Revised January
2025
Timeline for Hosting
a Nationals
August preceding
the bid:
o
Find 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.
Select your
officers. They should be someone who has
attended a multiple of Nationals and are well organized.
o
Put a bid book together. Make 18 copies to be Distributed to board
members during the bid presentation.
o The
book should include: The application form, a List of 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.
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 begin soliciting
ads for the flyer while you can ask the other councils and clubs face to face.
March:
o
Start working on the artwork and theme.
o Organize your committees
and set goals to be accomplished by each committee.
o
Set up regularly scheduled meetings to keep things on
track.
April:
o
Your artwork should be almost complete. It needs to be submitted to the National Truck-in
board for approval by May 15.
May:
o
Submit your artwork and flyer to 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 promote your
event at the Nationals.
July:
o
Attend the Nationals. Sell 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
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 sell
pre-registrations.
o Gate
procedures should be in place.
o Create
a timeline for the bible so you know how many games (both children and adult) you have time to
schedule. How many bands do you want to
have? Do you really want the responsibility of a burn out contest? Can you get
insurance for it?
o The Van Show Must
be held on Saturday. With the exceptions of a major van related
Event on Saturday instead, (Local show,
Parade to town, etc.) Present your reasons for a Friday show at your bid
presentation for this exemption.
o Create a list of van judges.
o Order
your golf carts. Are you going to let people rent them? If so, for how much?
o Order the Port-o-johns.
o Order the Portable Showers, if
required.
o
Contract with an Ice Vendor.
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 committee reports and decide on who is going to
the Council of Councils.
o Decide
if you need a raffle at the Council of Councils.
o Get
your first aid plan together.
o Get
updates together for the meeting.
o
If your insurance
is not covered by the grounds begin looking to find insurance.
February:
o
6 months to go.
o Go
to Council of Councils.
o Have
a presentation on your event ready for the Board.
o Present
your first aid plan.
o
Have a check for the royalty of $5.00 per van
that you have pre-registered to date, to turn it in to the Nats Board.
March:
o
Vendors
need to be under contract.
o
Anything
to be sold with the Nationals
logo on it must be approved by the Nationals Board no later than May 15.
o
Start
working on the bible.
o Get Banners made if required.
o
Trophies 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-register 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 Confirm your list of judges.
Collect the game 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 things are going as planned and who needs last-minute
help etc.
No comments:
Post a Comment