Some of you may be thinking about hosting a club event but are hesitant because you haven’t done it before or have concerns about organizing it. If that’s the case, no worries…it’s relatively easy to plan, there are no hard-and-fast requirements, and other club members will answer questions, provide advice, or help you plan. There are a few considerations to make things go smoothly and create the environment for an enjoyable social experience for club members.
Usually, plan for guests to arrive by 11:30 with things kicking off at 12:00. It’s best if there is a dedicated/designated parking area for those driving classic and retro TBirds. If meeting at a restaurant, the business management can often help identify and reserve a suitable area. When weather cooperates, we can have 10 or more classics at the event. Hosts should plan to arrive a bit early to confirm plans with the restaurant and direct parking.
For planning, usually 20-40 members attend our monthly events. The host will be required to provide the basic details such as who, what, where, when, and RSVP information to the club secretary for posting to the club web site. The club secretary will then post and send event notice to all members. This notification needs to be posted as soon as details are available. Ideally, the meeting would be held in a room large enough to seat everyone comfortably. If in a restaurant, it’s best (though not required) if the area is separated in some way from other customers to facilitate group discussion and business.
Since the pandemic some venues have started charging a room or service fee. In this case, VCTC will provide hosts with up to $150.00 to offset the cost of these room/service fees. These funds cannot be used for alcoholic beverages.
Options for lunch can vary depending on the venue. Regardless of choice, hosts should talk to restaurant management to inform them of the overall plan and coordinate necessary details. Ordering and paying individually from the standard menu is one option. If going this route, it’s best to coordinate with restaurant management to make ordering and serving go smoothly without excessive delay. Selecting menu items in advance or catering a buffet line is another possibility. Another option depending on the venue is to determine/provide the main course and have attendees contribute to the meal by bringing a dish to share. Generally, try to keep costs for lunch about $25 per person. Meeting hosts can collect lunch fees from guests as they arrive or guests can pay checks individually after lunch, depending on which option was used.
At the meeting site, you can expect the club President to discuss the plan and manage timing to briefly conduct VCTC business and make any pertinent announcements prior to serving lunch. This business generally takes less than 15 minutes. When complete, lunch is served and expect the rest of the day to go smoothly as the servers do their thing and attendees can continue mixing, meeting and eating.
As an after-lunch option, consider if there are additional activities available at or near the meeting location which can be visited following lunch. While not required, this can provide opportunities for attendees to visit places they otherwise would not have known about. Previous examples include wineries, car/tractor museums, botanical gardens, and various historic sites. These can be set up as group activities or merely offered as information for those who might want to check it out.
Please consider if you have a great restaurant or unique idea for hosting an upcoming event. We are always looking for new places we haven’t visited before.
