Rising Sun Rally- need Organizer

[jps8460]

Hi folks,

The annual Rally needs an organizer. Let’s see a member step up and handle it.

Each year we have a get together show and shine and swap meet. We’re my for someone to take the reins and make it happen

There are details from years past in the members section and from the trip report section. And, probably other places if you do a little sleuthing.

Of course there are folks that can help guide you as well.

Cheers!!

 

[jps8460]

Bump

 

[gr8fulabe]

So looking at the Rising Sun calendar, and the event/trip planning pages, it looks like the first feasible date with nothing else officially planned is the weekend of Sept. 15th & 16th.

What all is involved in heading this up?
1. Get permit from Jeffco.
2. Get Port-o-lets (did we do that the last couple of years)?
3. Get permit if selling food, or potentially line up someone willing to just do free dogs & burgers on a grill.
4. Get permit for Raffle & attempt to line up raffle donations.
5. Maybe try & line up a few demos? Even the same demos from Recovery night could be enjoyable & helpful to people.
6. Get the word out.

Then, Day of event, show up early to set up & stay late to break things down.

Does that about cover it, or am I missing things?
Thanks,
Abe

 

[MountainGoat]

To answer your questions Abe:

What all is involved in heading this up?
1. Get permit from Jeffco.

Permit not required. Procuring a space to hold the event is usually done with Jeffco gov.

2. Get Port-o-lets (did we do that the last couple of years)?

Yes

3. Get permit if selling food, or potentially line up someone willing to just do free dogs & burgers on a grill.

We don't sell food ourselves, so no permitting required. If we have food it is either provided free by a supporting vendor (like Slee Offroad) or we have a licensed food truck present.

4. Get permit for Raffle & attempt to line up raffle donations.

We don't do fundraising raffles in Colorado because the legal hassle is not worth the trouble. You have to have a licensed Gaming Manager and a dedicated bank account and then report quarterly on all related revenue and expense. That plus the license fees make it impractical for us.

5. Maybe try & line up a few demos? Even the same demos from Recovery night could be enjoyable & helpful to people.

Now that would be awesome!

6. Get the word out.

Yes, getting out fliers and getting word out on other local forums, which the club members pitch in to help get done

There are always plenty of folks willing to help set up and tear down. We also sell merchandise (Cruise Moab leftovers) which I can run. We also have to get the trailer down from Bailey, which Mike Koons usually does. It has the tents and tables and merchandise in it.

I think that about covers it.

 

[jps8460]

http://www.risingsun4x4club.org/forum2/showthread.php?t=25735

I was thinking that last year someone procured a parking lot from their work or something. Over near/in golden.
I guess it was jefco humanservices lot.

 

[SteveH]

it looks like the first feasible date with nothing else officially planned is the weekend of Sept. 15th & 16th.

FWIW - that would appear to be the weekend of the FJ40s-only run: http://www.risingsun4x4club.org/forum2/showthread.php?t=26241

 

[jps8460]

We could do it Sunday the 16th..

 

[gr8fulabe]

it looks like the first feasible date with nothing else officially planned is the weekend of Sept. 15th & 16th.

FWIW - that would appear to be the weekend of the FJ40s-only run: http://www.risingsun4x4club.org/forum2/showthread.php?t=26241

I can see why people have mentioned the challenges of keeping the calendar up to date in the past! I checked the calendar & the event staging pages, to try & find that date, and still completely missed the 40's only run.

 

[gr8fulabe]

We could do it Sunday the 16th..

I like the idea of doing it on a Sunday actually, purely because I've seen people request Sunday events in the past due to working on Saturdays, and it would be nice to accommodate those requests once in a while. Not everyone has Sat. off & all that.

I've got an e-mail in to the Jeffco Human Services, "contact us" line about how to reserve the space, but didn't hear back yesterday. I also sent a PM to Caribou Sandstorm, as it looks like he did it last year or the year before, so I figure he might know who to contact directly. Hopefully we can get something moving shortly.

What about Insurance? Jeff has said we need it in the past. Still true? And who do we contact at TLCA for it, and how do we get it paid?

Thanks All!
Abe

 

[jps8460]

I don’t think we’ve gotten insurance for it the last couple years. Insurance takes a couple weeks from what I’ve heard, but is cost prohibitive for this event.

If you decide to take this on, please make an official event in the calendar and add it to the staging area

 

[gr8fulabe]

Finally heard back from Jeffco & they are sending me the forms. One last question. She mentioned a $400 fee. 200 for damage deposit, and 200 for security. I'm assuming we'll get the deposit back, but security would likely be gone for good.

It seemed like this was a free option in the past. Do we still want to move forward there, with the costs or no?
Thanks,
Abe

 

[AimCOTaco]

I would think we could vote and approve that number if it's not in fact the same as last year... seems like maybe we did pay last year. They did have a Sheriffs deputy keep an eye on us so that's likely where some of the money goes.

Big thanks for stepping up Abe! As long as I'm free I'll be there to help out.

 

[MountainGoat]

It is built into the budget at that rate and bear in mind that the revenue from admission and merchandise offsets the expense. We don't typically vote on it since it doesn't actually cost the club any money. Last year we paid Jeffco $400 and got back $209.74. We made $325 at the event so we had a net profit.

 

[gr8fulabe]

Thanks Dan!

Can someone with access to the legal info help me to fill in some blanks?

 

[gr8fulabe]

I guess I really only need to know if we are a non-profit, and if so, what the number is & if we were, "formed" in Jeffco or not. Other than that I can use my personal info.

Thanks,
Abe

 

[jps8460]

I guess I really only need to know if we are a non-profit, and if so, what the number is & if we were, "formed" in Jeffco or not. Other than that I can use my personal info.

Thanks,
Abe

I think this should answer a lot of those questions, pm Dan for our tax exempt number. If you need a contact person, you can put my name and number down if you like. Or Dan C, since he'll be handling the monies

https://www.sos.state.co.us/biz/BusinessEntityDetail.do?quitButtonDestination=BusinessEntityResults&nameTyp=ENT&masterFileId=19871729750&entityId2=19871729750&fileId=19871729750&srchTyp=ENTITY

 

[MountainGoat]

I guess I really only need to know if we are a non-profit, and if so, what the number is & if we were, "formed" in Jeffco or not. Other than that I can use my personal info.

Thanks,
Abe

We are a nonprofit corporation. We don't have a tax exempt number as such because we are not a 501(c)3 charitable organization. We are a 501(c)7 social and recreational club. We were formed in Denver, so not Jeffco.

If you need anything else you can email me or shoot me a pm. My email address is here.

 

[gr8fulabe]

Okay, still a few details to work out, but we are tentatively approved for Sunday, 9/16 (the day after the 40's only run, so hopefully that will help draw people for both events maybe). I already turned in the form yesterday, with a promise of getting them the rest of the info needed ASAP. So I had already listed myself & Erica as the contacts, since they really just need to know how to get in touch with someone, not a club official or anything.

I'll work on getting an official thread up in the event planning page shortly. Thanks all!
Abe