914 West Coast Classic 2004 Event Staff Options

[JeffBowlsby]

Ok Gang, it looks like this event is going to take off from the initial results of the poll. Regardless of which date is selected, it will take a group effort to make it happen, so if any of you can take ownership for a small part of the event, I would appreciate it. Then following is a short list of known positions that I would like your help with. Email me privately at bowlsby@aol.com if you have any questions before committing. I will count on you to be fully responsible for a task if you volunteer so please only commit of you are reliable. I will come back and edit this first post when you fill the position.

MasterMeister - Jeff Bowlsby 415-652-4518 cell
* Develop / distribute registration materials
* Collect / coordinate registration fees
* Disburse expenses
* Make final accounting for cash flow
* Organize and host 9:14 Breakfast
* Coordinator for our groups attendance at Concours and Swapmeet
* Lodging – post a list of local hotels, attendees can make their own arrangements.
* Coordinate professional photographer for group photo
* MC Farewell BBQ

WebMeister - Jeroen
* Develop / maintain event webpage

ArtMeister - Sean Lee
* Logo for registration materials, webpage, commemorative item…T-shirts, caps, engine grille badges…window decals…for some or all of the above

Promotions and Sponsorship Meister- Steve Stromberg
* Contact all known 914 parts suppliers about the event
* Offer to supply flyers for their customers and orders if they are mail order
* Solicit meaningful parts for giveaways to attendees
* Solicit cash donations to offset our expenses, in exchange for ad space in the event brochure.

Goodie Bags and Giveaways Meister________________
* Collect event brochure, maps, donated items, stuff
* Solicit and collect donated items from P-car places to giveaway at farewell BBQ

QuizMeister - Dave Darling
* Develop and oversee the 914 Tech Quiz
* Grade the quizzes and award the prizes(s) at the 914 BBQ

Twisty Road Tour Meisters – Keith Sammons, Carl Cilker, Kim Knutilla (Need 3 more people minimum).
* Twisty Road Tour 1 – Friday Tour
* Twisty Road Tour 2 – Saturday night Starlight Tour

AutocrossMeisters - Rob Ways, Demick Boyden, Jim Tabor
* Coordinate 914Club Autocross at Candlestick

TrophyMeister - Rick Ollah
* Coordinate and produce event trophies
* Present Trophies at 914 BBQ

Farewell BBQ Meister__________________
* Select and coordinate venue and catered BBQ

Helper Meisters and Fraus
* Frau Meredith Cilker - Sign in at event?
* PhotoMeister Sean Lee, Tom Turtle
* MusicMeister Jon Watts - CDs for goodie bags
* VideoMeister Jon Watts

[JeffBowlsby]

There are a couple of essential items left to resolve before the final dates for the WCC can be determined. The recent poll shows that it’s a dead heat in terms of preferred dates for the event, and that we should expect to see at least ~50 attendees. Those are very encouraging indications without any real publicity. With adequate promotions, we should easily surpass that. Not everyone can attend on either date selected, but its good to see that either date will work for most.

My recommendation, to maximize the success of the WCC, is for the July 30-August 1 dates, even though I have a personal previous commitment for August 1 already. This gives us 2 additional months to promote, finalize and coordinate over the early June date and I believe more 914s would attend than in June. However, it would be premature to select and publicize the event dates until sometime in mid to late March, after the following:

1. Loma Prieta Region PCA needs to approve our request for their sponsorship of our Autocross for July 31. I have already discussed the event with their AX Co-chair and he is encouraging that their sponsorship will be approved, but its not assured yet. I will attend the next LPR Board meeting on March 4 to make the presentation, 3 weeks from now, anyone else want to come along? Even after March 4, they may need time to make a decision and get the wheels turning. If they don’t approve sponsoring the event, then we will select the June 4-6 dates, so that we can include an AX in the WCC.

2. Very importantly, the current vacancies in our planning team need to be filled in the next few days, and they are essential to making this event happen. Local (SF Bay Area) help is needed primarily because the remaining responsibilities require local attention. I am not able to do it all alone and I will cancel further planning of this event unless I receive some committed help that I can rely on, soon. Several very capable people have already committed to responsibilities and that is very encouraging. There is some top talent on this committee and I for one am very excited. Check the list of opportunities in the first post of the Event Staff thread, to see how you might assist. I edit that list to keep it current.

For the next three weeks we can be doing several things at least preliminarily, to keep up the planning momentum. We can’t let these early days slip by us, they are the most important. If June is ultimately selected, time becomes even more critical. I will generate a milestone calendar for key things to be completed by, and assign responsibilities.

A. I will be in contact with LPR to continue communications and make March 4 go smoothly. I know of possible venues for the 9:14 Breakfast, I just need to make some calls. I will contact the Concours/swap sponsors when the date is finalized. I will generate a preliminary list of hotels for our night in Monterey. I have contacted 2 potential candidates for the committee, and am waiting for their responses. Until they are filled, all listed positions are open. Assistants may also be needed for each subtask, so if you can help even a little bit, please raise your hand…
B. Develop the Artwork / Logos
C. Develop the Webpage, a lot of info is known already, it can be edited as details develop.
D. Develop the registration form and materials, details can be edited.
E. Venues and caterers can be contacted for the Farewell BBQ.
F. Road Tour routes can be researched. Our group will be too large to make a single convoy, 2-3 routes will be needed between San Jose and Monterey, with a minimum of 2 local drivers for each group who will be familiar with the routes.
G. Generate the list of potential sponsors of 914 gifts and $$$. I expect to offer sponsors advertising in the event brochure for their contributions.
H. Develop the event brochure. Something small, but complete and not too elaborate or expensive.