Goal:

 

The goal for this event is to raise funds by providing entertainment and soliciting pledges from businesses and individuals to present to the chosen charity as part of Southern Cruisers Riding Club’s donation.

 

Objective:

 

To provide a safe and enjoyable event that will draw participants from all walks of life in order to provide the potential to maximize our monetary commitment to the charity and enjoyment to the community and Southern Cruisers Riding Club.  

 

This Plan is designed to aid Event Coordinator and is not restrictive in nature. It is intended to be used as a guide and not a set of rules.  Provided are many things to be considered when handling an event..  Some will apply to your event and some will not, so please use this as it was intended as an informational guide only.

 

Positions Needed to Cover Event Job Responsibilities

 

Event Coordinator

Registration Coordinator

Public Awareness Coordinator

Event Ride Coordinator ( Poker/Dice Run )

Charity Contact Coordinator

Vendor Contact and Coordinator

Event Secretary

Event day Controller/Overseer

Event Dinner Coordinator

Bike Show Coordinator

Auction Coordinator

Merchandise Coordinator

Additional Responsibilities

Entertainment 

EMA Plan

Advance Registration and payment 

Registration Preparation

 

Proposed budget model figures can be adjusted to fit size of Rally desired.

 

Budget:

 

Revenues

Anticipated number of motorcycle riders participating: riders x $ amount = total

 Revenue generated by T-Shirt sells: # shirts x $ amount = total

 Revenue generated by Auction items

 Revenue generated by Vendors donation

 Revenue from patches or pins

 Revenue from 50/50 drawing

 Revenue from Bike Show

 Raffle for donated items: example - $1.00 tickets x 1000 = $1000.00

 

Revenue from Poker/Dice Run

Total estimated Revenue Expenses

T -Shirts purchases: example - 500 x $5.00 = $2500.00

Money for 50/50 award: 50% of what was raised 

Expenses for awards

Expenses Dinner: example - $3.50 per person x 150 = $525.00

Expenses for entertainment

Expenses for publications and advertisement

Expenses for Cash awards for Poker/Dice Run

Expenses for Misc items (arm bands and identification) 

 

Rally Progress Plan (Initial Basic Points)

            

1. Create a request to SCRC National requesting to have a rally/event. Stating purpose and goals.

2. Submit to SCRC national and obtain insurance identifying the rally/event.

3. Secure place for rally/event.

4. Submit a letter to Mayor/Permit Department requesting a meeting to brief them on the proposal of the rally/event and fill out necessary paperwork.

5. Create a basic plan for the events that are going to take place on the day of the event.

7. Seek out and secure the commitment of the people that will take the responsibility to head all areas of responsibility.

8. Create an EMA plan for the day of the rally.

9. Create and prepare letters for vendors, giving directions, forms, and any information that they will need to participate in the rally/event.

10. Define the targeted geographical area that you are going to draw participants from.

11. Draft up letters to submit to all radio stations within the geographical area targeted.

12. Create newspaper articles for the local newspapers in the targeted area and prepare to send out.

13. Seek local TV and Radio talk shows that will give time and effort to support.

14. Contact the local companies that distribute soft drinks in the community and find out how much they are willing to commit/donate.

15. Develop the responsibilities of each lead person and write them a description of what you expect of them in their area.

16. Work up a drawing layout of the park and the placement of all activities.

17. Seek out all local chapters of Motorcycle groups that are willing to assist in the organization on rally day.

18. Make sure you have checked with all local authorities and are in compliance with all regulations and local codes, securing any and all permits and documentation that will be required by the local authorities and City/County governments.

19. All Insurance requirements are investigated and secured.

20. Determine and begin to design web info for pre-registration and charges.

 

Positions needed to cover this Event:

 

Event Coordinator

Assistance Event Coordinator

Registration Coordinator

Public Relations Coordinator

Event Ride Coordinator

Charity Contact Coordinator

Vendor Contact and Coordinator

Event Secretary/Treasure

Location Layout Coordinator

Event day Controller/Overseer

Event Dinner Coordinator

Bike Show Coordinator

Auction Coordinator

  

Job Responsibilities

 

Event Coordinator:

 

The event coordinator will be responsible for any and all activities in regards to the event. Event coordinator will be responsible to assist all committee heads to perform their assigned tasks; it is not the event coordinator responsibility to do the work but to assist in any way he/she can to help get the work finished. The event coordinator will keep a progress report of how the event is progressing and report to the First and Second Officers of SCRC on progress. The event coordinator will be responsible for all communication between the First and Second Officer and the committee. The event coordinator will be responsible to secure permission to change or deviate any activities with the First and Second Officers.

 

 

Assistant Event Coordinator:

 

The assistant event coordinator will take the place of the event coordinator in the event the event coordinator cannot fulfill his/her responsibilities for any reason. The assistant will be aware of all activities and copied on all correspondence between the event coordinator and all committee heads, SCRC National, and hosting chapter Officers. The assistant is responsible for assisting the event coordinator in any way that is requested by the event coordinator. Responsibilities will to be assist in getting important documents, registrations, licensing, and community good will efforts. The assistant's areas of responsibility will be to assist the Committee Heads in any effort they feel like they need help. It is not the responsibility of the assistant to perform the work but to coordinate and log progress of the event.

 

Registration Committee Head:

 

The registration committee head will be responsible for all aspects of registration, collecting money and determining the procedure for money control and security. He/She will be responsible for setting up the selling of tickets for all events and making sure there is an orderly sign up for the ride, bike show, and all activities. He/She will keep records of collections and provide a final tally of the total funds collected for the event. He/She will be responsible for securing other volunteers for his/her area of responsibility and make sure he/she has adequate workers and tools to get the job completed. Be prepared to have a written procedure of how registration will be conducted and how tickets are to be sold and money collected.

 

Public Relations Committee Head:

 

The public relations committee head will be responsible for all contact to media sources including but not limited to all radio stations in the local area and radio stations within a 250-mile radius of rally/event. Concentrating on the largest cities in this radius. Contact will be made in writing with a written proposal of what we would like announced over the air. PR will also need to secure flyers and get volunteers to distribute the flyers to all Bike shops within the area. PR individual is responsible for contacting the local area medical teams to support the event. PR awareness committee will be responsible for securing other volunteers and keeping a written log of the progress of the PR area as to who has been contacted and who has not been contacted. Be prepared to submit to the event coordinator a list of target contacts and progress.

 

 

Event Ride Committee:

 

Event ride committee is responsible for laying a secure safe ride that would not exceed about 4 hour of travel time from departure of the area to return. All aspects of the ride are to be covered from safety to insuring that all local agencies of law enforcement are contacted and notified that we are having a ride and the proposed route. Any and all permits that may be required are the responsibility of the event ride committee. The event ride committee will be required to submit the proposed plan to the event coordinator.

 

Vendor Contact and Coordinator:

 

Vendor contact coordinator will insure that we have all of the information required in regards to permits, letters, and commitment of revenues. He/She will contact all vendors and solicit only high caliber vendors who are reliable and will fulfill their commitment to our rally. We will fulfill our obligations

to all vendors by providing a platform of participants and creating a method to get them to the vendor's location. We will provide packets that contain all information the vendor will require and it is their responsibility to obtain all permits and absorbs any expenses incurred by them to participate in the rally/event.

 

Event Secretary/Treasure:

 

The responsibility of the Secretary/Treasure will be to keep all financial transactions and notes of all meetings making a record for information purposes and historical data. All financial expenditures and collections will

be part of the responsibilities.

 

Location Layout Coordinator:

 

This individual is responsible for the layout and coordination of utilities and placement of activities in the area on the day of the event. All preparation in the area, providing all items needed for the event fall under this individual.

 

Event day Controller/Overseer:

 

This position carries the responsibility of everything that takes place on the day of the event. He/She is to coordinate all activities and handles all situations that arise on event day. They will float and be available all day to in the area and accessible at all times.

 

Event Dinner Coordinator:

 

Responsible for the dinner meal and all arrangements.

 

Bike Show Coordinator:

 

This individual is responsible for the layout and coordination of utilities and placement of motorcycles in the area on the day of the event. All preparation in the area, providing all items needed for the event fall under this individual.

                                   

Auction Coordinator:

 

This individual is responsible for the layout and coordination of auction and placement of items in the area on the day of the event. All preparation in the area, providing all items needed for the event fall under this individual.

 

Additional Responsibilities:

 

First Officer will be responsible for insuring event progress. Responsible to seek out volunteers directing them to the event coordinator for assignment in areas where help is needed. Word of caution, no one is to conduct a live interview with any media without passing it by the First Officer, Second Officer and Event Coordinator. We are doing this to prevent us from incurring any possible lawsuits or legal actions. Please submit any publications, promotions, and announcements in writing before you publish them.

 

Guidelines for soliciting Revenues and Gifts for the Event

 

1. Try to solicit items that pertain to the group you are drawing.

2. Always make sure you give the giver a packet and inform them that their gift is tax deductible, the actual retail value of the gift.

3. Do not leave blank contribution forms with the giver, fill it out and establish an amount for the items.

4. Do not make promises to the donor that you cannot fulfill, such as insuring them they will get some form of advertisement.

5. If they want advertisement then they must make a substantial contribution to the rally.

6. Always give the donor the option to give a cash prize.

7. Solicit donations for both value and also giveaways.

 

Entertainment

 

1. Begin to canvas for what type of entertainment you desire and keep in mind the crowds you are trying to entertain.

2. Have one main feature artist.

3. Plan for building to a peak and ending the day with a strong finish, this brings them back next year if the last thing they remember is something good.