[NoVa-Corvairs] Vair Fair planning update 2/13/07

[Bryan Blackwell]

Hi folks,

Here are my updated notes from Saturday.  I think we covered most of 
Curt's agenda, but there are still some questions, please look over the 
whole thing and send questions and comments (try to trim down to just 
the part you're commenting on).  Darrin, if you can send out the costs 
we have so far, I'll add them to my notes as well.  The schedule for 
Friday and Saturday is fairly complete.

--Bryan

Last Update 2/13/2007

Theme is the introduction of the Spyder in '62.

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Major to do items:
==================

Need to finalize fees
Special staff shirts/nametags?
Equipment/supply needs?

==============
Event Details:
==============

Hotel - Ron.  Need the following at the hotel:
	Hospitality room - done.
	Catered banquet ok, but need to set up menu.  Target price $25.
	Trailer parking is ok
	Tech session room - Sherwood
	Place for valve cover races - patio.  Contingency plan to get meeting 
room.
	Use numbered parking spaces and block off parking for all Corvairs.
	Tables for registration/tech sessions?
	Podium for tech sessions?
	Folding chairs in hospitality instead of regular furniture.
	Need to include in contract (done, I think):
		We can bring in beer/pizza/snacks (hospitality room only)
		Exclusive parking areas
		Refund to club for rooms booked

Identify local RV campground/parking.
Find if there's a local self-serve car wash.

Hospitality room - Mike (everyone to staff).
	Set up a schedule
	Dominion Brewery beer
	Ask Venice will about getting donations from Keebler.
	Other food/snacks/drinks
	Message board?
	Games/puzzles/videos (car movies - perhaps with Corvair appearances)

Registration - Darrin.
	Forms needed?
	Goody bags/packets.  Program book?
	Include reserved parking spot at time of registration

Corsa calender listing - AJ

Web site
	Registration site - Darrin.

Raffles
	Use a chinese auction so folks win what they want
	Car cover or some other large prize
	50/50
	Solicit local vendors for freebie giveaways/raffle items - Ellie
	Solicit Corvair vendors for prizes.

Tours, all self guided, but with times and itineraries.  Get 
flyers/maps.
		Shopping - Arrange shuttle to Outlet Mall and Downtown Leesburg
		Udvar-Hazy
		DC - find out Tourbus connection/schedule

Vendors - Greg.  Only outside spaces.  There are 7 three space spots 
available.

Show - Greg.  People's choice.  Need classes/trophy count.
		Suggested "Best Spyder award."

Model Car Show - Mike.  People's choice.  4 classes.  1st place trophies
		unless heavily subscribed.

Rally - Al Harris will set up the course, but needs someone to work on 
Saturday.

Tech Sessions - Curt

Video Racing - Tumulo/Blackwell kids.  Gran Turismo 4 is current 
choice.  Need wheels.

Valve cover race - Bryan.  Need to figure out timing method.  Need 
classes.
		Transportation to/from/back to Tidewater.

Awards (trophies, that is) - Curt
Dash Plaques.  Get magnetic ones.  Possibly from the t-shirt vendor
T-shirts - Ron.  Allow pre-paid orders of non-standard sizes/styles (?)

===================
Tentative Schedule:
===================

Friday (afternoon only)
	Registration at right of entrance, next to meeting rooms from 6 until 
9.
	Hospitality room open from 6 to 10 (11?)
	Dinner - Pizza and Dominion Beer (pale ale).  7 (?) until food runs 
out.
	Valve cover race.  7 to 9.  On patio lawn or parking lot.  Need canopy 
and lights (power?).

Saturday (all day)
	Hospitality room open from 8 to 5.
	Registration open from 8 to 12.
	Vendors set up at 8, open 9 to 5.
	Car show - people's choice.  Greg.  Side lot, set up at 8, judging 9 
to 12.
	Model car competition - Mike.  Set up next to Registration at 9, open
		until 12.
	Ralley.  Start at 1, last car in by 4.
	Racing video game competition.  In hospitality.
		Open practice in morning, race from 1 to 3.
	Shuttle to Outlet Mall and Downtown Leesburg.
		Leave at 8:30, 11, 1, and 3.
	Tech Sessions - one from 10 to 11, one from 2 to 3.  Reserve Sherwood 
room.
	Cash bar from 6 to 7.
	Banquet from 7 to 10 (?) - hand out awards.  AJ will MC.
	Re-open hospitatality following banquet ??  If needed.

Sunday
	Tech competition - pit stop (using stock tools) Note that aluminum 
parts are
		fragile if you want to do something mechanical.
	Funkhana or Autocross.  Depends on lot availability.  Bryan.