Social Event Success Story Hospitality Center Turn 5 @ Laguna Seca Grand AM Road Race

What is Turn 5 @ Laguna Seca? A Family Friendly Race-Spector Event We organize a hospitality tent to view the race Premium viewing location We provide: Food, Snacks, Beverages, Closed Circuit TV Transportation around the track and pits Special Audi Club Parking Corral 3-day race event at Laguna Seca

Our Plan for the Weekend Pre-event Setup Our Plan for the Weekend Board members & volunteers arrive Thursday Set up tent and equipment Set up parking corral area Assign Sponsor locations Plan for registration set-up Final schedule checks: Caterer Beverage service Closed circuit TV tech Worker assignments All details must be considered and are important Develop parking plan

Our Plan for the Weekend The details produce a High Quality Event Key Elements Everyone gets SWAG Chapter hat Special shirt Item with name & logo Round tables with linen table cloths Quality Food & Beverages Everyone has to have fun Our Plan for the Weekend Round tables encourage social interaction Everyone gets something at all our events!!!!

Our Plan for the Weekend The Hospitality Tent make-up Beverages and Snacks Beer and Wine to purchase Breakfast and Lunch for both race days High quality catered food Carts to take Audi people around track Raffles & prizes Special Guests APR R-8 racing team Visits to APR pits Driver talks at the tent Mother’s Car Care product demo Our Plan for the Weekend Race is a 3 day event. We set up the tent fro Friday qualifying if people want to come early.

Pictures of the event Arrival at Audi Corral Event Check-in & Sponsor Tents Time to wait before the crowd arrives

Pictures of the event Audis get lined up

Inside the Hospitality tent Pictures of the event Inside the Hospitality tent Audi fans wave to the R-8 at finish

APR R-8 Drivers give talk Pictures of the event Everyone likes to talk about their Audi APR R-8 Drivers give talk Everyone likes to show off their Audi

Sponsor tents Audi Owners like stuff for their cars Carts ready to take you to the pits

Special Tour of the APR Pits APR’s Grand AM spec R-8 LMS APR made us welcome & Encouraged us to ask questions

How we do it The Business Plan We develop a yearly plan of all events Events planned as viable Yearly plan includes a mix of events Eventmaster is designated Conduct research to determine costs & break even points Prepare a detailed budget Present the budget to Board for approval Have to be willing to risk capital How we do it The Business Plan Yearly event schedule is usually an in-person meeting but can be done with a series of conference calls We plan events to break even (viable). Must be willing to risk capital

How we do it The business plan Once approved Project worksheet is completed Event master proceeds with event plan Tasks are assigned Eventmaster obtains partners and recruits volunteers Periodic reports are presented at the monthly Board conference call

How we do it The business plan Event Publicity Narrative w/ link to motorsportreg.com put on website Event flyers are distributed at prior events Regular e-mail blasts are distributed to our members A couple of weeks prior, we send email to each participant to provide additional details and reminders Participants can email questions to Eventmaster

How we do it The Business Plan Stuff happens If the Eventmaster is new a prior Eventmaster mentors them Major changes require board consultation Board is consulted via email for comment, suggestion, & approval Progress is monitored at Board conference calls What if something changes ??? Board consultation keeps process moving forward

How we do it The Business Plan After the event The Eventmaster & Board debrief the event We learn how to improve next time Or to drop event next year All expenses are compiled & reconciled to the budget Bills are paid and event is closed out After Action Plan

Organizational Structure Chapter is managed by 8 member Board of Directors Do not have traditional officers Each Board member has specific responsibilities Each Board member has an equal vote Works best because power is disbursed Organizational Structure A key element to our success

Organizational Structure Board Make up Each Board member has specific responsibilities Legal and National Rep Webmaster and communications Marketing & Sponsorships Financial Officer Public Relations & Advertising Membership Chief Driving Instructor At-large member Organizational Structure A key element to our success

Organizational Structure Board Member Requirements Each Board member is required to: Event master at least 2 events / year Must attend at least 50% of events Elected for staggered 3-year terms Miss 2 board meeting and you’re out Can only hold 2 successive terms Organizational Structure A key element to our success

Organizational Structure Board Interaction & Communication Board conducts monthly conference calls Have 1 or 2 in-person meetings / yr. We communicate almost daily by email Issues can be raised, voted, and resolved via email This keeps chapter business moving forward Organizational Structure A key element to our success

Organizational Structure Board Tools We take full advantage of the Internet & email We advertise events on our website Register entrants On motorsportreg.com Communicate with Smartphones Organizational Structure A key element to our success

Thank you for your attention What are your questions? Pat@audiclubgoldengate.org