Revised
Timeline for Hosting a Nationals
August preceding the bid:
o Find a grounds, have the grounds inspected by a Nationals board member (OR REPRESENTATIVE). (must be done at least 3 months before the bid is placed).
o Nail down the prices; get a tentative contract contingent on winning the bid.
Pick (SELECT)your officers. They should be someone who has attended a lot (MULTIPLE) of Nationals and are well organized.
o Put a bid book together. Make 18 copies to be shared (DISTRIBUTED TO BOARD MEMBERS) during the bid process. (PRESENTATION).
o The book should include: The application form, (, A LIST OF ALL) List all members, a map of the grounds, an agreement between you and the grounds, (an Organization chart of Officers and Committees) and (YOUR PROPOSED) budget.
o Decide how you are going to get your front money for the flyers. Selling ads almost pays for them. You don’t need a lot of money prior to the July Nationals
February:
o Attend the bid secession at Council of Councils. Bring at least one of your officers with you along with the bid books and pictures of the grounds.
o After receiving the bid get to work (BEGIN) soliciting ads for the flyer while you can ask the other councils and clubs face to face.
March:
o Get (START) working on the artwork and theme if you have not decided on the theme (ALREADY DONE SO).
o Get (ORGANIZE) your committee(S) heads selected and set goals to be accomplished by each committee.
o Set up regularly scheduled meetings to make sure(KEEP) things are on track.
April:
o Your artwork should be almost complete. It needs to be submitted to the National Truck-in board for approval by the beginning of May.
May:
o Submit your artwork and flyer to Coop (ONLY COOP?) for approval by the 2nd week of May.
o If you are going to give a pre-reg gift it’s time to decide and get the order in.
June:
o Have your flyers printed. Check the contract to see the required number of flyers.
o Decide on how you are going to sell (PROMOTE?) your event at the Nationals.
July:
o Go to (ATTEND) the Nationals. Sell pre-regs. (PRE-REGISTRATIONS)
o You can do a raffle if you want to.
o Promote, Promote, Now the real work begins.
o Start going to events to sell pre-regs.
o Check out the vendors and see if any will come to your event.
o Start looking for certified van judges
August:
o You should (Start} looking for your bands.
o Games should be in the works.
o All committees should have good reports on where they are.
o Start getting your goodie bag and door prizes together.
o Continue attending events to see pre-regs. (SELL PRE-REGISTRATIONS)
o Gate procedures should be in place.
o Start putting your time line (CREATE A TIMELINE) together for the bible so you know how many games (both children and adult) you have time for (TO RUN). How many bands do you want to have? Do you really want the responsibility of a burn out (CONTEST) and can you get insurance for it? What day will the van show be? If Friday, what are you going to do van related on Saturday? (Local Show, Parade to town(, ETC.))
o Do you have (CREATE) a list of van judges?
o Are your (ORDER) golf carts(.) ordered? Are you going to let people rent them? If so, (FOR) how much?
o (ORDER) Port a johns (PORT-O-JOHNS) do you have a line on them?
o (ORDER) Do you need Portable Showers, (IF REQUIRED.)
o (CONTRACT AN ICE VENDOR) Ice you should have your vendor by now.
October:
o Get your sponsorship letters out. Don’t wait too long because most company’s only have a limited budget for giveaways.
o Visit the local area and get to know what services are available. Explain what you are doing and get them to sponsor ads, giveaways, and door prizes.
o Start looking for event insurance.
November:
o You should be looking for trophies by now and have a handle on what kind you want and where you are going to get them or who is going to make them.
o The bands should be pretty much nailed down.
o Vendors at least the main ones need to have a contract.
December
o Take a break and enjoy the holidays
January:
o Get a good committee reports and decide on who is going to the Council of Councils.
o Decide if you need a raffle at Council of Councils.
o Get your first aid plan together.
o Get updates together for the meeting.
o If you (YOUR) insurance is not with (COVERED BY) the grounds get looking it will take a while (BEGIN LOOKING) to find insurance.
February:
o 6 months to go.
o Go to Council of Councils.
o Have a report on your event ready for the Board.
o Give(PRESENT) your first aid plan.
o Have a check for the royalty of $1.00 per van that you have pre-reg to date, to turn in to the Nats Board.
March:
o Do you have your vendors (NEED TO BE CONTRACTED) ready.
o Anything (TO BE) sold with the (NATIONALS) logo on it must be approved by the (NATIONALS) board.
o Get (BEGIN) working on the bible.
o Need banners get it done now? (GET BANNERS MADE IF REQUIRED)
o Trophies how are they coming (SHOULD BE WELL ALONG IN PRODUCTION)
April:
o 3 months before the event
o Gate, games, Ice, Van show should be pretty much set.
o Send the updated info on your event to the Nats Board so they can send out a post card reminding people to Pre-reg and letting them know what is new about the event
May:
o The push is on
o Finalize the bible.
o Sell (SPONSORSHIPS FOR) the trophies,
o get (CONFIRM)judges.
o Get the game things (ITEMS, PROPS, ETC.) together.
June:
o (HAVE) that all important committee meeting to make sure everything is in place
o It is here !!!! your big event.
o Have fun, smile, enjoy all your hard work, it will be over before you know it.
o It is strongly recommended you have a committee head meeting each night to make sure thing are going as planned and who needs last minute help etc.
RECOMINDATIONS FOR PAGE SIX
P6 Revised
Checklist for Possible (PROPOSED NATIONALS) Nats Site Inspection:
Location: _______________________ Host Group: _______________________________
Distances to:
Closest town: _______________________ Medical aid: _______________________________
Groceries: __________________________ Liquor and Party: ___________________________
Tourist attractions: ______________________________________________________________
Regional noise by laws: __________________________________________________________
Type of location: _______________________________________________________________
Basic description of location: _____________________________________________________
Ease of access to major routes: ____________________________________________________
Acreage: _____ Terrain type: ________________ Shade? _______________________
Number of buildings: ____
Description: ___________________________________________________________________
______________________________________________________________________________
Emergency Shelter? _____________________________________________________________
Bathroom Facilities:
Number of Toilets and showers per gender ____________________________________________
Number of Handicap accessible: _________________________________________________
(Is the rest of buildings Handicap assessable?)
Power: Number of receptacles, Amperage, distribution, (CURRENT)Condition
________________________________________________________________________
Water: Number of distribution of (OR) access points, how often is (WATER QUALITY) tested (certificate?)
________________________________________________________________________
Backup for water and power: ______________________________________________________
Location lighting: _______________________________________________________________
Security of site: close to town? fencing? _____________________________________________
General condition of site: ________________________________________________________
Overall Notes: ________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Other things to consider when you look for a grounds
o Price Options: Per Van, Flat Fee, half the gate income, what about trailers?
o What does the price include? Insurance? Port a johns (PORT-O-JOHNS)? Trash Removal, electric and water?
o Dates and times to enter and leave the grounds
o Early arrivals (extra fees?)
o Vendors: Fee for Vendors, are Food Vendors more? Health Department rules?
o Facilities: Is Electric extra? If so, how much? What about the water?
o Trash removal: who pays? Is it picked up at the campsite? After event cleanup and trash removal, who does it?
o Ice? Do they sell it, or can you sell it?
o Stage: Is there one? Is it inside or outside? What is the Noise ordinance? When must the band stop?
o Campfires: are they allowed? Do you need fire rings? Is firewood for sale?
P7 Do I have to ? Revised
(WE WOULD CHANGE THIS ENTIRE PAGE WITH QUESTIONS IN LOWER CASE, AND ANSWERS IN UPPER CASE)
DO I HAVE TO? (FREQUENTLY ASKED QUESTIONS)
o (DOES THE NATIONALS HOST NEED TO) HAVE A WARM UP-PARTY (WARM-UP PARTY)? NO,[IT IS NOT REQUIRED.)
o IF YOU (THE NATIONALS HOST HAS) HAVE A WARM-UP PARTY:
o DO I (THEY) HAVE TO HAVE A BAND? NO, BUT IT’S NICE TO HAVE SOME FORM OF ENTERTAINMENT.
o DO I (THEY) HAVE TO HAVE GAMES? NO
IF YOU HAVE (ANYONE HAS) A WARM-UP PARTY YOU (THEY) ARE ON YOU (THEIR) OWN. WE (THE NATIONALS BOARD DOES) DO NOT SPONSOR THIS EVENT IN ANY WAY. WE CAN MAKE SUGGESTIONS IF REQUESTED TO DO SO.
o DO I HAVE TO (DOES THE NATIONALS HOST NEED TO) HAVE SOMETHING TO GIVE AWAY WITH THE PRE-REG TO THE NATS? NO THIS IS AN OPTION. IT IS A VERY GOOD ONE AND DOES IN SOME CASES MAKE THE (ENCOURAGE) PEOPLE WANT TO PRE-REGISTER.
o WHEN CAN I (THE NATIONALS HOST) SELL THE FIRST PRE-REGISTRATION? 24 HOURS AFTER THE OFFICIAL OPENING OF THE GATE AT THE NATIONALSâ PRIOR. to yours.
o WHEN CAN I (THE NATIONALS HOST) START ADVERTISING THE NATIONALSâ? NOT BEFORE NOON THURSDAY OF THE CURRENT YEARS NATIONALSâ.
o HOW WILL I (THE NATIONALS HOST) KNOW HOW MANY PEOPLE TO PLAN FOR? (TYPICALLY) DOUBLE THE PRE-REGISTERED. AMOUNT. This only (TYPICALLY) applies to east of the Mississippi. The further you go west all bets are off (WEST OF THE MISSISSIPPI IS UNKNOWN)
o DO WE (DOES THE NATIONALS HOST) NEED A COMPUTER WIZARD TO COORDINATE THE EVENT? NO BUT IT IS EXTREMELY USEFUL TO HAVE SUCH A PERSON.
o WHERE SHOULD I (THE NATIONALS HOST) ADVERTISE?
1. YOU WILL BE GIVEN A COMPUTER PRINT OUT OF THE (WITH) NAMES AND ADDRESSES OF THOSE WHO HAVE ATTENDED THE NATIONALSâ FOR THE LAST SEVERAL YEARS. (YOU CAN) MAIL THESE PEOPLE FLYERS.
2. VAN COUNCIL NEWSLETTERS.
3. NATIONAL PUBLICATIONS. THIS IS VERY IMPORTANT IF WE ARE TO GET NEW VANNERS. (JOE MADONIA CAN HELP WITH THIS)
4. AT EVENTS. OF THE 641 PRE-REG AT RECENT NATS. 338 ENTRIES WERE RECEIVED AT VARIOUS VAN EVENTS.
5. It may be helpful to set up a Pay Pal account to receive payments.
No comments:
Post a Comment