WCSWN MAIN PLANNING THREAD 2013

S

scoutdude80

Moderator
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18th annual west coast Scout winter nationals at hollister hills

hollister hills 2013

• this is intended as a family weekend like the rallye.
• must prepare for wet and cold conditions. If it's dry and warm then so much the better.
• home of the top truck challenge



original artwork.
logo white on black125.jpg

Original group photo / 31 trucks / mid 90's
original lineup.jpg


______________________
truck & participant estimate
• 30 registered trucks
• 35-40 adults / 6 kids

income estimate
• registration
• sponsor
• raffle ticket sales
• swag
• donations
•

expense estimate
• area 5
• catering
• food
• awards $125
• t shirts
• hoodies
• supplies-registration $75
• supplies-games $50
• supplies-tote box $80
• gas money for truck raffle $100
• banners $200
• logo design / lisa bellew
• general raffle prizes
• poker run prize money
• advertising
• sign posts and signage for poker run
• fire wood
• swag
• folding table and chair rental
• movie night
• popcorn maker $200
•
•


______________________
• to help raise a few initial dollars, we could offer a babs individual sponsorship for $50.00 +/-.
This fee would be in addition to registration fees, what ever that works out to be.
In return, names would be listed on the event t-shirt, as well as other places. There would be some appreciation swag to go along with it.

• Rallye will sponsor

• Winter nats will sponsor the rallye

• Wcswn needs a catchy nick-name


______________________
3 day schedule
• Friday
-open wheeling
-dinner
-movie night

• Saturday
-breakfast
-poker run
-lunch
-Scout games
-late afternoon / lineup for people’s choice voting in area 5
-early evening / dinner
-movie night

-Saturday / non-wheeling crowd could do a road trip of the area. San juan bautista, monterey

• Sunday
-breakfast
-raffle & recognition ceremony
-open wheeling.


______________________
x


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Re: WCWN PLANNING 2013

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registration signup
• how many children under 13 will attend?
• registration 3-day access to area 5, 3 days of wheeling, Scout games, obstacle course, 1 poker hand, 1 dash plaque, 1 truck raffle ticket, 2 movie nights, [to be continued]
• http://www.mta4x4.com/frolic_registration_2012_v2.pdf
•
•
•


offroad show ideas
• mud in your eye / frolic
• events - California association of 4wd clubs, inc.


sponsor solicitation
• jayson is researching red bull
•
•


Meals / catering thread
• meals thread


Registration
• registration signup
• sponsor signup
• office stuff: stapler, paper clips, folders, 3-hole punch, pens, sharpies, scissors, tape, file rack, post-its, clip board, markers for chalk board, raffle tickets.
• 4 folding tables and chairs
•



Paperwork
• registration signup
• sponsor signup
• peoples choice ballot
• cash tally
• windshield id / luggage tag
• store price list
• games tally sheet
• game & peoples choice winners
•
•



Awards
• people's choice 1st, 2nd, 3rd place
• games
• sponsors
• dash plaques
• poker run best hand
• hard luck
• farthest traveled
• luggage tags



games
• bullseye
• slow drag
• blind man
• no rti
• obstacle course
• our version of the top truck challenge


movie night
• Friday and Saturday night
• surround sound
• area 5 has power
• 2 video screens / wheeling and kids
• popcorn maker
• munchies / traditional movie munchies
• byodrink
• show videos rom the days activities
•
movie night thread


raffle
• powertank / Jeff can get one / grand prize
• see about logo IH swag.
• recovery gear
• stans headers
• first aid kit
raffle thread

Marketing /
• binder planet, pirate, cal4, 4 wd magazines's calendars,
• home of the top truck challenge
• flyer
• web calendars
• take out an ad in the cal4 magazine 'ingear"
•
•


Poker run
• poker run thread


area 5 / rangers
• has power
•



kid's program
• videos at night
• games, activities and kids raffle similar to rallye
• create a playground area if dry
• coloring
• nature walk
•
•



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Re: WCWN PLANNING 2013

• kenya & bart will help out.
• mocha's wife lisa will design our logo.


rallye trailer stuff
• ihon, CPT, registration & the rallye traveling banner
• cones
• raffle drum
• message board
• drink dispenser
• pa


event swag
• t-shirt, hoodie, coffee mug, travel mug, name tag, wrap, keyring, hat.


banners
• event welcome
• front gate
• travel


local lodging
• nearby motels, hotels, 1000 trails
•


road trip
• monterey
•


Stuff
• grab bag
• ezup's
• firewood
• wrist bands
•
•



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Re: WCWN PLANNING 2013

Poker run
I will get some amo cans for poker run , paint bright red with IH and babs emblums
get manila envlopes
make signs
pick locations way in advance
place boxes /can /cards the evening befor the poker run
more time to get cards
set time to play hands


movie night
area 5 has power = no genarator
movies ,Friday & sat night
maby 2 screens one for wheeling viedoes one for kids movies
 
Re: WCWN PLANNING 2013

• because of normal wet conditions, windshield id's will be plastic luggage tags. I guess it could become a collectors item for preregistration.
windshield id.jpg

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Re: WCSWN PLANNING 2013

I saw a guy wearing a realy cool babs hat at this years wcwn , does any one know where we could somthing like that ? :icon_eh:
 
I guess you could sum it up that babs will play “host” to a rallye formatted, 3-day off-road happening at hollister hills.
 
Thanks for your interest in red bull.

I will need some additional information in order to answer your question. If you could let me know exactly what you're looking for from red bull, as well as a little bit more info about the event (date, time, address, # of people, event overview), then I can point you in the right direction.

Have a soaring day!

Guffey red bull twitter: @redbull red bull usa - sports & entertainment news | teams & athletes :: red bull launchpad | red bull
 
Awsom jason !!!! Great job from our sponcership cowardnator ! I also like careys idea about indivdual sponcers too . So as for my thoughts about where were going with this . 2 catered meals sat dinner / Sunday breakfast . I like the catering trk idea for other meals (one thing I realy like about the rally is not packing food ) movie night is a must . The popcorn machine would be real cool . I like one screen for kids one for wheelin viedoes . If we could show vidoes shot while out on the trails /obstical cours /games that would be awsom ! Poker run is also a must . A scavenger hunt sounds good . I kinda like the idea of free run activitys (for lack of a bettar term ) not sure about the games ? It seamed to be a full weekend last year . I do think we should have plenty of kids activtys , maby a jump house ,collering contest , bikes and other things can be used at area 5 . Maby come up some kind of slide on one of big piles of dirt they have there . I like the band dj idea too not sure where it fits tho . I would realy like to see venders at some point . Oh and dont forget the raffel . Some sort of awards is a good idea I realy liked the hard luck award at molina . Dirtest rig ? Peoples choice ? Funniest momet ? Well thats it for now more to come .:icon_eek:
 
You summed it up Joe


maybe we all can split a pizza some Saturday and do some brain storming an put a package together for red bull.

The individual sponsor would help raise deposit cash, probably for area5 and maybe other stuff

watching videos of the days activiies would bee cool


kenya was interested in helping with the kids program.
 
Let's say the next dinner, June, we dedicate it to the nats and all of us condense our notes and prepare for it.

By then we should have a solid foundation to build on.
 
From Joe

> wow great dinner ladt night . Great particapation . Thinking we realy should
>have a planing meeting soon . Maby at the rally ? The itenarary I am leaning
>twords is Friday show up set up poker run ,movies at dark sat morning many a
>catering trk for thoes who want it ,free wheeling poker run start around 9 ,
>maby guided runs at 10 . Return for chilly dog lunch . Poker run closes 1/2 to

>1 hour befor dinner . Dinner poker hands raffel . Movies . Sunday conitnal
>breakfast /or caterd (caterd May keep/get every one together bettar ) awards .

>break camp .
> awards
> hard luck , popular vote at breakfast
>funnyest moment ,popular vote at breakfast .
>oldest IH vehical on the trail / or just there
>newest IH vehical .
>farthest travled
> just ideas
>Joe
 
Do we wanna try and schedule up a planning bbq some weekend. Maybe a semi work day for a project like an RTI ramp for this event.

I have a spare 19" tv (I hardly ever use it) that I could bring, along with a single disc dvd player.
 
Time to put this on the front burner.

Maybe we can begin at marty and karen's bbq

Joe, get in touch with hh about rates for area 5
 
As you guys know, my priorities have drastically changed in the past 2-3 months. I'm not putting the effort into the wcswn that I should or would have long ago. Lets get the chatter going and begin to solidify things.

Do you want to postpone the major changes until 2014?
If not, we can still operate out of syamore.

4 months to go.
 
Totally understandable cary. Seems that the new changes are working out fairly well for ya so far. Hope it does work out.

I'm not sure how much, if any, help I could provide right now between now and then. I have been so swamped with other projects, along with working 12 hours a day at my full time job, that I haven't had a chance to work on any my own rigs. I won't bore ya with the details. But I plan on trying to get one of my scouts road worthy enough to make the trip in March.

If we need a work day scheduled up, let me know. I'll provide the space. The last few times I posted up work days I was prety much the only one who showed up. Not complaining, just an observation. Gave me time to kinda relaxe a bit and sort of clean up shop.
 
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