etli

Hi Folks,

So recently, I've had a chance to observe Car Show / Event Planning from (sort of) the inside. I thought I'd put down my thoughts, observations, and reminders for myself and anyone else out there in the future. I know that event planning is actually a huge field of stuff that has to happen but I thought I'd take a crack at condensing it somewhat for my own future reference.

Feel free eveyone to add what might be relevant;

I've read that a mark of a well-organized show is that if you - the organizer - is not there, all of your staff are perfectly able to run the whole thing without you.

I've found the following sites that give a general list and process for what to do;
http://www.carshowpromoter.com, http://www.hotrodsandclassics.net/us...owplanning.htm
http://www.zcca.org/downloads/CarShowPlanning.pdf

Tips:
1. Get it in writing. Or at minimum - email. A car show involves a LOT of obligation, timing, organization, effort, and money. You want things spelled out, you want to have buy-in from all parties, and you want things legally binding. We all know that nobody reads anything. People will sign any damn thing you put in front of them, but if they sign without reading it... well - perhaps they'd be willing to sign over their houses, cars, and bank accounts. You might want to get a CPA, or maybe (if you're really paranoid) a lawyer in on the contracts early on to review things in general.
2. Expect the unexpected - ok, I know that's a paradox, but at least thinking through the possible contingencies will hopefully prepare you for dealing with life's little FUBARs. What if it rains? What if you (the planner) can't make it? What if somebody's car catches on fire? What if no one shows up?
3. Budget and Plan Realistically - Optimism is great for the soul but pessimism is good for the wallet.
4. Communication - So very very important in life, work, personal relationships. Poor communication will be the source of much pain and frustration for everyone involved.