*Older mtg recaps underneath*

Meeting Recap of Nov 26, 2011 - Trish
Lydia & Alex (GMU Patriot Motorsports) weren't able to make it to the meeting, but Paul (p350gt), Ken (PAIXAO, NGC) and Chris (WhosThisGuy) sat down and talked a little bit.

Tentative date for the drive: Sun, Apr 22; rain date: the next Sun, Apr 29
**** WE NEED TO DECIDE ON AN EVENT NAME!! ****
Question for Lydia/Alex/PMS: *** PERMIT? Do we need one if we’re in Mason’s lot? ***

Entertainment/media
-Photo/Vid - Kim, Jeff, ??
-DJs – possibly Ozzie, Robbie, etc.
-Entertainment – talk to Atomic Goofball about informal bboy session?
-Radio Promotion
----Tommy- knows people from 99.5
----Chris- knows radio station in Fburg
----contact as many radio or news stations as possible: draft up a letter requesting promotion, or a loose phone call script
-Think about an activity section for kids
----Face painting
----Crafts/coloring

Raffles/Vendors
-Think about food vendors – Morgan knows someone
-D&B (? I think that’s what they said. Sry, im not from nova so idk what the shop name was) is willing to contribute.
----Ideas for Ken to suggest to them?
------Any kind of donation that will allow them to set up a booth
------Or raffle off a full detail package
-Corey – maybe?
-Ken – (2) weekend stays at Clarion Hotel, Oxon Hill, MD
- Canibeat
-Mischief.tv – talked to Dustin. Raffle/merch, promote
-Talk to Frank from Hill’s Garage

Making the final donation from the drive itself
-CHECK FOR: any legal requirements to fulfill before making the donation

What can NGC/Ken do to help?·
-Think about what additional raffles/vendors can get set up
-Ken – get someone to ask CPT where to look for vendor/logistical info; talk to Tyson’s Nissan for some small giveaways; talk to Children’s Hospital – get a contact

Car Show
-Think about where to get trophies/plaques
-Think about setting up pre-registration (Paypal, google?)
-Best car crew
-Stanced
-Exotic
-Domestic
-Foreign
-VIP
etc...

Random notes:
-Portapotties! Call companies and ask them if they’d like to donate or offer discount
-Need volunteers to collect $
-Get silicone bands
-Entrance fee $10 per car; show cars - $15? We can talk about this as a bigger group soon

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Meeting Recap of Sep 29, 2011 - Megan

Hey Everyone!

I just wanted to let the UNclassified members know what we talked about during our meeting last night with the GMU car club. There is a form that we need to fill out to be able to reserve the lot and we need to discuss/look into some more details about the event. We need to be able to get Mason to classify this event as a “Mega Event” so that we can get them to provide electricity and other stuff. Here are some things that we discussed:

· To reserve a lot there is a $250 fee OR if we can fill out form and prove economic value for Mason we wouldn’t have to pay the fee

· Auto cross???? (not really sure what this is or what it’s about, but Jeff told me to write it down)

· Mason is having a Halloween party before our party (on the same day) there will be racing (in costumes of course)

· If the vendors that come out give raffles they will not be charged, but if they do not provide for raffles they will be charged a flat donation

· We should buy/have a receipt book to provide proof of donations so people/companies can use it on their taxes

· Food vendors (do we need them? What kind?)

· Porter Potty (events management at mason has a company should we use them??? Or Sleepy’s company?)

· One of the forms is the major events check list (which includes an estimate of attendees and this must be submitted by February??)

· Day before and day of put up signs on campus to let people know where to event is and how to get there

· DJ? Equipment?

· 8-10 hours is how long we can have to lot for. We still need a date/day of the week/time!!!!

· Cheerleaders (Ask Scott)

· $4 per person entry fee/donation and anything additional is welcome!

These are just a few of the things and we still need to discuss this event more!! Please do not let anyone know about these details (not until after we have our member only meeting)!

thank you megzzz!!

thanks for the info! now we gotta make this happen! weeeeeeeeee

1st off...thank you magz for this thread and taking all the info that night...

2nd, i just got this in my FB pm on sat, but i was out of town and didnt check my fb since i left...

From lydia (gmu car club prez)

Hey so heres what we need to respond to in order for us to have the parking lot free for us to reserve:

Restrictions

The university's colleges, schools, departments, centers, institutes
and recognized student organizations are afforded opportunities to use
resources that are not generally available to the outside community. In
the case of events, this means priority for space, equipment and
services is given to the university community. In addition, fees for use
of space, equipment and services may be reduced or in some cases
waived.

The privileges available to the university community
are not meant to be extended to outside organizations unless there is a
genuine cooperative effort or partnership between an outside
organization and the university and a benefit to the university for
extending these privileges.

I wish i was here for this, and the rest of the events. But I will most likely be in California for a month beginning OCT 21st.

Good to see this is coming along!

Few things...

-Autocross would be awesome to have, but would Mason allow it?
-As for a DJ, you can put the word out that you are looking for someone to DJ the event and you may be able to get someone or a group to do it for free since its a cancer drive plus it will get them recognized by all the attendees
-Food vendors would be really good to have. Charge them to come out and then let them charge for food/drinks, but make sure they don't charge too much. People don't like paying $5/hot dog.
-I also suggest getting some models to come out.. thats always a crowd pleaser

Couple questions...
-Is this going to just be a meet or will it be a show w/trophies?
-Are you charging $4/person or $4/car?
-Which lot are you reserving at Mason? And before the event, definitely need to make sure directions are posted so everyone knows how to find the lot. I know at the mason meet this year some people drove all over campus for a while trying to find it lol.

-the autocross thing is for the a event that teh GMU guys are holding the day of the halloween party.

- as far as dj goes, we have two dj's in our club. but we will need to put the word our like jeff said.

- food vendors- we have to look into it. i agree that we need some that arent $$$$

- model's- if you know anyone that would be great!! i will ask around too =)

- this will be a meet/show i guess. the money from the halloween fund raiser will go toward trophies and what ever expenses we will have in order for this event to go down.

- pricing, i think $5 per person is what we talked about that day.

- we are going to use the same parking lot that the pray fro japan meet was held in. idk what the lost is called but i will get back to you guys on that.

I see its a cover fee to get in but why not make it say 15-20 to make sure donations are received kind of like a club. They get their cut and the rest goes towards donations. You can include like a hotdog and soda and say 20 to get in. Since its really about donating for cancer right?

yea but its hard becuz its not a club man

So is it a real Autocross event or just the name?

I have someone that could Model and/OR do the DJ. She does both.

She has her own DJ equipment and is willing to do it free of charge.

mrj wrote:

So is it a real Autocross event or just the name?

james here is a link to there halloween autocross event. and i will send you all a invite. so we can try to go out and have fun/show them some love.

MissMaggz wrote:

I have someone that could Model and/OR do the DJ. She does both.

She has her own DJ equipment and is willing to do it free of charge.

sweet maggie!!!! have you already talked to her???

Paul - She lives in my house LOL , when do you need to know by, Ill talk to her this evening and confirm.

Do You need her to DJ or Model though?

well the cancer drive isnt till spring. unless you was talking about getting her to model / dj at the halloween party =). we need a model/dj to help promote the party

Ill have to talk to her about Halloween and see if shes in town.

I'll ask her this evening.

Mystic Ice Gelato has started doing "Spirit Day" We could do one Spirit Day a month for Unclassified and this would help cover most of your costs if not ALL of them.

Spirit Nights work like so:

An organization, sports team, club, etc. picks a day to to the spirit club.
Both parties (the client and Mystic Ice Gelato) uses as many resources as they can to promote the Spirit Day. In most cases the "Fundraiser" starts at a certain time. (5:00PM-9:00PM, etc).

On the day of Spirit Day, during the time of the fund raiser 10%-20% of ALL sales (it doesn't matter if you are part of the group or some random guy that doesn't know anything about the event/cause/parties/etc. and just came to get some gelato) goes to cause.

If both parties do a good job promoting the Spirit Days then typically a lot of money is raised for the cause. We could probably raise around $750-$1000 by March if we do one a month.

What do you think?

i know several models lol. ill see who i can get to come out.

laserspeeddemon wrote:

Mystic Ice Gelato has started doing "Spirit Day" We could do one Spirit Day a month for Unclassified and this would help cover most of your costs if not ALL of them.

Spirit Nights work like so:

An organization, sports team, club, etc. picks a day to to the spirit club.
Both parties (the client and Mystic Ice Gelato) uses as many resources as they can to promote the Spirit Day. In most cases the "Fundraiser" starts at a certain time. (5:00PM-9:00PM, etc).

On the day of Spirit Day, during the time of the fund raiser 10%-20% of ALL sales (it doesn't matter if you are part of the group or some random guy that doesn't know anything about the event/cause/parties/etc. and just came to get some gelato) goes to cause.

If both parties do a good job promoting the Spirit Days then typically a lot of money is raised for the cause. We could probably raise around $750-$1000 by March if we do one a month.

What do you think?

that might be something we could work out.

RCE EATR wrote:

i know several models lol. ill see who i can get to come out.

niceeeee lmk what you can work out jeff

and this one from Trish's post on the FB group


ATTENTION:
a separate facebook group will be made specifically for organizing the
halloween/charity event. the reason for this is that posts in this group
get pushed down and people don't see important info. also, the group is
for active discussion, rather than a bunch of random stuff and jokes
like we are free to do here we have a focus, you know?

IF
YOU WOULD LIKE TO BE ADDED TO THE HALLOWEEN GROUP, PLEASE LET US KNOW!!!
i WAS going to just add everybody in this group, but i know people
don't care for a crapload of notifications. so please just let us know
if you wanna be added, even if it's just to be filled in

thanks,
trish


so pm me if you guys want to help out. and i will add you to the fb group.
thank you

hmmm nobody??? lol

i will be setting up a meeting with alex and lydia from gmu next sat around 8pm...still looking for a good spot. lmk if you want to join the group. we need this thing to pop off asap!!!

Good spot? What good spot? Did GMU not work out?

spot to have a meeting -_____- lol