Thread: Need help on a couple of covention items

We are now a little over 60 days out and I need some help. The items I need help on do not need to be done by someone local to Atlanta, so anyone can jump in. I am busy like everyone else so if a couple people grab these things and go no one will get overwhelmed

1) Raffle - To date I have sent out exploratory emails soliciting prizes but no responses yet. In all honesty this usually helps us bring money to the table, but will not happen this year if someone can't take this on as I simply have no time with everything else I'm doing.

2) Picnic - We have paid the deposit to secure our site but I need someone to step up and organize the food portion of this. There is no reason we can't keep it simple like last year, caterers are nice but cost far more than we want to spend. I still think picnic tickets at $10 a person is a good idea and a fair price for lunch, as well as raising plenty for the simple shopping we will do for a burgers and dogs style picnic lunch.

3) Trophies - I need someone to take care of this, and since it needs a separate discussion I started a thread: http://www.sr20-forum.com/convention-organizer-committee/66414-car-show-awards.html#post892805

4) Shirts - Louis has already got a design and I have made contact with a local vendor. If you have any contacts in this area get back to me ASAP as I need to be sure to get us the best deal. Our target is $20 each for a 3-4 color high quality shirt like we had in 2009 and last year in 2012. We are going to stick to black shirts only to keep costs down and make the artwork colors pop.


Guys any help you can provide will be greatly appreciated.

Just had a conversation with Gloria and she suggests selling picnic tickets pre-event, but not requiring them on the day of the picnic. We post a notice (Blackboard Art??) at the pavilion saying ALL are welcome, and if you did not purchase a ticket please feel free to donate today. Her point being some of the locals may only come out Saturday, and we would rather include them for free than to make them feel not to be part of us. We need to grow our numbers to be able to continue to exist as a convention, so inclusion of more is important I think. I know if it was me I would hang out and throw down a few bucks.

Thoughts??

Anybody?

What does the picnic portion require? Just food prep? Or do you you need someone to tackle the money collection, food & beverage acquistions, food donation coordination etc.?

Yes to the organizing of funds collection and making a list of what you would want to get from most likely Sam's. I have a tax free card there for my business, just need to know how much to get and to get it paid for. My wife Gloria, my daughter Tiffany and her boyfriend Justin, and my son Josh as well as a couple of my employees who are car fans have said they would go get the supplies, man the grill, and help serve just to come and hang out. So what I really need is an adminisrator. You in @hammerin hank ?

Update:
- Mark @marksr20 is taking care of the raffle now, if any other donations come up I will steer those folks his way.
- I have made some inquires on trophies, but nothing solid yet
- Shirts are in process thru Torry and the same company we used for 2009. I hope to have a thread started within the next two days.

I'm in.

Should I just use my personal Paypal to collect the funds and then transfer it to you when you need it?

I saw in your photos of the picnic grounds there are grills onsite. I assume they're charcoal and not gas? I don't imagine there's a frig onsite? If not, I suppose we need ice coolers. I have a few I can bring. Depending on head count, I may need access to more coolers than just mine.

I have a Costco membership, although I don't have a tax exempt account. It might come in handy, though.

Should I start a "Picnic head count thread" and start excepting donations right away or do we need to discuss things further?

FYI, I'll be coming down Tuesday night (6/4) and going over to 2J Racing first thing the next morning to have the B14's beam bent. I should be available sometime around noon on Weds. to help with any last minute planning, errands, etc. I can also help with the meet & greet prep, if need be.

Hank all yes to your questions and I will check on the fridge. We can send the girls to get food Friday morning, I'm pretty sure Tiffany and Gloria are not going to the drags.