Committee for pages 9 and 10 (Ken & Billo)

 RECOMINDATIONS FOR PAGE NINE

P9 Planning Info                                                            revised

 

OTHER USEFUL INFORMATION (FROM EXPERIENCE)  

 

We recommend that the Show and Shine be held on Friday. This is to give the Host group time to collate the results and prepare the trophies. 

·        (THE NATIONALS BOARD RECOMMENDS THE SHOW AND SHINE BE HELD ON FRIDAY OF THE EVENT TO HELP HOST TALLY RESULTS AND PREPARE AWARDS)

·         We (THE NATIONALS BOARD) will certify judges and have a pool of judges available to the host group.

·        These judges will still be able to show their vans unless they are hosts, they will not however, be judging their class. 

·        We (THE NATIONALS BOARD) will have a seminar at Council of Council and the Nationalsâ to certify judges.  All judges must be certified.

·        We (THE NATIONALS BOARD) highly recommend(s) that a van related event such as a public show or parade (ON) Saturday or games evolving (INVOLVING) Vans be held on Saturday.

·        We (THE NATIONALS BOARD) also recommend(s) that Water and if possible, shade be provided for the participants in the show and shine.  (You could raise money by selling the water at a small profit) You do not want to have anyone in the sun pass out because they forgot to bring water or need a little shade.

 

Items not to put on the Flyer

Please do not put port-a-pot information on the flyer.  It makes it look like there are no restrooms.  Port-a-pots, barns for rent, golf carts etc. should be in an insert and on your web site.

 

WALK-INS

·        Walk-ins are not acceptable in the eVANt camping area. 

·        A staff member must accompany any walk-in at all times. 

·        Walk-ins will be allowed at in Show and Shine area provided it is separate from the eVANt area. (IF THE HOST HAS THE ABILITY TO COVER SECURITY FOR THE ENTIRE SHOW FIELD)

 

HOW TO GET THE SUPPORT OF THE TOWN

·        Do n (N)otify the local authorities that we will be in the area. 

·        If possible, hire a local (POLICE) officer to sit at the front gate.  That way if there is a problem it will get handled before it gets out of hand.

·        Show them your flyer.  If you have last year’s bible take it along.

·        Do t (T)ell the local business establishments what to expect.  The local grocery close to the event needs to know that they will need to have plenty of ice, etc. on hand.

·        Go to a town council meeting if possible and let them know we are coming.

·        Contact the local Chamber of Commerce.  They can help you with local information.

·        Ask to be able to put signs welcoming vanners in local businesses. 

·        Ask for discount certificate to put in the bible as ads.  This will help to get the vanners to support the local area.

·        Speak to the local newspaper about coming out to do an article on our eVANt.

·        Do not wait until the last minute to do this. The earlier the better.

 

 

HOW TO HELP YOUR VENDORS

You can help your vendors by checking out the local and state regulations for vending.

·        What do they need?  License, Tax certificate, Health Certificate?

·        This is especially important for food vendors.

·        Consider lowering your vendor fees to get a bigger variety of vendors.

·        Do not have more than one T-shirt/event related vendor and try not to have more than two of each variety of vendors other than food vendors.  (WITH DIFFERENT FOODS)

·        Too many of any vendor makes for none (NOBODY) making money and if they don’t make money they will not come back and you will have to hear the complaints.

·        We highly recommend that vendors please put the smoking and any other items of this type in the rear.  They may advertise that they have the item but should be out of sight of children.  Bring them out after curfew.

 

 

Raffles.

1. (ABSOLUTELY)No price changes once a price is established.  Especially when ticket is sold Nationwide. 
2. (SET) Limits on how many (QUANTITY OF) Raffles at the Nationalsâ,
3. (Have) have an Official raffle registration and
4. (When) when possible (HAVE) an Official raffle badge for those selling tickets. (SO VANNERS KNOW RAFFLE IS OFFICIAL) MAYBE THIS SHOULD BE IN THE BIBLE? 

(ALL OF THESE ARE SO) This is so we don’t have the vanners (ARE NOT) bugged all weekend and so each recognized raffle has a (AN) opportunity to make money.

5. (ALL) The raffle (S) should be for the common good of vanning not personal raffle(S)
6. Friday night or Saturday during the day general raffles should be drawn and posted not called out at the awards presentation  (ALSO, SHOULD BE IN BIBLE)
7. Saturday night the host group, Nationals Committee and Council of Councils raffles can be drawn at awards presentation. (ALSO, SHOULD BE IN BIBLE)

 

Ways to make extra money

·        Have a sponsor for your Flyer.

·        Sell water on the show and shine and game fields.

·        If people show up early have a place for them to park and charge extra.

·       Have sponsors for the Trophies and Booklet.

 

Ways to save money

·        (CREATE) Do your own web site.  You can (PURCHASE OR BUY) by a site for about $60.  They are not hard to create.  If you have someone who is even a little computer (SAVVY) literate, you can create a site.  Ask your friends for help

·        Instead of buying pre-reg incentive, reduce the rate for pre-entries by different deadlines such as one price for registration at the Nat’sâ and then one by Council of Council’s.

·        Skip the vanner’s night in or do it in such a way that you can make a little money on it.

·        Shop around for printing.

·        Make your own host apparel.

 

 

 

 

 

Paraphernalia

 

Paraphernalia should not be displayed (OPENLY) on vendor’s row.  Each state has their own set of laws governing these items.  Please follow the laws or (OF) your state.  Vanners know which vendors have these items and can find them if needed.  These items on display send the wrong kind of message to our children as well as local dignitaries and the press when they visit our event.

 

Paying it forward

 

·        We strongly recommend that each club “Pay it forward”.

·        In the past many host clubs have done some of the following: 

After their event preregistered their members for the next event,

Some have paid for bands and at the next event,

(IN) or in one case they paid for the use of the track so we could all drive our vans on the speedway at KS.

·        If you have made money share it with your fellow vanners and they will pay it forward to the next hosts. 

This is a good way to keep our sport moving forward.

 

Update Post Card will be sent in March or April

 

Update Post Cards:  The National Truck-in Board will pay for a reminder/update post card to be sent out in March preceding the Nationals.  This will be done in a professional manner.  Listing some of the activities you are doing that were not on the flyer.  This update will be sent to about 1400 vanners who have attended the Nationals in the past. Please send your updates by March 15^th to Greg Cooper (THIS SHOULD BE TO THE NATIONALS BOARD.  THEY THEN CAN GIVE TO COOP. sounds a bit more professional)

 

Post Cards:  You may use a postcard size flyer in addition to the regular event flyer. (DOES THIS BELONG HERE OR SHOULD IT BE WITH FLYER INFORMATION?)

 

                                                                       

Daily entry(S)(QUANTITIES AT PREVIOUS NATIONALS) to the Nats.
	2013	2014	2016	2017
	pre/gate
Saturday	0/31
Sunday	39/13	100
Monday	63/20	80	112	132
Tuesday	50/32	92	142	192
Wednesday	200/106	107		163
Thursday	26/54	115		100
Friday	27/54	40		50
Saturday	0/13	1
no shows	27
attended	728	535	303	627

RECOMINDATIONS FOR PAGE TEN

P10 Budget                                                                                        revised

 

           

Please use these forms to present your budget with your proposal.  After the event, please complete the following form and mail to the National Truckin-in Board ®
c/o J Pilon 817 Wildabon Ave.  Lake Wales, FL  33853 within 90 Days(45 Days) THIS WILL ALSO NEED UPDATING AFTER THE 50TH.
Location:				Explain as needed
Expenses
Grounds
Electric and water
Insurance
Trash
golf carts
port-a-johns
Fliers
Bible
First Aid
Bands
Games
Trophies
Dash Plaques
pre-reg incentive
Patches & Pins
Van Show expenses
Give a-ways (DOOR PRIZES)
Ice
Sound system
Advertising
Donations
Postage
Buck a truck
Goodie Bags
Art
Web Page
Misc.
Total Expenses
Location:
Income
Vans Pre-reg
Vans at Gate
(CAMPING) Trailers Pre-reg
(CAMPING) Trailers at Gate
Extra people pre-reg
Extra people gate
Vans pre-event
(CAMPING) Trailers Pre event
Extra people pre-event
Vendors
Ice
Barn rentals
Bible Ads
Flyer Ads
Pins
Patches
Raffles
Trophy Sponsors
Start Up money
Misc. Income
Charity
Total Income
Less Expenses
Profit

 

 

 

 

 

                                                                       

 

                                                                                                                                                21

(BELOW ARE A FEW EXAMPLES OF PAST EVENTS)

Here are a few examples of what was the income and expenses of past events

Location	2017 OH	2016 FL	2015IL	2014NY	OH 2013	WI  2012
Expenses
Grounds		15,515.00			$6,285.00	$         13,000.00
Electric and water		0
Insurance		504.82			256.75	$               591.91
Trash		0			840	$               330.00
golf carts		784.52			3,818.20	$           3,515.00
port-a-johns		1796.38			3,700.00	$           2,848.00
Fliers		1209.07			594	$           1,566.42
Bible		811.85			1,776.26	$               616.93
First Aid		0			20
Bands		1,600.00			10,150.00	$           5,013.06
Games		0			375.77	$               286.09
Trophies		1327.04			5,031.46	$           3,410.00
Dash Plaques		2,165.80			1,124.00	$               877.14
pre-reg incentive					1,310.72	$               643.25
Patches & Pins						$               305.00
Van Show expenses		117.31
Give a ways		24.2			665
Ice		3,003.00			5,025.10	$           3,848.00
Sound system		2166.62
Advertising					1,582.97	$                 95.00
Donations					1,418.70	$           1,000.00
Misc.					1172.46	$           4,250.00
Postage/shipping		79.22			2,289.96	$               101.20
Buck a truck		304			645	$               459.00
Goodie bags		1255
Art		304
Web Page		10				$               200.00
Misc.		1,963.25			4236.06	$           1,948.00
charity		430.00				$         20,000.00
vanners nigh in					850.61
stickers		387.5
tax & prep		4,950.00
bank		511.2
Total Expenses		41,219.78			$53,168.02	64.907.00

 

                                                                                                                                                22

 

 

Location		FL 2016			OH 2013	WI   2012
Income
Vans Pre-reg		17,677.54			34,064.00	$         13,255.00
Vans at Gate						$         14,170.00
Trailers Pre-reg		1,570.00				$           1,255.00
Trailers at Gate					1,900	$           1,155.00
Extra people pre-reg		265				$               280.00
Extra people gate					640	$               480.00
Vans pre event		3,810.00			2,570	$           2,848.00
Trailors Pre event
Extra people pre event
Vendors		1922			2,250.00	$           3,897.00
Ice		5,587.50			6,806.00	$           6,728.00
Barn rentals						$           1,500.00
Bible Ads		1,070.00			865	$           1,717.00
Flyer Ads		2,175.00				$               900.00
Pins
Patches
Raffles		3,127.00			4,093.00	$       688,454.00
Trophy Sponsors		1,290.00			1,675.00	$           3,375.00
Start Up money		2,000.00				$           4,750.00
Misc. income					2964.05	$           1,826.00
Charity		3,065.00
Sponsors					750
donation		545				$               523.00
golf carts					1,400	$               715.00
portjohn		750			1,200.00	$           1,625.00
Total Income		44854.04			61,177.05	$         67,883.54
Profit		999.26			8,009.03	$           2,976.54

( THE YEARS AND STATES SHOULDN’T BE PUBLISHED.  COULD CAUSE ISSUES WITH TAXES SHOULD SOMETHING HAVE BEEN FILED INCORRECTLY AND FALLS INTO THE WRONG HANDS.)   (MAYBE JUST THE STATE WITHOUT YEARS, or JUST GEOGRAPHICAL AREA)