1. Social Event Success Story Hospitality Center
Turn Laguna Seca
Grand AM Road Race

2. 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

4. 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

5. 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!!!!

6. 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.

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

8. Pictures of the event
Audis get lined up

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

10. 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

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

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

13. 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

14. 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

15. 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 blasts are distributed to our members
A couple of weeks prior, we send to each participant to provide additional details and reminders
Participants can questions to Eventmaster

16. 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 for comment, suggestion, & approval
Progress is monitored at Board conference calls
What if something changes ???
Board consultation keeps process moving forward

17. 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

18. 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

19. 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

20. 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

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

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

23. Thank you for your attention What are your questions?