The thing is there are no previous meet numbers... this would be the 1st S2000 Supra Meet that I would be presenting to vendors and sponsors (even within my exisitng vendor network).

The hotels I contacted would not offer a group rate unless we confirmed a minimum number of reservations. And local restaurants are looking for the same thing, they all are looking for solid numbers. In this economy, gone are the events that could be funded on speculation and possible attendees. Business want some solid info.

This event "The Mega Meet" would be a static venue event.
The Gumball style run is another entirely different project that I am collaborating with HighwayStar Garage and FKS.

In regards to event planning, this is what I do. I've been coordinating automotive events for 14rs and own an event company.

The thing with a Mega Meet project is that I cannot do it alone. There are a large scope of details and I already have 6 events on my desk for 2011 which I have most of my annual budget and staff tied up with.

 

I have venues avaliable for May.

Unfortunatley closer to Fall my attention will be focused on another large scale event that we are collborating with StanceWorks, SimplyClean and SFL Drifters for Nov. That event is expected to be 1500+ cars.

 

I like the way you think!
Do work son!!!

 

sounds like you have "a version" of how it can happen nailed down pretty good.

you don't have previous numbers because you have not tracked down and talked to the people who have put on previous statewide meets.
over the past 8 years there have been many.

I can tell you that the last successful mega-super-whatever pulled in about 150-200 people over all with about 100 or so cars.

We have done cross-forum meets with NSX-prime that has seen relatively the same kind of numbers. these meets had over 8 months of planning and 4 months of active forum marketing and sign up periods. I would use those numbers as optimistic returns for any kind of barometer for future events.

I dont know how you are going to market a meet to us not knowing what you can offer until you have us all registered but, hey... it could work.

You are completely right about the hotels, though. that is what i was getting at referring to contracts and attrition.

If you don't use projection numbers, you wont have anything to present to vendors. if you don't have vendors or other incentives to entice participants you wont have any registrants.

if you have 14 years of event planning, I assume you know how to do a quick demographic study (using say, a SWOT analysis as a template) and maybe some shallow research ( https://www.s2ki.com/search/forums?f...uery=supermeet ) to come up with solid projections on our depth as an s2000 community. That, and a quick poll in the FL forum (describing the event you have in mind) should give you solid feedback on the amount of people willing to attend.

You then use this data to formulate a pitch to prospective vendors, sponsors etc.

that's what we did, and it worked out seamlessly when there was an interest...but that was way back in 2009.

Look, I don't want to get into some kind of pissing contest about who has planned events more than the other or who has better knowledge. I am not going to tell you how to bake your own cake. you have what seems to be a lot of stuff in the works. if it is to be in Orlando then I am sure Josh is on point helping you out with logistics.

If you need/want mine or any others help on something let us know. When not in a managerial position, I take to direction very well. tell me what you want and i will do what I can to help.

 

Primo,

I agree, the past events that have taken place have had good attendance, however from a marketing standpoint, a different organizer is well, a different organizer. Vendors won’t care what someone else has done; they'll ask me what I can do...

Personally 150 cars is on the low end. I was crunching numbers for 400+ cars and that is what I've been going off of.

I am not going to market is to s2ki.. Each CO will be marketing it to their own communities. It will create accountability within each sub forum.

Its not about it being a pissing contest, I just prefer to establish that the COs and organizers behind the event are competent, experienced and capable of preparing this type of meet. The more organized the meet the more the community will respond (i.e. Homecoming) however if COs and other forum members are negative and try to poke at the organizers it discredits the organization of the meet and people will fail to attend.

Banter back and forth should be done via phone, text, PM or in the CO forum. Its not in the Meet’s best interest for it to be public.

 

SPGP 2011....hella yeah.

 

J

 

I say hold it in the Keys!

 

Thanks.



But ... the last effort for a large-scale meet was to be near this area ... and, if the location WAS the reason for it failing then it won't hurt my feelings if we need to just avoid the topic and pick another location. But, that would reduce the interest in the local sponsors for this particular geo-code.


However, with an accessory feature like Karting at OGP ... it may be possible to have the meet in Orlando or Tampa and those that elect to participate would just drive up (about 2 hours ) to do it. The prize(s) for that particular part would be easily based on a Karting challenge and/or simple raffle. That would be my suggestion anyway.


Still ... keeping it simple and inexpensive I believe will constitute a more eager interest (and commitment.)


I would even suggest setting up a Paypal 'charity' fund just for this yearly event. Accept $1 donations from anyone wanting to help the cause ... even if they can't make it. I know I would.

 

OOOOOOOOOO !!!!!
That would be fun.