Event Coverage Thinking of Starting a HotRod event, What do I need to know?

Just like the title says, I have been thinking about starting an event and would like to learn from others who have been down this road.
The event will be in the Midwest and will be a driving event, not a parking lot show. I don’t want to disclose too much until I am ready to provide specific details. But I can promise, it will be unique for the early HotRod and Custom crowd (especially for us in the Midwest area).
I’m not doing this for money, in fact I would prefer not to charge participants. Doing it purely for the love of hobby and the history of the Rodder’s before us, the comroddery, and the great cars.

I know it takes time, help from many volunteers, etc

What else do I need to know? Things like legal and insurance liability, etc??

 

If you start an event take charge! You do need to listen to people but maintain control.
Make sure everyone is on the same page about rules ect...

 

I organize a cruz every Fall for club members & friends,...just had one last weekend, 22 cars on a 45-50 mile trip ,...I plan the route and run it a few days ahead to make sure there's no road construction, etc. We have a gas/pit stop about 1/2 way ,..we only drive about 40 mph.. We stopped at a park and enjoyed the lookout over the Mississippi River after driving across the new Savanna/Sabula bridge. Our run is open to all collector cars.(don't ask how that Van got in there)
no charge....It's not that hard to do, just keep it laid back and fun. Maps of the route for everyone are a good idea in case you get split up

 

Is that like "take charge!", only different?

 

Good event for the other park visitors too.

 

This IS the most important thing if you want to have a true traditional "Rod & Kustom" event that will grow like fire.

You are not doing a "static type show", but you still must have hard core rules if you want traditional cars/trucks to come in droves to do your type of driving event.

Pure traditional "static shows" are growing rapidly here in Southern New England, I doubt any area in the USA has as many hard core shows than are here....... and please read why...

You will take so much shit in the beginning if you stick to strict rules about "what" gets in. You will get slammed for not taking in "all collector cars". But that IS the reason you will start getting more very long distance, fantastic cars to attend. These hard core owners are tired of going to a typical show or cruise and having their hand built ride ignored by the people who gather around new Challengers and Vettes.

You WILL end up getting owners arrive that never take their cars to any of those events...and word travels fast if you hold your line about keeping the cars/trucks, "on topic". The minute your crew gives up and lets crybabies in, the event will never grow in leaps and bounds.

It is not being elitist at all, it is all about not letting cats into a horse show.

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Talk to an insurance agent about a one day policy covering the day of the event. If something goes wrong the lawyers will come after you as the "event coordinator". Every car show and cruse in our area does this. At cruse night $5.00 is collected from each driver to cover the cost of insurance.

 

If he takes change at least he'd have coffee money

 

Since the passing of Randy Nash (Deuce Roadster) I have been a part of the All Deuce Run every year with Bill Roades, it is a one day driving event.

We have people coming from several different states attend and with that in mind we decided to have a Friday night dinner for the early arrivals, a time to talk and get acquainted with each other and usually back to the motel and enjoy each others company.

This has been well received and adds to the event.

There is absolutely no charge and I send out a e-mail to all past participants on my list, get a quote on the motel rooms for Friday and line up a restaurant to accommodate the group.

Bill does all the prep work, He makes maps to pass out and decides what route we will take from our starting point in Mooresville, N.C. through the Blue Ridge Mountains, we have several rest/gas stops and we always have a scenic overlook site for photos and then on to our destination for a late lunch, then everyone goes their separate way.

I would be remiss if I didn't give a nod to Tom Hassell that has been a huge help to me with is photo's promoting the upcoming event which I post on the hamb and in the e-mails.

Next year will be our 19th All Deuce Run and it will probably be much like the past years but Bill & I have talked about doing something entirely different for the 20th All Deuce Run, but we have to get past 2019 first.

I will say it's not easy but The All Deuce Run is always fun. HRP

 

I spy a Flamingo `61 Hawk in the mix.

 

yep, best to have some type of basic map or list of stops - and at least a list of some of those in cruise with cell phone numbers - even simple pit stop for gas can cause delays if only 1 small gas station is there - whatever stop for lunch/dinner is chosen need to talk to owner of restaurant ahead of time to make sure that they can handle a big influx of diners at one time - whoever is leading the group needs, as best as possible, to maintain a realistic speed - have gone on cruises where the lead car just speeds on down the road, not checking to see if others behind them - the last car in the cruise has a very important job, by watching for a break in traffic where everyone can/needs to move to another lane and pull into that lane to keep it open for others to move in to it - the bigger the group the harder this is - if someone has problems that is where the phone list comes in handy - have had someone that needs to pee just pull over to side of road - then part of cruise stops for them not knowing what is going on and lose view of others - plus, many others in traffic don't care if you are on a old car cruise or not and will just cut in wherever they want - but, rewards are great for doing this - to be on a long curve of a country road and seeing a rainbow of colors of all of the cars in cruise is fantastic - one time on a cruise along Calif Coast had stopped along the highway to see the beautiful view - there was a tourist bus there and they were all taking pictures of the cars rather than the ocean view - etc - have the most recent posts below - some making this way too complicated - if you are trying to do some large scale operation like The Goodguys or something that is one thing - if you are just trying to get-together with like minded buddies, and other locals, for a low keyed ride just to enjoy the day that is another thing -

 

If you're a young guy, remember that we older fellas need to stop and pee, pretty often. Route map, including fuel and restroom stops is a good idea.

 

Restroom stops as a man the world is my rest stop.

 

I corrected my first post. I was trying beat the end of brake buzzer.

-You have to listen to your help, but you need to have the final say.

-You need to make sure everyone knows what is happening leading up to the event and the day of the show.

-Have a plan B and plan C.

 

We (Crossmembers CC) have been putting on the Hot Rod Hundred reliability run for 5 years. A couple key components: A good route with minimal left turns in congested areas, and staying away from congested areas in general. A few stops along the way that are interesting, including scenic things, or Hot Rod Shops that will host you for a half hour or so before you move on. Also, picking a good date. Depending on your part of the country you don't want it to be too hot or too cold. It's always a gamble. Less is more. It complicates things if you need to collect money. We collect $25 and it includes a shirt and lunch at the end, but we had to set the club up as an LLC to collect money and be all good with the goberment.

 

Your brakes have a buzzer ?

You're right you just can't win

 

I sure do like this little 65 Chevelle.....Just Right!

 

How about a chase truck, to follow along and be the last one in line, in case anyone breaks down. I suppose it doesn't have to be a truck, but something that can haul a light tool kit at least. Eh, trucks are cool, make it an old truck.

 

I'm gonna subscribe to this thread for any more input. I'd like to do the same around here. Lot's of parking lot shows; but very, very few driving events. Personally I'd much rather do a driving event than a parking lot show. I've been waiting for someone to start one, guess I'm gonna have to do it myself....

 

All the promoters I ever knew ran off with the $$'s as fast as they could and were later caught and shot.

 

Blues4U, check out the Aces Poker Run. It's a great event, in your neighborhood.

 

You can trust me Jimmy!

 

YEs, I've done it the past 3 years. I need more!

Not sure I can do the poker run this year. I have a wedding to attend that afternoon. I think I'm gonna head out and do the poker run, then skip the bbq and head home to get ready for the wedding. The wife will probably not be pleased.....

 

Well, I can’t run very fast so that’s going to be a problem.

I’m not interested in making money with the event.

How early in advance do I need to advertise and get date picked?

Has anyone used a particular insurance company to cover an event?

Do I need a waiver for every participant to sign?Does anyone have a good waiver example?
Should I have an LLC so if some jack wagon f’s up and hurts someone or themself, I can not be held personally liable?

 

In Wisconsin, shitty weather is quite common.....year round. You might want to do a "flash mob" type deal. A general notice of the guide lines, times, starting point, length of run and a approximate time frame (month) on the H.A.M.B., Facebook or something similar. And with a follow up of the actual date 5 days or so before the actual event..... when the weather looks good to go. When the weather is lousy, most outdoor events suffer. Even if you go, many others won't, especially the nice cars, so the car quality goes down too. I'll usually skip, not because my cars are too nice, it's more of a "too lazy to clean up a dirty car" syndrome.
May I suggest a "flat windshield cars only" event.

 

I helped get a show started. We did promotion for one full year!
The weaver is not a bad idea. I have been told by race promotors weavers really does no good once a lawyer gets involved.
I would check with the Sheriff's department about permits perhaps an escort.

As far as promotion goes I would avoid the term Traditional Hot Rod, and instead use Period Correct Hot Rod. We on the H.A.M.B. understand what a Traditional Hot Rod is but not everyone does.

I ended up doing the P.R. the day of the show with the tech-NO rod people. (We had a preferred parking area for these cars)
One women wanted to know why her mid 1990's style 37 Ford was not allowed on the main show field, because there were 37 Fords on the show field.
Went I told her because the other 37 Fords Traditional cars.
She said "My car is Traditional it's not chopped!"

 

Here's my suggestion: Gather up a group of people. Talk amongst yourselves to decide what constitutes a good event. Decide on a route, with stops for scenic pics, and lunch, if the drive is long enough. Make it a slow, pretty drive in the country. Be sure to have someone take lots of pics. Have the day end at a place where you can park all the cars together, that offers food and drink. Do that a couple of times a year. Each time, figure out what was fun and what wasn't. IMO, after you know what works, put on the first event. Stay small, at first, so you can get feedback from participants. I love poker runs and events where you drive with a group of rods and customs, through the best part of your area. Were I closer, I'd be part of that first group. Good luck.

 

Thanks,..the 65 is my car, all original unrestored except for 31 year old re-paint,...my buddy owns the factory V8/4 speed Hawk,..it's been restored...

 

...I've never thot about insurance really,...no one pays to get into the cruz, just a bunch of cars going the same direction and each car has it's own insurance,...and I'm just the first car in line,...?...actually our club,( the Tin Butchers), has insurance for our yearly show and our policy covers any club event for the whole year.

..if you get more organized and have people sign up or pay, you mite consider insurance.

 

I think this is your best bet.
I have been asked to help with a couple shows, I find they are like group projects in school. One or two people do most of the work, and everyone else takes the credit.