How about a To-Do list? What things do we need to get done ASAP? I know we're still waiting for the SVR dates right now, but perhaps we could figure out what needs to be done and assign specific tasks to specific planners.

Here's just a brainstorm of things that need to be done or discussed:

1. Decide on the official venue (Horizon, right? What's the current status?)
2. Finalize auto-x details
3. Will there be a tech quiz this year?
4. Prizes / awards ceremony?
5. We haven't talked about fees - are we going to make this a "free" event, meaning each participant just pays for their own way?
6. I need to plan out the fun run
7. We need an alternate event if the auto-x falls through
8. Event brochure that specifies event times, maps, etc? (PDF?)
9. T-Shirts?
10. Sponsors?
11. Silent auction to benefit the website (hosting costs, etc)?
12. Maybe a twin trunks swap meet during the auto-x or some other time? People could bring 2-4 items, just for fun, etc.
13. What about on-road communication? Do people use FRS radios anymore?
14. List of items people should bring, like oil, sunscreen, swim trunks, etc?
15. Group photo time and location (I'm sure we can find someplace awesome)

What else?

I'm working on a place to hold the awards ceremony. I'm trying to find a place that has a big enough banquet room that will cost the least (prefer free)

I have talked to two places (names slip my mind, its written down at home) One said to call back closer to the event since they are in financial trouble (seriously) and the second can hold 60 max, and the cost depends on if we want them to cater the event.

Do we want to provide food or try to have it catered? Providing food for the BBQ is fine, but the awards dinner a couple days later could pose a storage problem.

That final dinner will probably be closer to 45 people if that. Just based on what I have seen and recall...

I have been in contact with Bob Peake again. We need to wait for his proposal to the board which will probably pass unopposed. Again, this will depend on what Trackmasters schedule looks like and if we take the bait and hold autocrosses in the Infinion parking lot on their dates. We would be foolish not to as it is free and pure profit for the club. As soon as I know more I will post it.

Jim Hoyland just offered to take care of name tags. Any reason why I shouldn't give him the thumbs-up?

++++++++

Hi Randy,

I wanted to volunteer to help with nametags for the 2010 WCR if you haven't got this covered. I did the nametags for the Seatle WCR in '08 and So Cal WCR in '09 and have a good template for printing the nametags.

Let me know if you are interested early as possible.

We need to figure out what the registration fee is going to be. Since we're not providing an auto-x and we're not getting a special deal on hotel rates, then we just need to make sure food costs are covered if we are doing some sort of bbq or group meal. Oh, then there's shirts, etc. Do we even want to bother? Perhaps we can talk to one of our resident silk screeners and see if they can come up with a design, then people can just pre-purchase them ASAP before the event.

Thoughts?

I like the way pre-purchase t-shirts have worked out for other people. I'll PM the guy who's done the last few designs.

We could also include an engraved name tag from Rob in the registration price. I'm not a big fan of the 'pit pass' type name tag.

Great, thank you,

I like Rob's tags too. Rob, what 'cha think?

I'm also looking for the best, lower priced hotel. Will try to have something soon. Does it need to be within walking distance of stateline? (I'm thinking it had better)

I agree on the PitPass tag. Unless people think of them as collectors items they get thrown away. The name tag can be used at all events. I think she can do them at $8.00 each with that kind of volume and since they would be delivered at registration and not mailed. She is not home but I will ask later.

Thanks Rob!

Ken Schipper and his wife have traditionally done the logo design and he has been in direct contact with me to offer their free services.

I took the authority upon myself to tell him we would want his services again and told him to go ahead and come up with a Tahoe themed logo.

We need a saying to go on the t-shirt like "The middle of nowhere" which was used for one event.

I suggest WCR 2010 "Teeners in Thin Air"

Other nominations?

How's this?
http://www.tripadvisor.com/Hotel_Review-g1...California.html

It's right on the stateline and it gets good reviews. Shall I call, or would someone else care to? How many rooms would we expect they'll get from our group?

Oh, and rooms start at $112/night via priceline for a single queen.

I would love to see a Sat view as my recollection is the place has a very small parking lot. Maybe too small for our outside activities. These guys may want a better rate as we had $60 or 70 promised at Horizon...

Yeah, the lot isn't very large:
http://maps.google.com/maps?hl=en&safe...mp;t=h&z=19

I think $60/night is unrealistic unless they want to stay at the Horizon. I don't mind keeping the Horizon as the "official" hotel, but I'll be staying elsewhere.

I agree. I think we have a traditionally very cheap group of people who will make our numbers for the Horizon but Jim plans to rent a local home that belongs to a friend and has a number of bedrooms if I recall correctly. So you aren't alone.

Was there something wrong with my Harvey's suggestion?

Expedia still has prices listed as (average) $77/night. It's a 4 start hotel with plenty of parking and is right next door to the Horizon.

Oops, I don't know how I missed that!?

I'm down with Harvey's for sure. I think the prices I saw at first were a lot higher than that. I'm seeing $100 as the lowest, but that's better than the hotel I suggested.

If you do a search on expedia for Thursday-Saturday, I come up with $59 for Thursday, $74 for Friday and $97 for Saturday. This assumes you will be staying for at least 2 nights and applies a 25% off. You can upgrade to their new tower but I'm fine with the old one.

I also saw the 968 Park Hotel is $54/night if you stay all three nights. I dont know anything about it, other than it gets pretty good reviews and I believe this is the old "The Block" hotel.

Rob, cool for setting up with Ken Schipper. I'll let you handle that. I have a T-Shirt guy who's a member's brother and I like what he's done. But I'm not committed if we have other ideas.

I think Harvey's sounds like a good setup. IMHO, we could probably even announce that, but lets wait to hear from everyone. A call to Harvey's about getting some parking lot space roped off wouldn't be a bad idea.

I used the 'tahoe is the new wild west' tagline on the banner ad, but I can change that.

I will await some kind of consensus on the slogan. The only other t-shirt guy I know is Old School on the site, but he is actually at the least an acquaintance of Brad and possibly a friend. I don't want to put anyone into a difficult political position as Brad for one has NOT let go of the discord from the split.

Is Harvey's just across the street from the Horizon to the South and East? Nice looking place if I recall. I am good with that.

On the same side of the street as the Horizon, to the south/west.

Perfect. Shares a lot with Horizon or at least connected. Better make sure they have control of enough lot for us. They also frequently have concerts in their lot and have stands set up. Better make sure we are not conflicting with Loggins and Messina or something...

According to their events calender, nothing going on that should affect the parking lot. Louie Anderson will be at the South Shore room on Friday and there is a Beer Pong tourney Friday night also...not that anyone from our fine club would partake is anything like that:)

I will call after work and look into special rates/parking lot space if no one else has already.

edit: I just found an online tool that gives them our event info and the # of rooms required and they will send room rate info/etc. I said we would need 30 rooms Thursday and 40 rooms Friday and Saturday, just as a guess....we'll see what they say.

Thank you! That would be extremely helpful.

I got a hold of "Krissy" from Harvey's and she is working on a proposal for us. She said anything over 10 rooms qualifies for a group rate, though I'll have to make sure we get that rate without having to hold the rooms.

They do have a banquet room available, however they do charge to use it. I'll post what she sends me as far as cost for the rooms, etc.

She was looking into blocking off a section of the parking lot for us.

Here is the response from Harveys:

"February 2, 2010

Mr. Brett Korven

914 World

Dear Brett:

Thank you for your interest in bringing 914 World to Harrah's and Harveys Lake Tahoe.

Harrah’s and Harveys offer more choices and are conveniently located together on the exciting picturesque South Shore of North America’s largest alpine lake and surrounded by the majestic Sierra Nevada Mountains. Harrah's features 512 suite-sized rooms in excess of 525 square feet of living space with two complete bathrooms. Harveys features 738 recently remodeled deluxe accommodations. The Harveys Lake Tower rooms are in excess of 525 square feet of living space and the Harveys Mountain Tower rooms are approximately 370 square feet. The properties feature outstanding resort amenities, 50,000 square feet of dedicated convention center space and 24-hour casino entertainment. An underground passageway creates convenient access adjoining both of these award-winning facilities.

We currently have 40 rooms available for your group May 13-16, 2010. All net rates are per room, per night, single or double occupancy, plus 10% room tax.

Property

Harrah’s


$79.00 Thursday


$109.00 Friday


$149.00 Saturday

Harveys Lake Tower


$89.00 Thursday


$99.00 Friday


$129.00 Saturday

Harveys Mountain Tower


$59.00 Thursday


$79.00 Friday


$99.00 Saturday



Harrah’s/Harveys Lake Tahoe is pleased to offer the following for your program:

Ø One (1) complimentary room night for every 40 rooms utilized on a cumulative basis

Ø One (1) Premium room upgrade offered at the group rate

Please note this offer is valid through February 16, 2010 and no function space or hotel rooms are being held at this time.

Hotel Amenities:

Ø Complimentary valet parking

Ø Complimentary use of the Harrah's Workout Room

Ø Special discounted rate of $8 at Harveys Full Service Health Club

Ø Business Center

Ø On-Site Rental Cars and Airport Shuttle

Ø The use of both properties: 13 restaurants, 2 casinos, 2 pools, 2 arcades, oversized lake/mountain view guestrooms, conveniently located convention center, nightly entertainment, Reflections Spa, Race & Sportsbook and much more!

Our in-house destination management company is Destination Lake Tahoe. Their professional staff will be happy to assist in arranging any and all off-property leisure or business activities for your group and can be reached directly toll-free at 888-412-7167. You can also visit their website at www.trexp.com.

I will follow-up with you to ensure you received this email and go over any questions you may have. If you wish to speak with me beforehand, I can be reached toll-free at 800-235-6358. Thank you again and I look forward to speaking with you soon."


A couple things to note here: she doesn't say if this would be our room rate and people just tell them they are with 914 World when the reserve; she doesn't mention parking lot but I'll make sure to ask when she follows up; These prices are no better than booking through Expedia right now, so I'm not sure where the discount is.

What do you guys think?

I have also put in a request for proposal from Mont Bleu, which is across the street from Horizon....btw, why are we having this at Horizon if we arn't going to have an autocross now???

Brett,
I suspect that the discount is found in the incentives. If you achieve 40 rooms rented for 3 nights you get one complimentary room per night. In other words the discount is to the organizer and everyone else pays regular prices.

We are looking at something other than the Horizon because we are not having the autocross. The autocross was the only thing they had to offer other than price. Take away the autocross and they have nothing to offer but price.

Let's average out that 3 day rate and float a trial balloon in the WCR2010 public thread. "How would you feel about $XX.XX / night?" We can use the high and low price to give people a range. History tells us these guys are cheap though.

By my quick in my head calculations it would be @ $112.30/night at Harrah's, @ $105.60/night at Harvey's Lake Tower, @ $79.00/night at the mountain tower. I assume that Ms. Crissy is willing to allow the 40 rooms to be spread throughout those three choices so our trial balloon would be "How would you feel about rooms ranging from an average of $79.00/night on the mountain side to an average of $112.30 on the Lake side?" If we don't make the 40 rooms we just lose the comp room. No big deal.

Actually, their Destination Lake Tahoe Service is pretty cool too... We give out the toll free number and tease with a couple two or three suggestions for non-WCR 2010 events like golf, lake tour, chartered fishing etc. and the hotel handles it. We come out looking like superstar professional event planners. Ok, not really but it is an option we can offer.

What we really need is a 'host' hotel for their parking lot. The room rates are acceptable in their 'mountain tower' rooms. It doesn't sound like we're going to get $20 off per night or something like that. Which is fine, it's already inexpensive. And there are plenty of places for people to get rooms. If we can get a section of parking lot at Harveys, we should just call that our 'home base', and direct people to book rooms there. If people want to rent at any of the other area hotels, that's up to them and they can find their own way.

Mark,
I think it is Harrah's that has the big elevated above street level lot on the Mountain side of the street. That would be perfect. Since I am bringing Yopu and Nicho, I would probably spring for the more expensive rooms since they, well - Yopu anyway would have no interest in the car stuff.

Just a note to myself:

We need to have printouts for peoples windows during car judging.