I was the last to organize the event. I can give you all of the details on what we did and who we used.
Insurance will actually be submitted on TLCA forum and will come to me for approval. This should be hard at all as we have streamlined the process.
Here is what needs to happen before than, you need to get this on the clubs agenda by getting approval of the funds for the event. I would post up in the member only section of the forum and get this on the angenda for the next club meeting so that can get approved.
We usually have trail runs that are part of the run, which actually needs to be addressed by the club. As far ad TLCA sees this, it’s considered a wheels on dirt event and will cost more for insurance. If you decide not to have a official club run with this, than it’s a show and shine with wheeling will rise the cost of insurance. Until next year that makes this insurance more expensive as it’s what I fell under when I took the job over, this will change next year.
Once you have the funds and a date approved, you need to probably schedule with Mike to get the trailer down to the event and back up to his place for storage.
The above details should really be handled on the members only part of the forum.
