Here is a list of things to do when preparing a gathering that I made several years ago:
Here are some pointers for organizing a “Gathering”:
Most of the cars burn Premium non-ethanol gas. So be sure to know where the gas stations are that carry it are. Also gas stops can be a good opportunity for the locals to see our cars.
Gas tanks on our cars are not very large and the cars vary in their MPG so plan on gas and rest stops every 100-150 miles MAX!!
Breakdowns are common so have the phone number of a tow service that has “flat –tow” trucks.
On the subject of breakdowns, be sure to allow extra time in your schedule to allow for these. Don’t have your schedule so tight that you can’t make a reservation if someone breaks down.
Don’t leave too early in the morning. Some of the drivers are old, retired, and not “Morning People”. 9-10:00am are good start times.
Try to have most of the drives end about 4:00pm. This will allow time to get back to the hotel to clean up before dinner.
Have emergency routes on your maps just in case someone has to leave the group and find a quick way back to the hotel.
Know how to get to the closest hospital from anywhere along the route.
Remember some cars are not as fast as the others or the driver does not like to drive fast. You are only as fast as your slowest driver. So plan on stopping and waiting for the string to catch-up. It is best to keep the slower drivers toward the front of the pack. That keeps the fast drivers from pushing the lead car too much. Don’t turn off the road that you are driving on until everyone catches up. Have a set vehicle be the” tail end Charlie”. It is always best to have it be a brightly colored one so it is easier to spot.
If it takes you 2 hours to do a specific part of your route while you are scouting, figure it will take at least 2 ¾ hours for the actual event. Traveling with a group takes a lot longer.
Everyone should have everyone’s cell phone number. This is good just in case someone gets lost. Two way radios never seem to work and sometimes even cell coverage is questionable. I always have my phone around my neck so when I get a call I can feel it vibrate. You can’t hear the phone ring in one of our cars at speed.
Have some free time for people to do what they want to do.
Try to have several picturesque spots picked out to have a group photo.
Some people can’t afford expensive hotels so know where to find cheaper ones or where to camp nearby.
Plan on visiting a few local points of interest but try to not spend a lot of time there. Everyone came there to drive.
Always warn local restaurants several days ahead of us arriving so they can have extra staff on hand to handle the crowd. It is always a good idea to call them the day that we are going to be there to give them a more accurate count and to remind them we are coming that day.
Long boring trips on a high speed, straight freeway, should be avoided if possible.
It is nice if everyone has a route sheet with them for that day’s drive. It allows them to know where they are on the route. Also a good state map should be given to each driver. Chamber of Commerce is a good place to find maps and things to do and see. Most CoC’s will put together packets for your group if you give them enough time ahead of the event.
I guarantee it will rain on at least one of your drives. So live with it!!!!! Most of the guys do not like driving in the rain. Think about modifying the route.
An evening that we can “sit around the campfire” to BS and tell stories, drink, relax, and pass out awards and prizes is always a nice touch.
Tell everyone when driving in a convoy to have their lights on. It makes them easier to see the string of cars. Remind everyone to turn them off at stops.
When driving through cities with stop signs and traffic lights it is very easy to lose people. So try to avoid them if possible or have a rallying point on the leaving side of the town.
Be welcoming of all types of cars to join the drives. Don’t PooPoo non-Se7en cars.
Wineries and distilleries are always a good idea.
Name tags for each participant are nice but the peel off kind NEVER stay on and are a waste of money.
Participation awards are nice but they are expensive. So if you are doing that be sure you can afford them.
Be sure to plan ahead. People are coming from all over the country for your event. Be organized but flexible.
Here are some pointers for organizing a “Gathering”:
Most of the cars burn Premium non-ethanol gas. So be sure to know where the gas stations are that carry it are. Also gas stops can be a good opportunity for the locals to see our cars.
Gas tanks on our cars are not very large and the cars vary in their MPG so plan on gas and rest stops every 100-150 miles MAX!!
Breakdowns are common so have the phone number of a tow service that has “flat –tow” trucks.
On the subject of breakdowns, be sure to allow extra time in your schedule to allow for these. Don’t have your schedule so tight that you can’t make a reservation if someone breaks down.
Don’t leave too early in the morning. Some of the drivers are old, retired, and not “Morning People”. 9-10:00am are good start times.
Try to have most of the drives end about 4:00pm. This will allow time to get back to the hotel to clean up before dinner.
Have emergency routes on your maps just in case someone has to leave the group and find a quick way back to the hotel.
Know how to get to the closest hospital from anywhere along the route.
Remember some cars are not as fast as the others or the driver does not like to drive fast. You are only as fast as your slowest driver. So plan on stopping and waiting for the string to catch-up. It is best to keep the slower drivers toward the front of the pack. That keeps the fast drivers from pushing the lead car too much. Don’t turn off the road that you are driving on until everyone catches up. Have a set vehicle be the” tail end Charlie”. It is always best to have it be a brightly colored one so it is easier to spot.
If it takes you 2 hours to do a specific part of your route while you are scouting, figure it will take at least 2 ¾ hours for the actual event. Traveling with a group takes a lot longer.
Everyone should have everyone’s cell phone number. This is good just in case someone gets lost. Two way radios never seem to work and sometimes even cell coverage is questionable. I always have my phone around my neck so when I get a call I can feel it vibrate. You can’t hear the phone ring in one of our cars at speed.
Have some free time for people to do what they want to do.
Try to have several picturesque spots picked out to have a group photo.
Some people can’t afford expensive hotels so know where to find cheaper ones or where to camp nearby.
Plan on visiting a few local points of interest but try to not spend a lot of time there. Everyone came there to drive.
Always warn local restaurants several days ahead of us arriving so they can have extra staff on hand to handle the crowd. It is always a good idea to call them the day that we are going to be there to give them a more accurate count and to remind them we are coming that day.
Long boring trips on a high speed, straight freeway, should be avoided if possible.
It is nice if everyone has a route sheet with them for that day’s drive. It allows them to know where they are on the route. Also a good state map should be given to each driver. Chamber of Commerce is a good place to find maps and things to do and see. Most CoC’s will put together packets for your group if you give them enough time ahead of the event.
I guarantee it will rain on at least one of your drives. So live with it!!!!! Most of the guys do not like driving in the rain. Think about modifying the route.
An evening that we can “sit around the campfire” to BS and tell stories, drink, relax, and pass out awards and prizes is always a nice touch.
Tell everyone when driving in a convoy to have their lights on. It makes them easier to see the string of cars. Remind everyone to turn them off at stops.
When driving through cities with stop signs and traffic lights it is very easy to lose people. So try to avoid them if possible or have a rallying point on the leaving side of the town.
Be welcoming of all types of cars to join the drives. Don’t PooPoo non-Se7en cars.
Wineries and distilleries are always a good idea.
Name tags for each participant are nice but the peel off kind NEVER stay on and are a waste of money.
Participation awards are nice but they are expensive. So if you are doing that be sure you can afford them.
Be sure to plan ahead. People are coming from all over the country for your event. Be organized but flexible.
