soozq
02-07-2010, 09:24 PM
Some of us original and long time SoCal NBC members have experienced, and planned, just about every type of event from the most successful to total flops! I'd like to share a few of my experiences and advice and invite others to do the same. If you are new to planning an event, we are VERY excited that you want to take it on! This year we had brand new members who attended only a couple events and planned incredible ones from scratch!
First of all, we've had carabugs of 50+ bugs to only 2 or 3 show up. Sometimes the smaller events turn out to be the most meaningful and fun! No matter what, it is very important to RSVP for events so the planners know what to expect, especially for restaurant seating and parking.
Here are some things I've learned in the past 9 years, please feel free to add your own to this list, copy and paste it in your reply...
1. MEET TIMES:
*Because our membership base goes from north of Solvang to San Diego to Palm Springs, we decided to start the events closer to 10 or 11am to allow more driving time for those who are coming from a distance. If you plan on 11am as your actual leave time, make the 'meet time' at least 1/2 hour prior. We all love to talk and catch up, and there are always a few who need a little extra time to get there.
2. MEET PLACES:
*Find a place with enough parking and a place for people to pick up last minute drinks/snacks for the trip, and a nearby gas station!
*Make sure it is easy to find! Right off of a major freeway exit is perfect. Include GPS address!
3. EVENT DURATION:
*Always do at least 1 pre-run prior to posting the event.
*ALLOW EXTRA TIME! If your pre-run takes 1 hour from point A to point B, plan on it possibly taking double that amount of time!...There's a huge difference between 1 or 2 cars driving the route, than adding 10, 20 or even 30+!
4. FOOD!
*Know that carabuggers get hungry! If it looks like it is possible that arriving at the lunch stop could be after 1pm or later, make sure you let everyone know so they can bring snacks and/or eat breakfast. Breaking up the cruise works best, ex. Leave time 11am, drive-time 45 minutes, lunch stop, then a nice long cruise afterwards. Sometimes planning an early lunch as the meet time works great, too.
*Menu/Restaurants: Try to find restaurants that have a wide variety of food and prices.
*Contact the restaurant management ahead of time to make sure there will be enough parking and seating, plan on extra peeps showing up at the last minute!
5. BE FLEXIBLE!
*Know that there are a number of things that can go wrong! Roads closed, restaurants not holding a reservation, stops taking longer than planned, etc. Make sure you have alternate routes and food/bathroom stops planned!
6. BEST ROUTES
*Cruises in rural areas with minimal traffic is always best, however there may be places that would be fun in the city. When planning city or freeway driving, be sure you have set 'catch up' spots for those who may get stopped at lights or caught in traffic, and make sure everyone knows where these are in advance. You can print out a simple, easy to see map, that single drivers can see at a glance, but most importantly, make sure everyone has a radio and announce each turn or stop.
*Don't worry if we are not all together! Safety is most important! It's OK if an ugly truck ends up in our 'line'! We'll all catch up eventually!
7. DEALERSHIPS
*Visiting dealerships is always a great idea to keep up or start up a new relationship with them. Oftentimes they will offer great discounts or even provide snacks upon our arrival. Don't be afraid to meet with the manager ahead of time!
8. BE CREATIVE AND HAVE FUN!
We've had some very creative an unique events! Don't be afraid to ask for help and advice!
First of all, we've had carabugs of 50+ bugs to only 2 or 3 show up. Sometimes the smaller events turn out to be the most meaningful and fun! No matter what, it is very important to RSVP for events so the planners know what to expect, especially for restaurant seating and parking.
Here are some things I've learned in the past 9 years, please feel free to add your own to this list, copy and paste it in your reply...
1. MEET TIMES:
*Because our membership base goes from north of Solvang to San Diego to Palm Springs, we decided to start the events closer to 10 or 11am to allow more driving time for those who are coming from a distance. If you plan on 11am as your actual leave time, make the 'meet time' at least 1/2 hour prior. We all love to talk and catch up, and there are always a few who need a little extra time to get there.
2. MEET PLACES:
*Find a place with enough parking and a place for people to pick up last minute drinks/snacks for the trip, and a nearby gas station!
*Make sure it is easy to find! Right off of a major freeway exit is perfect. Include GPS address!
3. EVENT DURATION:
*Always do at least 1 pre-run prior to posting the event.
*ALLOW EXTRA TIME! If your pre-run takes 1 hour from point A to point B, plan on it possibly taking double that amount of time!...There's a huge difference between 1 or 2 cars driving the route, than adding 10, 20 or even 30+!
4. FOOD!
*Know that carabuggers get hungry! If it looks like it is possible that arriving at the lunch stop could be after 1pm or later, make sure you let everyone know so they can bring snacks and/or eat breakfast. Breaking up the cruise works best, ex. Leave time 11am, drive-time 45 minutes, lunch stop, then a nice long cruise afterwards. Sometimes planning an early lunch as the meet time works great, too.
*Menu/Restaurants: Try to find restaurants that have a wide variety of food and prices.
*Contact the restaurant management ahead of time to make sure there will be enough parking and seating, plan on extra peeps showing up at the last minute!
5. BE FLEXIBLE!
*Know that there are a number of things that can go wrong! Roads closed, restaurants not holding a reservation, stops taking longer than planned, etc. Make sure you have alternate routes and food/bathroom stops planned!
6. BEST ROUTES
*Cruises in rural areas with minimal traffic is always best, however there may be places that would be fun in the city. When planning city or freeway driving, be sure you have set 'catch up' spots for those who may get stopped at lights or caught in traffic, and make sure everyone knows where these are in advance. You can print out a simple, easy to see map, that single drivers can see at a glance, but most importantly, make sure everyone has a radio and announce each turn or stop.
*Don't worry if we are not all together! Safety is most important! It's OK if an ugly truck ends up in our 'line'! We'll all catch up eventually!
7. DEALERSHIPS
*Visiting dealerships is always a great idea to keep up or start up a new relationship with them. Oftentimes they will offer great discounts or even provide snacks upon our arrival. Don't be afraid to meet with the manager ahead of time!
8. BE CREATIVE AND HAVE FUN!
We've had some very creative an unique events! Don't be afraid to ask for help and advice!