--- Bumped in case anyone fancies taking it on ;^) ---
Here is a list of tasks Andy and I went through while organising BBWF 2010. I'm hoping it might inspire someone to take on the challenge for 2011/2012/2013 oh ok, 2014!!! It's not an exhaustive list and don't worry about following things to the letter, but it should give you some pointers in the right direction.
If any past BBWF organisers would like to chip in too, feel free!
1. Pick a date = June and July is the most popular time of year, July being the best weather-wise, but try and avoid the British GP. This might involve a message on Pistonheads to discuss and pick something popular.
2. Get as many people to help organise as early as possible so jobs/responsibilities can be shared out! Like who doing the advertising, who doing the traders. who doing the sponsorship etc.
3. Pick a Venue = the easiest choice especially for a first-timer seems to be Ettington Chase, they are keen, like the business, it suits BBWF, and have already phoned me to see what date we want next year. If you are feeling adventurous look at other places, too.
4. Check with the TVRCC RO for the venue that the date is OK with them. Get them to put it in their diary. Hope that they turn up with a stand.
5. Do the announcements = on Pistonheads/Gassing/Wedges, and if you are a Club Member, in the TVRCC magazine (if it's on the TVRCC Events list then I think some club insurance covers members attending, too). Kick off a "Who's Coming" thread to generate interest. Wyn usually starts a countdown at this point and stays up till midnight every night until BBWF ;^) If the TVRCC get their act together, they may even bring the club stand along - ask them about this.
6. Confirm the date with Ettington/your chosen Hotel, they will issue you with a scary-looking contract but don't worry about this, it's just a formality. Go for about 70 rooms initially, this can be reduced nearer the time as numbers firm up, with no penalties.
7. Contact all the usual traders (and speculative ones) to make sure the date is in their diary for next year.
8. Nothing happens until about February. Have a nice Xmas.
9. Merchandising. Mugs, Caps and Polo shirts seem the most popular. In theory, you could get sponsorship from a supplier, but be careful to get the dosh up front. Ordering dates with plenty of time to add more to the order if required! Andy says "The design was done about March April-ish. Ordering for the merchandise etc is normally around a 10 - 12 week lead time before BBWF."
10. You might want to pick a charity to support, from the proceeds of a raffle, auction or the like. Announce this on PH, and in any Sprint articles.
11. Catering - there are two ways, firstly via the hotel which is more expensive but much easier to organise and to guarantee, and secondly booking catering yourself but you'll have to organise collecting payments and paying the caterers. Another thing to think about is teas and coffees during the day - last year could have done with a stand.
12. By about May, numbers will start to become apparent from the 'Who's Coming' thread on PH. Anything under 50 on there - start drumming up more interest!
13. What about the evening entertainment - the hotel can lay on some average sound stuff, adequate but not fantastic. You might have an idea for a party theme. This doesn't need to be organised until May really.
14. BBWF seems to take on its own momentum around June, just keep an eye on things like merchandising arriving, and numbers staying at the hotel. Try to keep at least 5 rooms in the 'reserved' list until the last couple of weeks, the hotel are fine with this.
15. Get some helpers to volunteer (via PH works well). If you don't do this there'll be too much to do on the day. I had about 6 which was easy to manage and spread the load around. (thanks everyone!)
16. Don't forget to book a room for yourself!
17. Print out some leaflets to hand out on the day with a rough itinerary, map for the drive out, etc. Also print some tickets for the evening do.
18. Before you know it, the weekend has arrived. You'll probably have forgotten a few things like prizes for the competitions etc. If you get up to Stratford (or whereever) midday on the Friday there'll be some shopping opportunities and time to unwind a bit before the big day. Recce the car park and come up with some sort of a plan.
19. BBWF Day - well you've prepared, so you know what to do. Don't be slavish to the timetable, things will run themselves pretty much. Get the traders set up first, and someone on the car park, directing cars and handing out leaflets.
20. Find somebody to do it the following year. Or offer your services in an advisory roll at the least! (Last resort do it again!)
Above all - have fun!
Here is a list of tasks Andy and I went through while organising BBWF 2010. I'm hoping it might inspire someone to take on the challenge for 2011/2012/2013 oh ok, 2014!!! It's not an exhaustive list and don't worry about following things to the letter, but it should give you some pointers in the right direction.
If any past BBWF organisers would like to chip in too, feel free!
Howto Run BBWF
1. Pick a date = June and July is the most popular time of year, July being the best weather-wise, but try and avoid the British GP. This might involve a message on Pistonheads to discuss and pick something popular.
2. Get as many people to help organise as early as possible so jobs/responsibilities can be shared out! Like who doing the advertising, who doing the traders. who doing the sponsorship etc.
3. Pick a Venue = the easiest choice especially for a first-timer seems to be Ettington Chase, they are keen, like the business, it suits BBWF, and have already phoned me to see what date we want next year. If you are feeling adventurous look at other places, too.
4. Check with the TVRCC RO for the venue that the date is OK with them. Get them to put it in their diary. Hope that they turn up with a stand.
5. Do the announcements = on Pistonheads/Gassing/Wedges, and if you are a Club Member, in the TVRCC magazine (if it's on the TVRCC Events list then I think some club insurance covers members attending, too). Kick off a "Who's Coming" thread to generate interest. Wyn usually starts a countdown at this point and stays up till midnight every night until BBWF ;^) If the TVRCC get their act together, they may even bring the club stand along - ask them about this.
6. Confirm the date with Ettington/your chosen Hotel, they will issue you with a scary-looking contract but don't worry about this, it's just a formality. Go for about 70 rooms initially, this can be reduced nearer the time as numbers firm up, with no penalties.
7. Contact all the usual traders (and speculative ones) to make sure the date is in their diary for next year.
8. Nothing happens until about February. Have a nice Xmas.
9. Merchandising. Mugs, Caps and Polo shirts seem the most popular. In theory, you could get sponsorship from a supplier, but be careful to get the dosh up front. Ordering dates with plenty of time to add more to the order if required! Andy says "The design was done about March April-ish. Ordering for the merchandise etc is normally around a 10 - 12 week lead time before BBWF."
10. You might want to pick a charity to support, from the proceeds of a raffle, auction or the like. Announce this on PH, and in any Sprint articles.
11. Catering - there are two ways, firstly via the hotel which is more expensive but much easier to organise and to guarantee, and secondly booking catering yourself but you'll have to organise collecting payments and paying the caterers. Another thing to think about is teas and coffees during the day - last year could have done with a stand.
12. By about May, numbers will start to become apparent from the 'Who's Coming' thread on PH. Anything under 50 on there - start drumming up more interest!
13. What about the evening entertainment - the hotel can lay on some average sound stuff, adequate but not fantastic. You might have an idea for a party theme. This doesn't need to be organised until May really.
14. BBWF seems to take on its own momentum around June, just keep an eye on things like merchandising arriving, and numbers staying at the hotel. Try to keep at least 5 rooms in the 'reserved' list until the last couple of weeks, the hotel are fine with this.
15. Get some helpers to volunteer (via PH works well). If you don't do this there'll be too much to do on the day. I had about 6 which was easy to manage and spread the load around. (thanks everyone!)
16. Don't forget to book a room for yourself!
17. Print out some leaflets to hand out on the day with a rough itinerary, map for the drive out, etc. Also print some tickets for the evening do.
18. Before you know it, the weekend has arrived. You'll probably have forgotten a few things like prizes for the competitions etc. If you get up to Stratford (or whereever) midday on the Friday there'll be some shopping opportunities and time to unwind a bit before the big day. Recce the car park and come up with some sort of a plan.
19. BBWF Day - well you've prepared, so you know what to do. Don't be slavish to the timetable, things will run themselves pretty much. Get the traders set up first, and someone on the car park, directing cars and handing out leaflets.
20. Find somebody to do it the following year. Or offer your services in an advisory roll at the least! (Last resort do it again!)
Above all - have fun!