NacFest 2019!

[Rock2pus]

Hey all! Definitely time to get some discussions going about the event this year and what's left to make it happen, be better, and run smoothly. I welcome any and all suggestions it looks like we will be hosting some folks from the MWC and also there will be new faces to NAXJA as a whole, so I'd like to to see our best foot forward!
This is an odd one, but I've gotten a couple questions in the past couple days about availability of the event shirts in 3XL. I can get them for no more charge, but it's not an option on the registration. How can I go about adding that?
Rich

 

[MrSimon]

I added the 3XL option for shirts.

I agree! There could be a good turnout with a lot of new folks. Here are the things I think we should focus on getting right:

1. Parking lot organization and group formation! I will be in the parking lot early all three mornings with the banner up and a registration table on my trailer. That's pretty easy for me and gives people a place to gather. Organizing groups is always a pain though. I suggest that as people check in with me at the table, I ask them what they want to run and then I simply assign them to a group. I will make up some simple sign posts, set them up out of the way, and tell people to pull in behind their sign. Once everyone has been put in a group, leaders will naturally emerge, or we'll assign them. If people ignore their assignment and jump lines, fine. But at least we take initiative and get things going. This will likely only be needed on Saturday.
2. Communication. Sometimes new people don't know where to go at various parts of the day. I propose we put together a very simple one page info sheet that has times, locations, addresses, and a few phone numbers. Heck, we could even throw on some info for local stores people might need. I'll take a stab at this. We can post it online ahead of time as well as pass them out by hand.
3. Raffle. I simply don't have time this year to track down a bunch of prizes. I will handle Quadratec, but I need help getting other stuff.
4. Silly Prizes. People absolutely love these. We need to make it happen.

 

[MrSimon]

This is my first draft at an INFO sheet. It will be two-sided. Yes, I see the red circles need fixed, I already did that.

What else should I add?

 

[STROKER]

My only suggestion would be, it’s the same every year, like Jordan pointed out, is the organization and the “GETTING GOING” in the morning.

STROKER

 

[Rock2pus]

My only suggestion would be, it’s the same every year, like Jordan pointed out, is the organization and the “GETTING GOING” in the morning.

STROKER

Most definitely an issue in the past, we are working on streamlining that, and in my opinion, a hard set time for the groups to shove off should be part of the equation.
In that line of thinking, there was something I noticed at the anniversary event in Moab last year that should be up for debate. The general rule was that if a breakdown occurred, only those broken down and those that had parts/tools/etc. to help them stopped and stayed, the rest of the group continues on. Obviously, that can seem harsh and unfair, but no more unfair than asking the entire line to stop for a problem. There is also the issue of too many chefs spoiling the pot and slowing the repair process down, despite best intentions.
I thought it was worth discussing here.

 

[Rock2pus]

Looks great, Jordan! You mentioned another info sheet/handout to include with the package that would give people info about the area and where to get basic needs, such as food, beverages, parts, etc.
That absolutely should be part of it, and I will get a draft of that going. There are some new amenities nearby now that could be a big help to people, I'll work on that.

 

[xcalibur223]

If anyone still has that draft document for donations I can start reaching out to a few companies for them. Also Rich needs to post in I believe the president forum stating a rough estimate of attendees and the dates to request raffle prizes from national. I believe only chapter presidents have access to that forum or I'd do it again. Hopefully they can get us some actual prizes and not all gift certificates at the last second like last year. Gsequoia was in charge of sponsorship last year (not sure if that's changed) so he's the guy we have to try to keep on top of.

As for the getting going in the morning.. once we have the event forum up.. maybe we can ask people to volunteer as trail leaders each day (with possibly some incentive?). That way at least we can tell people where to go and line up when they get there each morning. Also start a thread explaining the trail difficulties and asking people what they'd like to run each day so people aren't flustered trying to decide on the spot first thing in the morning.

 

[STROKER]

Agreed Rich, the entire group should not stop, just so long as there are 2 rigs.

STROKER

 

[Rock2pus]

Paul, I have a NAC letterhead for that, I'll send it to you, and the help with that would be great. Yes I am most likely the one to do the request from national and I'm trying to read the tea leaves as to how many to expect this year before I put in for it.
Ben, I'm glad to hear some input on that. Realistically, I'm not concerned as to the number of rigs that stop and stay, so long as its reasonable to believe that the repair can be made. If it takes more than two, so be it. I think we're all of the same mindset, it's not about abandoning anyone at all, that will never happen.
I'm in for predetermined groups this year, and I'm working on how to do early/evening check in to help speed things along in the morning too.

 

[MrSimon]

I will have a really good idea of who's coming and what they drive based on the on-line registration process. That will help get a feel for what kind of groups we need.

Honestly, I think the best thing is to have big clear signs posted .... then we just point and say "go park in line behind sign #2" etc.

We kind of did that with the colored flags in years past. It worked pretty well. We'll just take it up a notch with signs. Same concept though.

Personally, I think evening registration is tough. It's a pain in the butt ... and if we're organized well in the morning it'll go smoother.

 

[Rock2pus]

I don't have a problem handling evening sign-ins if it helps the mornings go faster, especially if the people are pre registered. Check em in, Tech em in, and hand over the goodie bag.
Trying to streamline the mornings as best we can.

 

[Rock2pus]

Getting closer......
I have dash plaques in hand, and the T-shirt design is down and ready to go when a good count is close. The food for Saturday nights dinner is arranged, again, a final count needed but not required until 2 weeks before hand..
I'm sitting on the raffle request from national until after the 1St of June to get a best count. Hopefully some more will sign on before then with a gentle push!
Rich

 

[xcalibur223]

Hey Rich can you send me the NAC letterhead for vendors so I can reach out to a few companies?

 

[Rock2pus]

Hey Rich can you send me the NAC letterhead for vendors so I can reach out to a few companies?

Hopefully Jordan has one on file? I'm still fumbling looking for the one I have.....I'll text it to you when I find it if he doesn't have one handy.

 

[MrSimon]

Paul, what's your email?

 

[Rock2pus]

Hey Jordan, couple ??s.
1: do you still need these seats/sway bar/discos?
If not I'd like to list them.
2. Are you certain you won't be able to make it? If so, did you cancel your cabin? We have a couple folks who may need one.
3. I haven't heard from John in a bit, unsure if he is deployed or not. Are you still in possession of the checkbook? I could use it to square away our dinner and shirt payments, plus reimbursement to carol for the dash plaques.
I for one hope you still can come.

 

[Rock2pus]

Keith will be taking over my corner cabin. I was at TwinGrove on Monday and confirmed we have the pavilion, and that no, they no longer allow use of them free of charge no matter how many people are staying there. Squeezing Every penny still!
They at least OK'd me coming and going for no charge, so that's a plus.
I may do an additional BBQ for everyone one night, and if we can get our pool squared away might do a little pool party thing if the weather holds.
I found out where Buddy's gets their smoked sausage from...

 

[MrSimon]

• Go ahead and list those parts
• No, I won't be able to make it - not only is work crazy, but my wife is pregnant with another baby!!
• Someone is welcome to use my cabin - I'll email you my confirmation and you can decide who to give it to.
• I emailed you and Paul the Raffle Request sheet along with an Info sheet I think is pretty cool.
• Money - I can either mail you checks, or you can just send bills/requests to me and I can distribute the money.
• I'll email you and Paul a list of T-shirt sizes and registration details later today

 

[ehall]

FB shows we have 20 going and 150+ interested but I know the numbers are wrong

If we can get a list of raffle prizes I will post them, may get a few more subs

 

[MrSimon]

That's why I gave up on Facebook. It's not accurate.

There are currently 43 adults and 6 kids officially registered. That's a very good turnout! This will be one of the largest NACFests in a while.