Event Planning Tips
by Maurice Q. Liang
March 2004

SELECTING AN EVENT

Things to consider when selecting a club event:

• Is it somewhere or something of interest to car people?
• Will it appeal to spouses?
• Will there be adequate, safe, protected parking?
• Is it a place you can drive to together?
• Are the roads and parking lot paved?

Some possible suggestions for events:

• Auto museums
• Wineries
• Clubs and restaurants
• Car shows
• Races

In addition to local events, you may wish to consider a 'field trip' to Detroit to visit:

• The Viper plant (Conner Avenue Assembly Plant)
• The ASC facility (where Viper panels are painted)
• The Walter P. Chrysler Museum in Auburn Hills
• SRT Headquarters in Auburn Hills

These tours can be arranged through Kim or Fiona at JR Thompson.  800-998-1110.

SELECTING A DATE

Plan in advance:  Select a date several months in advance to ensure everyone has adequate time to get it on their calendars and that you have time to make all the arrangements.

Plan a weekend:  Weekends are usually best for club members to be available, but occasionally weekdays are better for less traffic and if the place you wish to visit (e.g. the Viper plan) is only open during business days.

Leverage existing events:  See if there is another event (like a car show) that you can use without having to do much additional work.

Don't plan events on holidays:  Remember to check that the date you've selected isn't a holiday like Father's Day or Mother's Day or during graduation.

PLAN AHEAD

Give plenty of advanced notice:  Your club members have busy lives, so giving them ample warning allows them to reserve the date.

Select a date:  You can't please everyone, so don't try and plan a date around everyone's availability.  Just pick a date.  You're doing the work, make it convenient to you.

Block hotel rooms:  If your event requires an overnight stay, be sure to reserve a block of rooms (preferably with a discounted rate).  Give members the number to call for reservations and the deadline date, but don't get caught in the trap of being everyone's travel agent.

Pre-register guests:  To reduce last minute cancellations, it's a good idea to have people prepay event costs.  That way, if they don't show, you aren't stuck holding the bag for their costs.  Be sure to state that deposits are non-refundable after a certain date.  Even if the event has no associated cost, it's often a good idea to charge a nominal fee (like $10/person) because people will feel more committed if they've paid something.  The money can always be given to the club treasury or used for raffle prizes or an event memento, or donated to a charity.

Bring thank you gifts:  It's nice to provide a token thank you gift for the event planners and any tour guides or hosts at the facility you visit.  A club shirt or pin is perfect.  Bring extras, as invariably will be more people involved than you think.  Be sure to thank "the management" of the facility as well.

Use raffle prizes:  Raffle prizes make the event more fun.  Be sure to bring tickets or have members write down their license plate number and place the paper in a hat for the drawing.

Send an itinerary:  People like to know what to expect.  Provide an itinerary in advance which includes:

• Schedule
• Meeting time and places
• Dress recommendations
• Contact info (phone/pager #'s)
• Address, directions, map, and phone numbers for the destination in case they get lost
• Parking directions
• Meal plans (Be sure to check for special dietary restrictions)

THINGS TO CONSIDER

Pre-run the event:  If possible, pre-run the route to ensure the roads are OK and you are familiar with all the turns.  A wrong turn can create havoc when there are twenty cars following you.  Familiarize yourself with the facility you are visiting.

Use two-way radios:  Generally, the Viper club uses Motorola Talkabouts set to Channel 10, Code 10.

Provide name badges:  Encourage members to wear their badges, but since most people forget, it's helpful to provide stick-on badges to help them get to know one-another.

Decide if children are allowed:  Many Viper events are not appropriate for children (e.g. plant visits).  Parents are often distracted, leaving the kids to wander off.  You will be liable if any injury occurs, so be explicit if you don't want kids.  Some parents just assume children are always welcome.

Collect money in advance:  Have members send in their payment in advance.  This reduces no-shows.  If it's not possible, designate someone to be the collections person.  It's often hard to collect from everyone in a group setting.

Build in buffer time:  Allow extra buffer time in the schedule for travel, bathroom breaks, shopping stops, late arrivals, etc.  Be clear that you will leave on time.  It's not fair to hold the whole group up because one party is very late.  Remind people to arrive with a full tank of gas.

Liability insurance:  Club members are covered by the club's liability insurance.  Non-club members are NOT covered.

Make it a special event!  Think about your club members and make each event special.  Don't assume everyone knows the drill.  There may be first timers.  Make it memorable, and have a good time!

Remember your thank-yous!  Be sure to thank people who helped or hosted the events. Remember, this is all volunteer, so if you want them to help again, it's important to publicly thank them.