Section
3 REVISED JAN 2025
Application
form
Thank you for your interest in
applying to host the NATIONAL TRUCK-INâ INC.
THE NATIONAL TRUCK-INâ
BOARD INC. has determined that the following criteria must be met:
1.
Established club for at least 5
years.
2. Have attended 2 Nationals prior to your
application.
3. Have proposed dates during the last three
weeks of July.
4. Have a commitment from a campground large
enough to host the event.
5. The event must be held in the United States
of America.
6. Be willing to provide live
entertainment. Must have live bands
three nights.
7. Be able to provide a certificate of
insurance for a minimum blanket liability of two million dollars (2,000,000.00)
Insurance must include the NATIONAL TRUCK-INâ
BOARD INC.
8. Application form must be completed and
submitted to a Board Member of the NATIONAL TRUCK-INâ
INC. A Board member must see the site
prior to the Council of Councils meeting at which the event is proposed.
9. Formal presentation of your application must
be made to the NATIONAL TRUCK-INâ BOARD INC.
at the February meeting of the Council of Councils.
10. When possible, the contract will be awarded
for the next year’s NATIONAL TRUCK-INâ
at the February Council of Councils meeting.
i.e.,
February 2008 contract for the 2009 NATIONAL TRUCK-INâ
11.
The minimum of 7,500 minimum amount of flyers in size of 11”x17” or 5,000
11”x17” and an additional 2,500 flyers in any combination of any of the
following 11”x6” two sided postcard style, two sided 8.5”x11” or two sided
4”x6” postcard size (using the printing specks from Item 3 below) or 7,500 of
11”x17” 7 and be “ full” color using process color lithographic printing on
glossy stock paper.
The
National Truck-in Boardâ has contracted a dedicated designer
that will provide pre-press ready fliers for the chosen printer. The flyers will be printed and delivered with
the costs covered by the winning host.
See the contract Item 5 (f) for full details
12.
Dash plaques and sticker must be three color and be the shape of the U.S.A. The
Dash plaque will be supplied by the National Committee and paid for by the Host
upon receipt.
13. Host Club will pay $5.00 per van attending
the NATIONAL TRUCK-INâ to the NATIONAL TRUCK-IN BOARDâ. The fee per van for all of those vans
registered prior to the Council of Councils meeting in the year of the event is
payable at the Council of Council meeting of the same year.
Thanks
again for your interest and if you have any questions please contact one of the
members of the NATIONAL TRUCK-INâ BOARD.
NATIONAL TRUCK-INâ
APPLICATION FORM
REVISED JANUARY 2025
1. Name of Host Group:
____________________________________________________________
2. Doing business as: _______________________________________________________________
3. State corporation
licensed/chartered:
________________________________________________
4. Mailing address of Corporation
____________________________________________________
______________________________________________________________________________
5. Contact person:
__________________________ Position _______________________________
6. Day phone ( )
____________ Night phone (
)_____________ Fax (
)______________
7. Name and address of Host Club or
Clubs that will be assisting with the Event: _______________
______________________________________________________________________________
______________________________________________________________________________
*All host clubs or host must be
listed. Additional room has been
provided on the last page for this information.
8. Club membership at present:
___________ 6 mo. ago: __________ 1 yr. ago: ___________
9. Number of chapters (if any) ________
Has your club attended or
participated in a NATIONAL TRUCK-INâ?_____
YES _____ NO
year(s)
______________________________________________________________________
10. Please list any local/national events
your club has sponsored:
Year Event Name Approximate. of Vans
_______ __________________________ _______________
_______ __________________________ _______________
_______ __________________________ _______________
_______ __________________________ _______________
_______ __________________________ _______________
11. Is club/council individually
insured? ____ yes ____ no
If so Corporation:
_______________________________________________________________
Address
__________________________________________ Phone ( ) _________________
Other:
_______________________________________________________________ 1
12. General
Liability Primary Amount __________ Excess Amount _________
Accident and Health Primary Amount __________ Excess Amount _________
Property Casualty Primary Amount
__________ Excess Amount _________
13. Location of Event site (Name of
Facility) (see a): ______________________________________
City ___________________________
State _______ Zip ________ Phone ( )
_____________
The
site must be seen by a member of the National Truck-in Committeeâ at least 3 months prior to the
Council of Councils meeting at which the bid is presented.
14. Dates of the Event: _________________________ Opening and closing
hours of the event
(day/hr.)________________________________________________
15. Number of Vans proposed National Truck-inâ
site will hold: ___________________________________________
16. Please provide the following
information regarding the proposed National Truck-inâ
site and facilities: (see page 6).
Accessibility and Facilities Telephone Trash containers
Nearby Highways Water Port-a-Johns
Food and Beverage Electricity Ice
General Description (shade trees
etc.) Showers HANDI
cap access
Extras
17. Event’s estimated attendance, daily
and total: _________________________________________
18. Security provide by:
_____________________________________________________________
Average number of security
personnel per event day: __________________________________
What kind of communication will
be used? __________________________________________
19. Medical Care provided by:
_______________________________________________________
Average number of medical
personnel per event day: __________________________________
Hospital:
____________________________________number of miles away _______________
19A Does the grounds have ADA compliant
Restroom Facilities? If not, how will they be provided?
20. Is Event site controlled by local
ordinances? Yes_____
No_____
Does this include health
inspections? Yes _____ N0
_____
21. Describe any safety measures/risk
management plans in effect. Does this
include an Emergency Evacuation plan? _____________________________________________________________________________________
. _____________________________________________________________________________________
22. What is your estimated dollar
investment, before return, on the Event? ____________________
23. Do you plan to have Vendors? Yes _____ No
_____
24. If Vendors are not required to provide
certificate of insurance to you, submit a complete list of all vendors,
including their goods and/or type of display.
25. Is there outside sponsorship? Yes _____ No _____
26. If outside sponsorship, submit
complete list of all sponsors, including their goods and/or type of
display.
27. Entertainment:
A. Have you decided on the number/types of bands you wish to
procure? Yes _____ No _____
B. How long is each show and times/dates:
______________________________________
_______________________________________________________________________
28. What form of safe transportation (i.e.
shuttle bus service) will be provided at the National Truck-inâ?
____________________________________________________________________
______________________________________________________________________________
29. In order to keep in the tradition of
the National Truck-inâ
we request that the host club sign a contract with the National truck-inâ
Board. The National Truck-inâ
contract has specific requirements that the host club must meet which include,
but is not limited to:
A. All
requirements set forth by the Application Form and Contract
B. Dash plaques
C. Window stickers D.
No flagrant commercialism
30. We will follow the National Truck-in
Board Guidelines for Show and Shine and the light and bright Van Shows Yes _____ No _____
31. Do you feel your club is willing to
sign the contract with requirement such as the above?
Yes
_____ No _____
32. When
possible a copy of the contract will be signed at the Council of Councils,
National Truck-inâ meeting on Sunday. The host Club’s bid that has been selected by
the National Truck-in Boardâ will
be notified on Saturday of the Council of Councils meeting, if for some reason
this is not possible all entrants will be notified by Sunday morning.
33. In
what forms do you plan to advertise the National Truck-inâ? ___________________________________
______________________________________________________________________________________
34. Please
enclose with this application a copy of:
a. All contracts/lease
agreement/insurance policies
b. Diagram and photos of location/set
up
c. Schedule of Events (both children
and adult)
d. Current financial statement (last
fiscal year)
e. Any advertisements (indicate name of
publications)
f. Contracts between entertainment and
council
g. Copy of previous insurance policy.
h. List of Vendors and Sponsorship,
goods and /or type of display
j. A proposed budget for the event
36. What
are your plans for raising money for this event? _____________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
ADDITIONAL
COMMENTS OR INFORMATION: ANY MEMBER OF THE NATIONAL TRUCK-IN BOARDâ WILL BE ABLE TO ASSIST YOU AS
NEEDED.
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