I also agree the registration checks should be made out to COM, with that being said I think before these flyers go out we need have group setup as non-profit first or at least with a bank account, and P.O. Box.

 

I think the wording should be changed from "Donation" to "Registration". I believe if we leave it as "donation" we as a group will have to mail out a letter to each person that registers stating that they donated. I think the wording that says all proceeds will benefit NCSR should be OK. What does the president say.

 

Ok I went through a stack of flyers that I have and the car shows that help out charities all say registration........proceeds to help the ............ I dont want to write out 50+ receipts for people's taxes. Most people that go to a charity car show do so for the cars, the charity makes you feel all warm and fuzzy inside, but again its to see the nice looking iron. So the change to "registration" is fine.

we need to keep the price as even as possible. we will have to get change prior to going to the show, and I dont want to have to get $50 with of singles, the ladies will think we are all going to a strip club later. $15 will be the preregistered and day of price. we can put something like "50 goody bags and dash plaques to the first 50 registered" that is the reason to get the registration form in early........get your swag. we also need a cut off date for preregistration. I dont want to be up until 3am the day before the show going through registration forms.

I'm still waiting to hear back from CICCI about our non-profit process, as soon as i get something I'll let you know. Also we need to think about all the book keeping material we will need. we have to be able to keep track of the cars, and a way to identify the cars once they register. We need another meeting, either in person or phone/internet soon. It would be nice to get a member of the CICCI board to attend.

 

ok so i heard back from Ray. He said that unless we want a bank account, write checks, sell items, or pay people to work the show, we really dont need to be a non-profit. So in order to save aprox. $1200 in processing fees, i say we hold off on the non-profit status for COM. I asked Ray for ideas on collecting money for the show, but here is what i'm thinking. We take all funds at the gate. Preregistration gets you in line for the swag, and thats it. Say if 20 people preregister we hold back 20 dash plaques and bags, and give them out when they show up. no need for a PO box, just have them mail registrations to one of the member of the board's location and they keep track of the entries. with the money we get from the registration, we take out what is needed to pay back what COM owes to the set up of the show, then just give the charity the rest of the cash. There is alot that goes into a car show, and we may be already $300, $400 in the hole before the first person shows up. I dont want to be so far in the hole that the charity only gets $50-$60. I'm sure they will be happy with it, but we need to make it worth their time.


The President has spoken!

 

car show flier-4.pdf
Jason,(Chisler)
Donation has been changed to registration
preregisteration I added as ends Aug 8th - please allow time for mailing (can change)
Added: Registration at show opens at 10AM since that makes sense with the show starting at 11 - if not let me know what you want
Checks are made payable to COM currently on there
There is script already there about the first 50...dash plaques, etc...
Paul - I enlarged and changed script to white with no back-screening for the wine sampling script. This makes it more noticable.
Please keep in mind that Jason (and his lady) and I are trying to keep this looking cool and attractive and not looking like a newspaper full of print
I added my name and number as a contact along with Jason - I am fine with that, just let me know how I can help. I can create a spreadsheet we can use to just plug them into as they come in...just let me know what you need.
Funny - no one noticed the times were missing...lol...but they're back on

 

David it's coming together!
Are we really having Crossfire classes (i know stupid question)?

Cause if we are shouldn't it be:
Crossfire
Crossfire Roadster
Crossfire SRT-6
Crossfire SRT-6 Roadster

OR just:
Crossfire
Crossfire Roadster

 

We will keep the classe as they are. I like the idea to expand later, but we have to keep cost down, and still be able to have a class for the three main crossfire types. if a SRT Roadster shows up, then they can decided if they want to take part in the SRT or roadster class. I like the look of the flyer. it is so much better then the average flyer passed out. Honestly it is in the same design class as Chryslers at Carlisle or the Mid-Atlantic Mopar meet at Mason Dixon.

 

Do we / should we define what "Late Model" means? 2000 and newer? 1995 and newer?

Per Jason (Chisler) -- do we need to change anything else? Personally, I still think we should open a COM account (even if it has to be under someones name) -- it could be payable to Person c/o COM or something that differentiates it. Also, I think we should take registration in advance. People send money and they have some level of commitment show up. If not, they could nix it. Taking money in advance gives us some cash to work with as we go into the event. Just my 2 cents.

 

thanks Mr president. it is a team effort from your marketing dept!

I think you are right, even though my vote may not count - save the $1200 and move on....

So the cut off at the bottom could read - 'First 50 registrations get free dash plaque and goodie bag. You can pre-register before August 8th by mailing this form before August 8th. All registration fees will be collected at the gate '

or something like this...

 

Paul-- We should have a COM bank account soon. We will then be able to take preregistration. We will be under CICCI and the charity so we dont have to be a separate non-profit. The Historic class is all cars with the historic plates. we can put a little note on the flyer to cover that. Maybe something like... Historic (Historic/street rod tags), so late model would be all other cars without those tags.

David/Jason the flyer is just about finished, so lets hold off with the changes. we will have a mailing address soon, and once we get that, then you guys please add the address and add the detail about historic/street rod tags only in the historic class. We can close preregistration august 1st.

All members..... lets get finial ideas and changes into our Marketing Department (hahaha I like that) by monday march 19th. we need to get our flyer out to the different websites soon. also cruising season will really start in April, so we need to be ready.

 

Hey David/Jason, we need a way for people that preregister to pick a class. So, in the preregistration area, how about replacing "Participant Pick Awards" with "Select Class".........or something like that. and maybe putting a little check box by each class, whatcha think? I dont want us putting people in classes they may not want to be in, or trying to figure out what a Ducati 750 GT is. We should have the bank account and mailing address soon. Then you guys can roll out the final flyer and we can start stuffing cars.

 

I feel like sleeping beauty! I am missing something here. Based on all I've read; we are going to make $0 dollars for the club. Is this a true and accurate statement? I initially thought that we would be donating a "portion of the proceedings to the shelter and that the shelter would have its own donation thing going on at their booth/tent. No big deal either way but I do suggest that we start planning another venue to "make money for the club. That would justify having a bank account!! Okay...............I'm ready for the slams!

JAmes

 

no slams for you sir. The club needs to refund the members that put up money for the show. so if the members put up $300 and that goes to trophies and whatever the club has to pay that back with money brought in from the show. so the first $300 will go back to the members, and the rest will be given to the charity. Everyone needs to keep receipts for money spent on items for the show. charity shows are "break even" shows. In order to do a fund raising event, then we do have to be a non-profit/club status and that means paying processing fees. we can have money in our account after the show and the charity gets what we can donate to them, but before 12/31/12 all that money needs to be gone and accounted for. it can be used however the club sees fit, but it has to be accounted for.

 

I did make changes to what you have stated on my copy and sent over to Jason and his lady.
I moved the script "Participant Choice Awards" up to the top area, thereby changing the lower portion as a place to check which class they are registering for.

I added the 'Historic plates....' script next to that class

Just trying to keep up with them as they come in.

On a completely different note, maybe you guys already saw this but now you can save your vehicle information on ebay motors, and during the launch you get entered to win a new Challenger by doing so....

 

Great banter all. We need to conclude the discussion on the flyer edits and move on to operational needs for the show. The Board needs to agree on and confirm the final version of the flyer and but it to bed. Dont forget the other requirements to pull our first show off with a bang. We need to have great awards designed and presented for production asap. If we have great awards they participants will return next year and more importantly "show and tell their friends that COM gives great swag and awards". But the flyer to bed, so James can forward a schematic to his awards guy for a proof.

OK on the bank front, M&T Bank requires three persons to be present, submit photocopies of their driver's license and sign the card at the same time the account is opened. So we need to schedule a meet during banking hours to facilitate COM's account. Please weigh in.

GREAT JOB ALL.

 

Okay guys! As chas stated: I'm just waiting for the final version of the flyer. at that time I willbe able to work on the awards along with the Dash Plaques. I will post any and all designs fopr approval by the Board. asfter that.................it's time to get a movin'! Feel like cruisin' later. Such a nice day!

 

FYI, thanks to Dave B., Crossfires of Maryland/COM has its tax ID Number and bank account task just about completed.

Organizing Club --- DONE
Getting Maryland Members Involved --- DONE
1st Car Show Location --- DONE
1st Car Show Date/Time --- DONE
Flyer --- DONE
Bank Account --- DONE
Awards --- pending
Dash Plaques --- pending

We're moving right along folks due to commitment and efforts by everyone involved. Good job all. We have accomplished a lot to date and there's more to come. Great Group of workers.

 

Great! If the flyer is done, get it sent around. I'm ready to start marketing!!!!! Shaping up quite nicely for our first event.

 

OK guys, here is what we need. Can someone confirm who you want the checks made out to - saw a lot of opinions but clarify how it ended up.

Secondly we need to know where people are going to send pre-registration forms to (address) or did you decide that you don't want anyone to preregister - not clear on these two points.
I can add whatever the answers are to morrow and send you my copy as PDF ....however I think Jason (xfire) and his lady were trying to spruce up the resolution on some of the graphics...haven't heard how they are coming for a couple days now...but they will need to know these answers as well.

If you want, I can go ahead and send my copy out tomorrow and get everyone's approval - then jason can do the behind the scenes stuff later - you will still be able to print good enough quality sheets to use for now for sure

 

update - I just realized Jason emailed me at my work address - here are his updates:
We're trying to keep up... between the post and your updates I believe we're covering everything. I'm glade this isn't up to one person to do the flyer as things could become a bit ridiculous. And once we both have all the information I'll send you over our final draft to compare to yours and which ever one everyone would like to use is fine by us! We're still working on the website little by little but it should be up by the time the flyers get printed.


Just an fyi we're listing automotivephotography.net/com on the flyer so people can print there own or email the link to there friends.