The full set of scanned/digital records to be forwarded to the Archives Manager in accordance with Clause 8.033 shall include the following information:

1. Registration form and accompanying information
2. Any official envelope, letterhead and logo.
3. A copy of any Australian Square Dance Review advertising.
4. A copy of any newspaper or other form of advertising.
5. Promotional pamphlets produced.
6. Confirmation forms where applicable for

(i) Registration,
(ii) Accommodation,
(iii) Tours.

7. A minimum of three copies of the Convention Programme Booklet.
8. Tickets for dances, creche and any other tickets issued in conjunction with the Convention.

9. One set of ribbons for each State, overseas visitors, marshals, officials and the like.

10. Any other information sheets that are produced including the following.

(i) Transport information.
(ii) Creche Instructions.
(iii) Times and details of meetings.

11. Instructions and information given to Callers, Cuers, Instructors and others, together with details of Dressed Set Dances.

12. Special Function letters and/or invitations including copies of letters to officials.

13. Copies of Notices of Special Meetings and the like.
14. Round Dance Showcase voting slips and results list forms.
15. If used, details of roster slips for Marshals and the like.
16. A copy of any Appreciation Certificates and similar documents.
17. Copies of any correspondence received praising the Convention.
18. Copies of any complaints received and a statement on whether they were justified and how they were handled.

19. Copies of any agreements that had to be made with any Statutory Authorities highlighting any features such as special conditions

considered important to note for future Conventions.

20. A reference to the issue number of the Manual in force at the time of the Convention.

21. A copy of the Minutes of the Dancers Interest Meeting.
22. A copy of each State or Area report.
23. A copy of all reports submitted to the Dancers Interest Meeting. These shall include the following: –

(i) The Callers’ Report,
(ii) Report from State Societies,
(iii) Clog Dancing Report,
(iv) Round Dancing Report,
(v) The Board Report
(vi) Report from previous Convention
(vii) Reports from the next two Convention Committees,
(viii) Any other reports brought forward.
24. A copy of all Minutes of meetings held at the Convention except where confidentiality is claimed.
These minutes shall include the following:
(i) Callers’ Annual General Meeting,
(ii) The National Square Dance Society of Australia Annual General Meeting,
(iii) The Australian Round Dance Association Annual General Meeting,
(iv) The Editors’ meeting of the Australian Square Dance Review,
(v) Any other meetings held.

25. Written or taped copies of any Lectures, Seminars or Debates held.
26. Copies of any photographs, official or otherwise, that may be taken.

The purpose of requiring this information is to advise future Convenor(s) and assist them in organising their Conventions and as a guide to solving any problems that may arise in the future.