Car Club Event Planning Resources - Pre-work
Now that you have your course and destination you've got the hard part out of the way. However, before the day of the event, there are a couple of things you should do.Are reservations required?
If reservations need to be made, find out if there is a deadline for the number of total participants, a cap on the number of participants, pre-payment required or deposit needed. Call the establishment to make the reservations. Reconfirm reservations a week before the event.
Write simple route instructions
- Print your instructions in at least 16-point type for easier reading.
- A good rule of thumb is to make 30 copies of the instructions, unless you know that there will be a set number of participants through your RSVP count. Too many copies are always better than too few.
- If you can, include a phone number for major stops along the way. Especially important is a phone number for the final destination, if applicable.
Proof or Pre-run your course
After you have your route instructions written up, use them to pre-run the course. It is much easier to make corrections now than when the event is under way. If at all possible, have someone else use your instructions to run the course. The human mind is great at filling in missing information and doing what you intended instead of what you wrote.
Club paraphernalia
If your club uses radios to maintain contact thought the event, make sure you arrange for the radios to be at the start of the event by contacting the Event Coordinator at least one week ahead of time.
The club may also have signs and/or banners that can be used during the event. Make sure to arrange for these types of items also.