Time
Line for hosting a Nationals
August
preceding the bid:
Find a
grounds, have the grounds inspected by a Nationals board member. (must be done
at least 3 months before the bid is placed) Nail down the prices; get a
tentative contract contingent on winning the bid. Pick your officers. They should be someone who has attended a lot
of Nationals and are well organized’
Put a bid
book together. Make 18 copies to be
shared during the bid process.
The book
should include the application form.
List all members, a map of the grounds, an agreement between you and the
grounds and a budget.
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:
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
After
receiving the bid get to work soliciting ads for the flyer while you can ask
the other councils and clubs face to face
March:
Get working
on the art work and theme if you have not decided on the theme. Get your committee heads selected and set
goals to be accomplished by each committee.
Set up regularly scheduled meeting to make sure things are on track.
April: 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: Submit your artwork and flyer to Coop for
approval by the 2nd week of May.
If you are going to give a pre-reg
gift it’s time to decide and get the order in.
June:
Have your flyers printed. Check the contract to see the required number
of flyers.
Decide on how you are going to sell
your event at the Nationals.
July:
Go to the Nationals. Sell pre-regs. You can do a raffle if you want to. Promote,
Promote, Promote, Now the real work
begins.
Start going to events to sell
pre-regs.
Check out the vendors and see if any
will come to your event.
Start looking for certified van
judges
August:
You should start looking for your
bands.
Games should be in the works.
All committees should have good
reports on where they are.
Start getting your goodie bag and
door prizes together.
Continue attending events to sell pre-regs.
Gate
procedures should be in place.
Start
putting your time line together for the bible so you know how many games both
children and adult you have time for.
How many bands do you want to have? Do you really want the
responsibility of a burn out 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?)
Do you have
a list of van judges?
Are your
golf carts ordered? Are you going to let
people rent them? If so, how much?
Port a johns
do you have a line on them?
Do you need Portable Showers ?
Do you need Portable Showers ?
Ice you
should have your vendor by now.
October:
Get your
sponsorship letters out. Don’t wait too
long because most company’s only have a limited budget for giveaways. 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.
Start
looking for event insurance.
November:
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.
The bands
should be pretty much nailed down.
Vendors at
least the main ones need to have a contract.
December
Take a break and enjoy the holidays
January:
Get a good committee
report and decide on who is going to the Council of Councils. Decide if you need a raffle at Council of
Councils.
Get your
first aid plan together. Get updates
together for the meeting.
If you
insurance is not with the grounds get looking it will take a while to find
insurance
February:
6 months to
go. Go to Council of Councils. Have a report on your event ready for the
Board. Give your first aid plan. 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:
Do you have your vendors ready.
Anything sold with the logo on it
must be approved by the board.
Get working on the bible;
Need banners get it done now?
Trophies how are they coming
April: 3 months before the event
Gate, games, Ice, Van show should be
pretty much set.
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’s new about the event
May:
The push is on to finalize the
bible. Sell the trophies, get judges.
Get the game things together.
June: that all important committee meeting to make
sure everything is in place
July:
It here your big event.
Have fun, smile, enjoy all your hard work, it will be over before you
know it.
I strongly recommend you have a committee head meeting each
night to make sure thing are going as planned and who needs last minute help
etc.
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