I've modified and collected the info from other threads. This is the outline of what's happening and the dates.

Thursday, May 13: Evening arrival & parking lot reception

1: Keg

Friday, May 14: Morning drive & evening ?tech sessions?games?

1: Drive - Randy will map this out.
2: Tech Sessions/Games - Mark will look into this.
3: Dinner BBQ?

Saturday, May 15

1: Autocross - Rob will be looking into this option.
2: Peoples Choice Car Show - Mark will look into this.
3: Dinner w/ awards, thank you, etc - Need help... Brett?

Sunday, May 16: Departure and ?AX?

1: Autocross - Rob will be looking into this option.
2: Departure

The one HUGE topic that need to be covered is what hotel will play host. We're planning on letting everyone make their own accommodation plans, but we need a 'home base' which will serve as the meeting place/hangout/etc.

Looks good to me...

What do we need for the Saturday dinner/awards? Just someone to coordinate it? I can handle that.

Are we thinking about a restaurant with maybe a banquet room?

The Horizon is the only one that I know of that would allow an autocross. I doubt they would allow it if we did not use their hotel as home base.

I will contact Bob Peake about these dates. We need approval from the PCA board to hold an event up there but we have two votes in myself and Bob so we are on the way to approval.

I'll be making some inquiries about using the Horizon parking lot for the AX venue. I read a few recent reviews of the place and it does sound like they're shutting down and or going through some massive upheaval.

You're right on the money Brett. We need something where we can all get together and have a group meal, say thanks to our vendors, etc. This actually doesn't have to be anything formal either. BBQ in the parking lot is equally effective. But I'll let you run with it and look at some options and see what looks good.

Yikes, sounds like its getting worse than when we were there for cool sept. days. I had heard they were in the process of getting their gambling license back but sounds as if they did not...who knows if that casino will even be there in May!

It might be worth while to inquire at Mont Bleu which is across the street. They have a big parking lot in addition to a parking garage (like Horizon) and every time I'm there the parking lot is usually empty since they garage can accommodate most everyone...worth a shot at least.

I'll start looking into a place to host a dinner. A BBQ would be nice but since we are having one the night before, maybe a banquet room would be better.

Are we at a point where we'd like to announce dates? Assume that we'll chat a little at the tranny clinic too.

I presented the dates in question to Bob Peake at last nights PCA Board meeting and he and I will talk more about this. The one fly in the ointment is that we also discussed at the board meeting the possibility of using Infinion paddock 2-3 times next year. One of the proposed dates is in May. If that proposed date is the same as the 13th - 16th WCR dates, you lose. The proposal to use Infinion for those dates came from Frederick Rausch. He is the Competition Director and his vote is big. (he makes the bulk of the operating budget for SVR each year) Bob kind of gave me a heads up when Frederick brought this up by asking me when our event was.

The planning meeting, where all of this is finalized is in January so permission to use whatever lot should be solid by then. I would suggest permission and terms but not an agreement or a contract and deposit. Once you have permission to use the lot then we can go ahead and get it on the calendar. Then and only then should deposits, contracts, promises, and kisses be exchanged.

What does that mean, "you lose"? Meaning the dates we've all agreed on will need to be rearranged again? Just getting this "us vs. you" vibe from you again. Am I just misinterpreting your words?

If the dates haven't been decided on by the PCA yet, then maybe they can work their dates around our event. That seems fair to me.

I think, by "you lose" Rob means that the Infineon event will trump WCR in the eyes of SVR PCA. Or to put it another way: If the 'competition' is where SVR runs an event, we lose.

Rob, keep us posted. I appreciate your leg work on this. Should SVR have to back out of running an AX, we will probably keep the WCR days. In my mind WCR is more of a social event than an AX event. Of course, having the AX would be preferable if it does work out.

*Nods* Sorry if I am a bit sensitive regarding all this. Just hard seeing it all sit semi idle for so long. I'm already beginning to plan out my 2010 calender and the sig-other's mom is trying to plan a cruise for the family sometime in the spring time too. I realize we've all got crazy schedules, obligations, etc.

*waits patiently* (obviously something I really suck at)

Thought it was very interesting to see the MUSR '10 event thread and all the crap being stirred up there about their dates also...

Randy,
Mark is exactly right. If it comes down to SVR having to make a decision between an Infinion event where they know they will pocket $1K or an unknown quantity Lake Tahoe event the board will most likely follow Frederick Rausch' suggestions. I am sure that will be Infinion. Bob Peake is on board and will try to make the date work but the board decides the event schedule not the autocross chair. Which reminds me, I have to correct something I said earlier. Bob is a chair, not a board member. He has no vote at the January meeting. I do but I am one guy.

Per our conversation at the clinic I'm finally getting off my arse and am about to announce that we have some tentative dates in mind for the event. Feel free to chime in, etc (please do!).

Hope this works for everyone!

http://www.914world.com/bbs2/index.php?showtopic=102032

How do you want to handle the "what happened" stuff? You could ignore it completely and hope it goes away. I could answer it directly.

Good question! Thankfully so far it seems like people aren't making a big deal out the date change. I think if we do end up addressing it, we should just say that after much consideration we decided that it was best to space it out from the Red Rock event (to keep the peace, etc). *shrugs* I don't know how anyone could argue with that, though they probably would anyways. hehe

Personally, if anyone brings it up to me, I'll simply say "We decided to move it and those are the dates...hope you can make it."

Glad we can move forward. I have a couple calls into 4 places in Tahoe looking for an indoor venue for the awards dinner, both catered and bringing our own food (i.e. maybe xgrove will bring some pulled pork)

I actually had one say call back closer to the event because they may not be in business I wonder the same thing about Horizon...

Looks like Mark summed it up nicely.

I'm with Rob in regards to the weather. Snow will be on the ground in the higher elevations but the chance of snow falling is next to zero. It's going to be really beautiful and you won't have to drive in a lot of hot weather on the way to the event.

Everything OK with Gint?

Brett,
Bill's Resort Casino just announced that they will be closing their doors in January. They are a Harrah's property. Is that who you are speaking of? There are three hotel casino's within 100 feet of the Horizon. An autocross is nice but it isn't the end of the world as long as we play up the social aspect and drives.

Ah that sucks, I like Bill's.... but I was talking about Horizon. They still don't have table games and their customer service is going down the tubes if you look at the reviews.

I just wonder if they will be open when the event comes around, don't have any info, just a hunch.

The place I was talking about that told me to call back was a restaurant in the new shopping center next to the embassy suites. they have a decent size banquet room.

Quit looking at the reviews electron boy!

Honestly, these guys do not really care about luxury. Mark had a nice hotel setup a few years back and people were still wanting to know where the cheapest dive fleabag was in relation to the host hotel. Some of the people who stayed at the host hotel had multiple people per room with sleeping bags on the floor etc... Too nice and they complain about the price. This is probably perfect because the Horizon is the begger, not us...