East Coast Event?

louisb · Post by **louisb** » Mon Oct 18, 2010 5:26 pm

According to geocahcing.com there are several geocaches in the area. Maybe we could do a geocaching run in the afternoon.

--louis

Tom-Kathleen · Post by **Tom-Kathleen** » Thu Oct 21, 2010 1:37 am

Like I stated before, I am glad to see a group of people willing to make plans. I am making the rest of the Board of Directors aware of this thread and asking for their input. There is no reason why we can't have more than one "event" on the east coast. I am still waiting to hear plans from Ed B. from Carlisle, but we are talking, and I will keep you informed. Tom

louisb · Post by **louisb** » Thu Oct 21, 2010 11:25 am

Sounds good Tom. I look forward to hearing what the other board members have to say.

--louis

surfnc · Post by **surfnc** » Thu Oct 21, 2010 12:33 pm

As for a trip this way to "scope" the place out, I would be more than happy to have people stay with me. (I have an "in-law" apt over my garage) If it is a larger group I am sure I can arrange reasonable accomadations. I also have some vacation left and would be more than happy to take some time and show them around. PM me for phone info.

Vince

73SpeedBuggy · Post by **73SpeedBuggy** » Thu Oct 21, 2010 12:37 pm

surfnc wrote:As for a trip this way to "scope" the place out, I would be more than happy to have people stay with me. (I have an "in-law" apt over my garage) If it is a larger group I am sure I can arrange reasonable accomadations. I also have some vacation left and would be more than happy to take some time and show them around. PM me for phone info.

Vince

Haha.. an 'In-law' apartment.. I like that!

BuggyBob · Post by **BuggyBob** » Thu Oct 21, 2010 11:58 pm

Hey guys, Right now all I need is a firm date on when you want to hold your event. I think I speak for the board when I say that the club will support you in any way possible. As the event gets closer, then we need to develope a flyer and registration form to mail out at least one month before the event to get members registered. This is where the buggy fee comes in. If you just want flyers mailed out, then the buggy fee should come in around $10 per member. This $10 covers the printing and mailing and insurance for the event. If you want to serve coffee and donuts Saturday and Sunday morning- add another $5 to the buggy fee. If you want to have a catered dinner Saturday night, find out from your caterer how much per person-add that to the registration form, if you want tshirts made for the event-find out how much they cost to make and add that to the registration.
I really like seeing you guys getting this event together and Im always checking to see if you have any questions.
Bob

louisb · Post by **louisb** » Fri Oct 22, 2010 12:52 am

Bob (or anyone else),

What is usually included in the west coast events? Is there a dollar level that you guys usually try to keep it under so there is a good turnout? Are accommodations usually up to the participants? Do you guys reserve a camp ground or block of rooms at a host hotel?

Lets pick a date. I think it should be in the off season to help keep costs down so that means after Oct 1.

I am thinking that I can swing a trip up there in March when I have a break from teaching so we can go around and check stuff out. I would probably be coming with my boss, er wife, so we would stay in a hotel. (Maybe the B&B mentioned above.) Spend one day scouting out the area and then she and I could go do tourist stuff for a couple of days. Adam, think you might be able to join us? (Anyone else interested in helping out is welcome too.) I need to see when spring break is at the Uni where I teach before getting an exact date.

--louis

BuggyBob · Post by **BuggyBob** » Fri Oct 22, 2010 4:02 am

Hey Loius,
The west coast events start on Friday around 2pm and go until Sunday noon. I dont reserve any rv spaces or hotel rooms. I provide a list of local accomidations in the flyer and let the member choose where they want to stay. Sometimes we have to rent a club house or hall to have a dinner in. We (the club) have award plaques and ribbons for the show and shine. This cost is around $200. I try to figure in all the expenses of the event and divide that by how many people might sign up. That number is unkmown until everybody has registered.
I wouldnt worry about if you break even or even lose money on your first event. The club has enough finacial backing to cover a lose. But with that said, we dont have an open check book either. I think if you have this event and only a few people show, then thats a start. I would personally start off with an event without all the bells and whistles and go from there. It keeps it manageable and fun. If you have a good turn out with a promising future then start adding things like a show and shine, raffle prizes and such. On the note of raffle prizes, west coast has a great sponsor base who donate to our events. You might spend some time looking for sponsor over there before this event and see if they would like to contribute. We can talk about that later.
Somebody once said,"Build it and they will come" that's all you have to do. If you do it right, it only gets bigger every year.
I will email you some past flyers, registration forms, schedules, rooster sheets to let you see how I do it.
As for the cost of the buggy fee, that will vary but I try to keep it below $40 an entry. If you can get it lower and still cover the cost of runnig the event, then that's event better. I do not try to make any profit but sometime I do. This money is re-used in future events and equipment like new coffee pots, ezups, tables ect. Remember, everything cost money and the club does not expect you or anybody else to pay for anything out of your pocket. If you do occur an expense, it will be re-reimbursed.
I hope Ive answered some of your questions. If you have anything else, please give me a call at 775-771-6428

louisb · Post by **louisb** » Fri Oct 22, 2010 4:27 am

Thanks Bob. Hopefully when the Manx is done I will actually make it out to a west coast event. I am a big believer in KISS so I like your ideas.

Right now I am thinking of breakfast Sat & Sun, Dinner Sat Night and a T-shirt, Dash Plaque or goody bag. I would say we would be doing good to get 20 or so buggies for the first event. You guys think that is realistic? To low? To high? Sponsors would be nice but we may want to get one event under our belts first. Though we could maybe approach someone about paying for the dinner. Don't know if you don't ask.

--louis

5150bossman · Post by **5150bossman** » Fri Oct 22, 2010 3:11 pm

So far as the KISS concept, you might try doing a potluck Saturday night after the main run instead of a formal sit down dinner. It's a wonderful way to get people to get to know each other, mix and tell stories, and (very important) everyone feels included when they bring a dish to share - even if it is a pizza from the local pizza place. It doesn't matter what they bring. You don't have to go to all the effort to get a restaurant or caterer to feed everyone, and there is no (or minimal) club expense. We have done them around a member's RV site, or done them at an RV park club house. Simple. You just tell everyone to bring a chair, maybe a table, provide either an appetizer, main course or dessert, but only enough food to cover the approximate number of people in their group (if they have a group of four, they only need to bring enough food for four or so (four pieces out of one pie? I LIKE THAT IDEA!... But you can cut it to eight if you want...). No one is expected to bring so much as to feed the whole group. If everyone did that, there would be WAY too much food!). And we sometimes do a theme of some kind to make it fun. The majority of the coordinating is done on a forum thread where everyone can say what they intend to bring (so you don't have 15 people bring a salad, and no one thinks about dessert). And so far as breakfast Saturday and Sunday, a few bagels or doughnuts and coffee because many will want to do their own thing. Again, simple. Lunch is up to the participant on the road.

louisb · Post by **louisb** » Fri Oct 22, 2010 3:14 pm

That is a good idea. Maybe we could have the club do dogs, burgers & drinks and then do pot luck for everything else.

--louis

louisb · Post by **louisb** » Fri Oct 22, 2010 3:16 pm

If we did a theme, we could do Octoberfest!

Octoberfest @ OBX!

--louis

5150bossman · Post by **5150bossman** » Fri Oct 22, 2010 3:18 pm

So far as the KISS concept, you might try doing a potluck Saturday night after the main run instead of a formal sit down dinner. It's a wonderful way to get people to get to know each other, mix and tell stories, and (very important) everyone feels included when they bring a dish to share - even if it is a pizza from the local pizza place. It doesn't matter what they bring. You don't have to go to all the effort to get a restaurant or caterer to feed everyone, and there is no (or minimal) club expense. We have done them around a member's RV site, or done them at an RV park club house. Simple. You just tell everyone to bring a chair, maybe a table, provide either an appetizer, main course or dessert, but only enough food to cover the approximate number of people in their group (if they have a group of four, they only need to bring enough food for four or so (four pieces out of one pie? I LIKE THAT IDEA!... But you can cut it to eight if you want...). No one is expected to bring so much as to feed the whole group. If everyone did that, there would be WAY too much food!). And we sometimes do a theme of some kind to make it fun. The majority of the coordinating is done on a forum thread where everyone can say what they intend to bring (so you don't have 15 people bring a salad, and no one thinks about dessert). And so far as breakfast Saturday and Sunday, bagels or doughnuts and coffee. Again, simple. Lunch is up to the participant on the road.

73SpeedBuggy · Post by **73SpeedBuggy** » Fri Oct 22, 2010 3:49 pm

Louis, I probably won't be able to make it down to scope it out (including this trip in October, that will account for all my vacation time) but you and Vince should be ok on that. Let me know how else I can help out!

Some thoughts on the potluck idea... I would assume pretty much everyone attending this but Vince will be traveling in and staying in a hotel/campground.. Makes it rather difficult to bring a dish doesn't it? What do they do on the westcoast?

surfnc · Post by **surfnc** » Fri Oct 22, 2010 4:11 pm

Adam
Have you been down already? If not let me know.