How To Host a NWR-FCA Event
By Janet Schumacher—Activities Director
Part of belonging to a club is interacting with other club members. To encourage that interaction, the Board wants to increase the number of activities on our calendar. To do that, we need your help. We need more of you to step forward and host an event or two. What follows are the basic steps:
1. Come up with an idea!
Garage tours, museum tours; social events like lunch or dinner with a few friends; friendly competition: bowling, billiards, Whirlyball anyone?; day drives to an attractive location; weekend trips out of town.
2. Do some preliminary research:
Will there be a cost to the attendees? Is a deposit required to hold the event? What dates are available at the location? How many people can come? What is the parking like-suitable for Ferraris or not? How much time will it take, and what time of day is best? Is there a charitable component, or is sponsorship possible? Do you want prizes or mementos? The club does not stockpile gifts or regalia so you will be responsible for budgeting money for any prizes or mementos for the event.
3. Call or email the Activities Director:
I will work with you to find an open date. We will come up with a preliminary budget. The proposal will then be submitted to the Board for approval.
4. When the event is approved:
Finalize the details of the event. Book the venue and arrange for payment of any deposits. Prepare an article for the newsletter announcing the event. (I would be happy to help with
that.) Get sign-up sheet/liability waivers from the Activities Director. Check out the driving route, and decide on a meeting place, if necessary. Prepare maps, if necessary.
5. Hold the event:
Have fun! Take pictures, and have the attendees do so too. Be sure all attendees sign waivers, even for non-driving events.
6. After the event:
Submit any expenses not already covered to the Treasurer for reimbursement. Return signed waivers to the Activities Director, or any Board member. (Let them know if you encountered any problems.) Write an article for the newspaper, and send in pictures. Tell everyone how easy and fun it was. Plan another event.
Things to remember:
In order to give your event the proper publicity, we need to have firm details at least two months in advance, and three is better. We can send out email blasts, but these do not reach everyone in the club.
The club will provide a subsidy for the event, to help moderate the costs to the members. This amount varies with the size and scope of the event. Our aim is to break even on most events.
The club treasury will provide money for you to pay deposits and purchase mementos.
I have more information and details available for you for more complicated events. Please feel free to contact me at any time regarding planning an activity. Let’s fill up the calendar with fun things to do!
For information about all of our upcoming events and more, check out the latest issue of Amici di Maranello.