So, You Want To Organize A
Good for you!! The Whips depend on individual organizers and
their committees to make up their calendar.
1. Determine the event you would like to
do. Assure that your proposed host site
would welcome drivers, and has plenty of parking space
for large rigs, water, restrooms etc.
Ideally, you would take your
idea to your regional planning meeting, sometime in the summer. Events may be planned outside of the planning
meetings but must be presented to the board, or at a regional meeting for
approval.
2. You must fill out an Event Form and include a
draft budget if one or more of the following conditions exist:
Fees will be charged and
there will be commitments to pay expenses
There may be a profit or
loss.
An event is to be
co-sponsored with another organization
Insurance is needed for the
host site
Ideally you should have your
event form in hand when you go to the meeting, but it can be done later, at
least two months before the scheduled event.
The event will go on the calendar as tentative until
the event form is approved.
If none of the above conditions
exist, then all you need is the approval of your region. When approved, the regional director will
give the date to the calendar coordinator who will forward it to the newsletter
editor and web master.
3. You will need to send an article to the
newsletter by the 10th of the month preceding
the month of the event. If the event is
to be scheduled the first week of the month, you will need to do it one month
earlier than that. Include: date, time,
place, complete directions, what they should bring (pot-luck dish or picnic
lunch, water if not available, chairs, eating utensils, drinks, etc.
4. On the day of the event, post the state
liability release signs if non are posted at the site
(the regional director will have the sign).
Have the liability release form available for participants to sign.
Have membership forms
available. Collect $15 from each
non-member rider or driver to be applied to their membership dues if they
decide to join at a later date.
Have Fun!