24th October) until after Scale ModelWorld.
This is the busiest time of year for the membership team. Any transactions currently in progress should be OK, but any new transactions between now and the show may not be completed.
Remember - it is not possible to renew your membership at Telford before entering the show. You will need to pay to get in and then renew at the membership desk. The membership desk will operate on Friday afternoon during set-up (after about 3pm), but that will be your last chance.
Regards, John
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Post by John Tapsell on Jun 10, 2015 11:32:57 GMT
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Post by John Tapsell on Jun 6, 2015 8:36:01 GMT
Dave,
Due to the number of spurious posts and dodgy requests to join from people who clearly had no interest in the hobby, we've taken the decision to operate the IPMS Facebook page as a 'closed' group. You therefore need to join the group in order to view the content. The page still exists and I'm unsure why you can't find it on FB (I assume you have a FB account)?
We've also just started an IPMS Members Lounge FB group. You need to be a current IPMS member for that one (again, it's a closed group and you'll need to provide your IPMS membership number to the admins before they let you join) and it is primarily to discuss IPMS business rather than general modelling chat.
Regards, John
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Post by John Tapsell on May 13, 2015 11:52:39 GMT
I suppose it depends on how you define a 'drain' on resources. In the context of a steadily increasing membership, a stable financial position and a conscious decision taken many years ago to provide members with a high quality product rather than a newsletter, the Magazine is a valuable and useful item.
We can afford the quality of magazine we produce - it is still the only means of communication that reaches ALL members and a printed format is still the preferred format for the vast majority of our members. It also represents a valuable recruiting tool as potential members can get a feel for we we produce and what we're about.
In another context, entry to Scale ModelWorld is currently £10 per day for the public, so in return for your 'free' two-day entry to the show every year as an IPMS member, you get six high quality magazines for the remaining £3.00 of you annual subscription. It all depends on how you define the return you get from IPMS for your annual subscription. It also ignores the other benefits that are available to Society members, directly or indirectly (insurance cover for show organisers, discounts with various traders and manufacturers, the Branch and SIG network for example).
Whilst you personally may feel that it has little of value within it, doesn't mean to say that other members consider the magazine a waste of time and resources. Personally, I find that the articles are interesting and varied. They rarely cover subjects of direct interest to me, but they are generally well researched and informative. I'm interested in how other people build models and what they build models of.
If you could let me have your membership number and full name, I will undertake to raise the matter as an AOB at the AGM on your behalf (Email the details to me at publicity@ipmsuk.co.uk).
Regards, John
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Post by John Tapsell on Mar 18, 2015 21:19:44 GMT
Hi Julien,
The current email address is UKLO@ipmsuk.co.uk
The old address (which no longer works) is UKLO@ipms-uk.co.uk.
If it's the 'ipmsuk' address you're having problems with I will investigate as we have had intermittent problems with all the EC emails. If you're using the 'ipms-uk' email address then you're getting an undeliverable because it doesn't work anymore.
Let me know either way.
Regards, John
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