How to Organize an Event



Guidelines/Reminders for a Social Event Host

Porsche Rally Sport Region

These guidelines and timetables were prepared with input from Sally Free, Stewart Free, Pat Jeski, Mike O’Rear, Sue Sarin, and Claudia Trapp.

BACKGROUND/CONSIDERATIONS

Recognize that Members of the Rally Sport Region (RSR) Events Committee will be eager to assist you. These members, and others who can assist, are listed at the end of this document.

Schedule social events so they do not conflict with other track events, the Dream Cruise, etc.

Choose a suitable place with restrooms for the event participants to meet before the start of the event: parking lot, restaurant, park, member’s home, etc.

Locate a site for a meal before, during, or after the event: restaurant, park, member’s home, etc.

Limit driving events to about 2 hours of driving, usually around 75 miles, with a rest stop midway.

3 MONTHS PRIOR TO EVENT

1. Develop an idea for an event and pick a date. Examples of prior events are: Driving Runs, Pot Lucks, Lunch or Breakfast Runs, Family Picnics, BBQ's and Progressive Dinners. Previous themes have also included a Caribbean Party (tropical setting with Caribbean food), a Fire Run (driving clues related to fire or heat), Fall Color Tour, and driving tours with a stop at a garden or herb farm.

2. Contact a member of the Events Committee to place the event on the RSR calendar. Determine how much money, if needed, the RSR Club will provide for the event. The Committee has a fund that is used for appropriate event expenses.

3. Gather support of helpers and friends.

2 MONTHS PRIOR TO EVENT

1. Email a brief article to our Bahn Stormer (monthly RSR newsletter) Editor so he can advertise the event in 2 upcoming editions. Be sure to include the event title, date, time, place, cost to members, and RSVP date. Also, include the event contact person’s name, email address, and phone number.

2. Also, send your event information to our Membership Chairperson and he will send members 2 email reminders about the event. Send the same information to our Web Master so it can be posted on our web site.

3. Ensure that all driving events have the required insurance coverage. Email the Insurance Chairperson to request the Certificate of Liability Insurance. He will need to know the event date, location, and name.

4. Download from the Porsche Club of American website both the adult, and minor, insurance waivers. The website address is: Start by selecting Member Login near the center of the page. Then, near the top right corner of the page select Membership and Member Services. Then, select Forms and Documents near the bottom left corner of the page. In the Quick Links area select Insurance. The second bullet item under insurance should read “FORMS UPDATED 12/2009! Release and Waiver Form | Waiver for Minors”. Select the Release and Waiver Form and it will download it as a PDF. Open and save this file and print enough forms in color so that every participant can sign prior to the start of a driving event. Note that 14 adults can sign on one form, but each minor is required to sign a separate/individual form. Follow the same process for the Waiver for Minors forms. Both of these forms show a revision date of 11/30/09 in the lower left corner of the page.

1 MONTH PRIOR TO EVENT

Finalize the event arrangements:

a. Develop and print enough driving routes and directions for each car.

b. Make the restaurant reservations.

c. Arrange for additional supplies as needed (tables, chairs, plates, etc.).

3 WEEKS PRIOR TO EVENT

1. Send an email to the Membership Chairperson with the reminder message you want distributed to the Club membership. It should include the same information as the newsletter article including, at least, the event name, date, time, place, etc.

2. Finalize all arrangements with helpers, restaurants, etc

DAY OF EVENT

1. Arrive early at the meeting place.

2. Greet everyone and offer paper name badge label/tags to those who need them.

3. Have every participant sign the insurance waiver if it is a driving event.

4. Send all signed waivers to our Club Archivist.

5. Conduct a brief meeting to describe the event and encourage safe driving.

6. Welcome new members and introduce them to the participants.

7. Distribute driving instructions and maps.

8. Ensure that a couple people take photos during the event.

9. Give the Club Treasurer your expense receipts for reimbursement of appropriate expenses.

10. For all events that require insurance, have the Region Event Chair complete a Post Event Report and submit to the PCA Safety Chair.

11. If there are any “incidents involving any car to car contact, damage to a vehicle that cannot be buffed out, any personal injury and/or any verbal altercation between an individual and a region or event official” then complete an Incident Report; there are separate Report forms for driving and non-driving events. These forms are available by logging into the PCA web site and looking in the Insurance area of the Forms and Documents Library.

AFTER THE EVENT

Write a summary of the event for publication in the next issue of the Bahn Stormer. The summary should include photos and at least the usual “who, what, when, where, why, and how” elements of a good story. The story should also include a Thank You to all the Club members who made the event successful.

PEOPLE TO ASSIST YOU

1. Jeff Corbin duranda1@ 248-276-8430 Events Committee

2. Liz Christopher Liz.Christopher@ 248-627-8705 Events Committee

3. Sally Free stewsalfree@ 517-861-1554 Events Committee

4. Al Gaulin mg2139@ 248-625-8017 Insurance Chairperson

5. Emmanuel Garcia mr_eman@ 248-635-7655 Web Master

5. Burghard Linn Burghard.linn@ 810-227-1223 Treasurer

6. Mike O'Rear morear734@ 734-214-9993 Newsletter Editor

7. Sue Sarin sueatcape@ 248-685-9914 Events Committee

8. Arnie Spieker tgarnoldo@ 248-685-3292 Events Committee

9. Glenn Trapp gtrapper@ 810-599-3133 Membership Chairperson

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