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Decide on a place to venture out to. It could be a location you think would be interesting to other members. A sightseeing destination. A national, county or regional park would be a possibility. A place that offers others a unique experience. A place you would like to share with club members. Restaurants, museums or special car events are ideas worth exploring.
First And Probably Most Important Rule
When all else fails, ask a seasoned Group member for help. Jack, Greg, Heidi or Rick would be great starting points.
Decide on a date which is free. Check the Group website for any and all open dates. Notify the Events Coordinator(s). Weekends work better. Sometimes weekdays work but for some reason weekends are more successful.
Pick a fun route that utilizes the reason the cars were built. A traditional club starting location is The Bean at the Plaza. Keep in mind that some people don't like really twisty fun roads as much as others. A good route mixes it up a little but scenic, obscure roads are more fun. Find a route where you can keep the speeds down without being a traffic hazard. If the route is longer than 1:30 make sure you arrange to have a fluid evacuation location available. Most of us are old.
Make reservations with the restaurant or any destination that accepts them. Restaurants don't like surprise visits. Count on between 16-18 as a starting point for any restaurant. Make sure you call the destination when you have to make changes. Confirm a couple days ahead of the event. Again restaurants don't like surprises. Tell the manager you will call with changes and/or a final number at least 4-5 days in advance of the event.
Do a pre-run and make sure directions are acurate and roads are open.
Set a date for RSVPs. About 5 days prior to the event is a good time frame. Expect members to call or email after the RSVP date and ask to go. The answer is always yes.
Provide directions either on line or copies at the starting location
Choose a driver to be in the back as a sweep to see that all your cars are keeping up, there are no car problems and no one gets lost.
If there is going to be a hotel involved make sure that it is somewhat affordable and available. Here is where it might get a bit dicey. Some hotels require a concract and a deposit. I try to avoid making a deposit on a credit card because reservations are fluid and plans change and any time a deposit is required you can count on someone cancelling. Best practice is negotiate a block of rooms by a certain date. Most often that date is a month or so before the event and then rooms are offered to the general public.
Enjoy the day.