CORSA 2012: convention updates

[Larry Claypool]

Hi all

Haven’t heard much of late, I thought I would send along my “to do” list to
help keep things moving forward. 

 A number of things on the list may already be done which is great; some
things don’t need to happen to happen until the convention itself, but all
items need to have somebody responsible  so it is not overlooked in time to
make it happen. 

lc

 

Convention To Do list

 

All chair positions below filled ASAP

 

Convention chair, co chair (if applicable)

Budget/money

Publicity

Autocross

Rally

Car display

Concours

Vendors (inside

Swap meet (outside

Registration

Tech sessions- might also subdivide to include special ladies sessions

Banquet

Tours

Parking

Hospitality 

Model cars

Valve cover races

Trophies

 

Things that need to happen by 1/1- final logo confirmed and approved by both
corsa and t- shirt supplier  . 

 

Monthly promotion articles for communiqué begin. 

 

Things that need to be completed by March 1 to get registration form
completed:

 

Autox site chosen; site rental cost negotiated. Cost of equipment rental/pa
figured in.

 

Tours investigated, prices confirmed, tour descriptions written up for
communiqué.

 

Inside vendor room table price established.

 

Banquet menu selected, prices confirmed.

 

t-shirt/merchandise prices confirmed. 

 

Overall budget established, registration form completed.

 

Individual event/area requirements-arrangements ahead of actual convention-

Publicity- press releases in advance of convention to all local media

 

Rally- route established; should be pre run by some non participants to
assess difficulty level, adjust if required. Good map back to hotel.
Sweep/tow rig available for breakdowns

 

Trophies- Design selected, to include Cole, Mitchell and Yenko awards.
Related- dash plaque design selected. All items ordered in time to avoid
rush charges.

Valve cover races- track arrangements confirmed. Weigh scale. Set up time &
location in hotel confirmed.

 

Hospitality- food & drinks arranged; cups, utensils, napkins, etc..  Big map
of usa with locator pins. Wanted/for sale cork board. Chalk board to post
any schedule changes/announcements (this could be placed in a high traffic
area, maybe near registration).  Give a ways- door prizes are nice touch but
somebody has to solicit them, you need to start working on getting “stuff’
ASAP . Tickets/drum for raffle prizes. Way to post winning numbers

 

Autocross- course design planned, ok’d with seth emerson. timer, p.a.,
cones, safety equipment (flags, brooms, extinguishers, etc) all arranged.
Food arrangements. Time posting boards & markers.  Good map to/from
autocross site. 

 

Concours- class signs all accounted for, method of erecting signs in
concours area. P.A. system.  Co ordinate with national chair jim Stranc
about flashlights for underbody units, clipboards. Arrange judges lunches. 

 

Banquet- meals selected, handle ticket exchange during week of convention.
Find out about hanging club banners, make sure that info gets in the program
book. Optional-Center pieces & way of awarding them. Banquet program book.
Get MC to co ordinate with award presenters ahead of time so everybody knows
what/when to be ‘on’. Projected images of winners or at least conventions
shots should be shown, if showing winners this will need to be well
coordinated with photographer during all vair events. Screens need to
arranged with hotel. Corsa has its own microphones, make sure they are set
up and tested before banquet. 

 

Program book- use the 2001 book as general guideline. Solicit ads, don’t
forget restaurants. With good salesmanship, you can pay for the printing
with ads. Get with 2013 convention folks for back cover art. .related- a
pocket size schedule is popular. 

A special discount coupon book for restaurants is nice if you have the time
to solicit the advertisers. 

 

Model cars- enclosed display case arranged, judges arranged. Check with a
local model club if you need help.

Parking- getting tow rigs & trailers parked in the right spot the first time
is a priority, have parking crew on duty Tuesday, rigs will arrive. 

 

Outdoor vendors- Tuesday of convention-spaces marked , garbage cans or bags
out.

Indoor vendors-  letters to known vendors sent out (see corsa parts & repair
list); solicit ads for program book ads (work with publicity chairman to
avoid duplicate effort/mailings). Tuesday of convention-tables marked, make
sure anybody who asked for electric was accommodated. Make sure room is
locked when closed, know who to contact for key to open.