2011 Planning/Coordination Thread

[jcauseyfd]

Hi folks!

It is getting close to that time again when we really need to start working on the plans for BRP Tour 2011. Wanted to use this thread to go ahead and solicit volunteers. When I have a little time, I can put together a list of what tasks we need someone to take care of. But until then, you may already know something or are willing to help out with whatever. If so, just post in this thread and I'll start updating this initial post with the assignments and needs. And I already know at least one job that someone has taken on, so I'll start with that.


Hotel arrangements - Melissa MacLeod (Agnt006)
Restaurant/dining arrangements - Jak (Yaemsiri)
SWAG bags - Adele (elfie7)
Stuff to go in SWAG bags - Jak (Yaemsiri)
Raffle prizes - Greg Dominguez (gregd)
T-shirts - Mark Vogler (TWISTER)
MSR setup/mgmt - Jeff Causey (jcauseyfd)

[MINIFIED]

Too far in advance to know what plans I'll have for next summer, but tentatively have the BRP on the list (since I only got to do pieces this past year) so best to put me down for ie last minute prep stuff (swag bag stuffing, etc.) so that if I don't attend, I can still help ..

Thanks for your efforts in co-ordinating

[elfie7]

If you tell me what a SWAG bag is......I may be able to help you out w/that. I opt to keep the price down, so I can splurge on other necessities, like gas, food, sunglasses, something new for Millie.... she does all the work you know.

[jcauseyfd]

Hmm...Urban Dictionary says swag can stand for "stuff we all get". Basically it is a bag full of stuff we give to all the participants who register. In the past it has been lots of info about the BRP, programs for those who travel the whole distance, some stickers, and whatever stuff we can get sponsors to donate. Oddly enough, one of the best items I've received was the microfiber cloth we got a couple years ago.

In the past, we also packed the bag full of the stuff that people get as part of their registration - grille badges, t-shirts, event decal, etc.

[elfie7]

So............w/that in mind.......I love the abbreviations.... the SWAG bag person[s]... is/are out and about gathering "nuts and may" from purveyors that want to advertise [basically]. The bags are they the [bite my tongue--plastic] and filled w/goodies OR are they/can they be designer originals?? And how many thousands of bags do we provide for? And HOW BIG/ginormous are they? Sounds like there's lots of stuff in them.... I love all that stuff so I would want the ....ginormous size. It seems a waste to have a bag that you can't use again for other khool events we have......

Thanx 4 the info on the attaching site... my 1st dismantal job........sounds scarey to me.........hope I have the right tools........RUSS..help, bring the torch it will be an all nighter! Better start tomorrow Saturday is coming fast. OMG!!

[jcauseyfd]

In the past they've been plastic bags (at least once we got Flow MINI to donate some) and one year we got some drawstring nylon bags. Basically depends on what you can get someone to donate. Probably only need 75-100 if years past are an indication.

[elfie7]

OK,,, designer bags it is............I'll start now..........100 bags it is! [I have lots of help] Now tell me about the goodies that go into the bags... do I/we go begging or do they generously give their tokens/wares away freely for the asking? I'm not opposed to begging. I used to do this kind of stuff for the Girl and Boy Scouts. We were a needy bunch. Tell me about the kinds of things besides the really cool cloth you got? Are they the only sponsors we can ask or can we beg other dealers too? Don't want to get the club in trouble...and get kicked off the team. I would imagine the sooner the begging started the better...correcto mundo??

[jcauseyfd]

We'll need to get someone who has handled the swag bags in the past to chime in on what all goes in them. There are mainly two kinds of donations we seek - stuff for the swag bags and stuff for raffle prizes. So you'll probably need to coordinate with whoever handles the raffle prizes. The club's sponsors are a good place to start and then some other MINI related vendors. Last year they all wanted info about how many were expected to attend, etc. We haven't really compiled that info yet, but this year may be a little easier since we used MSR to handle registrations last summer.

[elfie7]

:coffee: You mentioned MSR who/what is that? Can anyone that was the committee person/s for the Swag bags/Raffle prizes in past years pa-leeze step forward so we can get "swagging"?? OK I will plan 100 designer bags and 100 participants for now. Do you think there will be more? What was the most there has been in the past years?

OH... as far as driving in this rally other than the check list from the site minisonthedragon.com... does one need to do anything special to their MINI? I read lots about MODS and such. But I wouldn't even know where to start. :ugh1: Just me and Millie... can one go as a passenger w/a learn-ned driver?

And is a GPS something that is really a neccesity just like a road map? I read about using those too and also in the upcoming Turkey Trot Rally. I have one I can borrow... so ? And it can be programed from the instructions for the rally right? I'm sorry I have lots of questions...its the only way I learn new things I enjoy.

[jcauseyfd]

MSR = motorsportreg.com. It is the system we use for registrations for major events.

I would think 100 would be enough. My best estimate of total number of attendees in years past has been around 80.

One major difference between this and something like MOTD is the fact that we are traveling and overnight in different locations each night. So everything you bring has to fit in the MINI so you can be mobile - you have no "base" to go back to at the end of the day.

GPS is not a necessity. The BRP is one long road, so not much chance to get lost. Does get a little challenging when we hop off for meals, hotels, etc. But there will be plenty of other MINIs to follow.

[gregd]

Jeff & Adele,

I coordinated the raffle items and also got a bunch of swag. Not to stifle excitement, but based on last year I think it may be just a little early to be sending out requests for donations. Thank you letters were sent to all of the sponsors that donated and the request letters can be updated quickly. So if we get started in January I think we will be in good shape.

BTW Adele - welcome to the club and the MINI family.

Greg

[jcauseyfd]

Thanks Greg. Yes, I'm just trying to get folks coordinated on our end so everyone will be ready when the new year rolls around and the real work commences.

[phinz]

OK,,, designer bags it is............I'll start now..........100 bags it is! [I have lots of help] Now tell me about the goodies that go into the bags... do I/we go begging or do they generously give their tokens/wares away freely for the asking?

When I was organizing (for lack of a better term regarding an unofficial gathering) Miatas at the Gap, I just called BBS, etc. and asked for stuff to stick in a goody bag, as well as stuff to give away in a name drawing/raffle. I wound up with all sorts of stuff, and I *still* have BBS stickers 12 years later. :)

[gregd]

Thanks Greg. Yes, I'm just trying to get folks coordinated on our end so everyone will be ready when the new year rolls around and the real work commences.

Jeff, sounds like a good idea. I am ready.

[yaemsiri]

Jeff, I will take care of the name tags, and gift bags again.

[TWISTER]

Jak I bought a new laminator for $15 you are welcome to use

[yaemsiri]

Thanks Mark...

[jcauseyfd]

I've updated the first post with what I think are some of the current assignments. We have someone in the pipeline to help with restaurants, but I'll wait to make sure before posting.

For those I've listed, if I'm not right let me. And just a reminder - just because you are listed with a "task" doesn't mean you have to do it all yourself. You can recruit others to help.

I'll also get an early jump on an idea. To try to help avoid some confusion, I'd like to try to identify our lead car for some different legs. If you are interested in serving as a leader (really good practice if you think you want to create your own events one day since the route is pretty easy to follow most of the way) please post up here or drop me a PM. Besides the practice, I think it would be nice to rotate some different folks in so those who normally do the leading get an opportunity to experience the BRPT from a different perspective.

[Agnt006]

Just wanted to check in, I've left a few messages for the owner at Alleghany with no response thus far. The girl at the desk mentioned a change in accountants making things pretty hectic lately, so hopefully we'll hear back in the next few days. I dont forsee any trouble, but thats where we currently are. We're set for Waynesboro, and Asheville is dragging their feet..
On another note, I've put in a message to Bob at the Tourism Board about our Parade and festivities as well, expect to hear back shortly.

[tben53]

What are probable stops? Will it be 2 nights?

[jcauseyfd]

Tamara,

Format is normally:

Thursday night --> Welcome dinner in Waynesboro with overnight stay
Friday --> first leg of drive, stop in Sparta for overnight stay
Saturday --> second leg of drive, stop in Asheville for overnight stay
Sunday --> third leg of drive, finish about noon or so in Cherokee, drive home or elsewhere

[tben53]

Thanks! Just wondering...I live in Boone...and figuring out vacation days at work.

[jcauseyfd]

Countryman, huh? You may be our first member with a Countryman!!!!

[tben53]

Yeah - but I'm kinda cheating. It's on order - due in around March 1st!

[gregd]

Jeff,

I have sponsorship request letters out to everyone that sponsored us last year. I am also sending letters to others. So if you have an y thoughts on a favorite vendor. Just let me know and I will send them a request.

Greg

[jcauseyfd]

Thanks Greg. I've e-mailed Mark and Jak about contacts with the Flow MINI dealers.