National Meet Information

Hudson-Essex-Terraplane Club National Meet Manual

Hudson-Essex-Terraplane

Club, Inc.

NATIONAL

MEET

MANUAL

April 2018

An Official Publication of the

Hudson-Essex-Terraplane Club, Inc.

Hudson-Essex-Terraplane Club National Meet Manual

1.BASIC MANDATORY REQUIREMENTS FOR NATIONAL MEET

1.1Location: The National Meet location shall rotate through the four regions. Following a transition period a new regular rotation pattern shall begin in 2013: West, Central, Big Country, East. Thereafter the cycle will begin again with the Western Region. This rotation sequence shall continue so that the National Meet is held in a different region each year. Exceptions in the rotation sequence must be approved by the Board of Directors. The Directors of each region shall be responsible for generating one or more proposals (bids) from their respective regions, adhering to the currently required lead time for such bids.

1.2Proposal to B.O.D.: Proposals from chapters desiring to host a National Meet should be submitted to the Board of Directors three years before the target meet (e.g., for a National Meet to be held in 2006, the proposal should be submitted for consideration in 2003). Proposals must be submitted to all Directors and National Officers at least thirty (30) days prior to the beginning of the National Meet at which the bid is to be considered. Proposals not meeting this criterion may be considered at the sole discretion of the Board of Directors. Following the award of a meet, the host chapter’s National Meet team Chairman or a responsible alternate must provide an oral progress/status report to the Board of Directors at each intervening National Meet (normally two years and one year before the subject National Meet).

1.3Hotel Accommodations: Any chapter sponsoring a National Meet must chose a location which has at least 300 motel/hotel rooms in the immediate vicinity (within five miles) of the site of the meet activity. Further, the banquet location must provide banquet facilities to accommodate at least 400 persons and parking area to accommodate 300 cars.

1.4Other Needs: In addition to the above, the following facilities must be provided in order for the hosting chapter’s proposal to be approved:

a.Sufficient area for flea market space, RV’s and trailers, subject to local ordinances and other restrictions.

b.A suitable room for the Board of Directors meeting, accommodating at least 30 persons.

c.A suitable room for the Annual Chapter Presidents’ Meeting. This room should accommodate approximately 50 persons.

d.A room for the Annual Membership Meeting. This room should accommodate

200 persons, and a public address system should be provided.

e.A suitable room for the Club store, the equivalent of at least one or more hotel room.

f.Suitable room(s) for Tech Sessions and other traditionally scheduled meetings.

1.5Hotel Room Rate: The host chapter should negotiate discounted host hotel rates to be effective 3 days before and 3 days after the National Meet.

1.6Loan: Upon acceptance by the Board of Directors of a bid for the National Meet, the hosting chapter may submit a request to the Hudson Club for a loan of not more than fifteen hundred dollars ($1500.00). (Revised 8/08) The loan shall be used as seed money to help the chapter organize the National Meet. The President must receive the loan request no later than thirty (30) days prior to the National Meet preceding the National being hosted. The Treasurer shall issue a check to the host

Hudson-Essex-Terraplane Club National Meet Manual

chapter upon direction of the President. The loan shall be repaid within ninety (90) days after the conclusion of the hosted meet.

1.7Bonding: The person or persons handling moneys for the National Meet are covered by the theft and fidelity provisions of the Hudson Club Insurance, therefore, the National Meet Treasurer does not need to be bonded.

1.8T-Shirts: The National Meet tee shirt is the responsibility of the National Club Store. The host chapter may develop and propose the logo for the shirt, based on the theme set for the meet; however, the club store manager has final authority over the shirt design.

1.9Membership Meeting: The Flea Market and vendors must be closed during the annual business meeting. This policy is to encourage members to attend the business meetings.

1.10Membership: The host Region shall provide a place where new and renewal memberships can be taken.

1.11Club Store: The host Region shall provide relief personnel for the Club Store Manager if requested.

1.1225 % Meet Profits: The host chapter of each National Meet will pay the Hudson Club twenty-five percent (25%) of the net profit gained from the National Meet. All monies from every source earned or received by the Chapter as the result of hosting the National Meet is to be included in calculating gross receipts. The money and a detailed accounting will be forwarded to the Club Treasurer within 90 days following the Meet.

1.13Post Meet Report: The host chapter of each National Meet will provide the Club President with a report of the National Meet within 90 days after completion of the National Meet, and the Club President will cause that report to be distributed to all Club Officers, Directors and any Chapter known to be hosting a future National Meet. The Club Secretary should maintain a copy of the report with the Club records. The report should contain at least the following information: total number of registrations, total number of Hudson vehicles at the meet, number of persons attending the banquet, a detailed statement of income, expenses and net profits and suggestions for changes in the National Meet Manual.

1.14Behavioral Guidelines: No HET Club sanctioned meet should entertain any activity which may be dangerous to the participants or spectators of the activity. In order to protect the safety of those attending the meets, no chapter, regional, or national meet should include any type of racing activity on the meet premises, such as drag racing, burnouts, flameouts, muffler rapping, drifting, or speed racing. If any such activities occur, the Club Officers and Directors as well as all Club members are authorized to ask the offender to immediately cease and desist the dangerous activity and should such activity not immediately cease, to require the offender to leave the meet premises.

1.15Chapters hosting the National Meet generally do so without financial participation of the Club, except to the extent loan(s) from the Club to the hosting chapter may be needed. It is

Hudson-Essex-Terraplane Club National Meet Manual

recommended that hotel contracts for the National Meet be reviewed by Club Legal Counsel. If the hosting chapter does not involve Club Legal Counsel before signing the hotel contract, no further financial participation by the Club will occur. If the hosting chapter has utilized Club Legal Counsel to assist with the hotel contract and if the hosting chapter has been fiscally conservative in spending relating to the National Meet and if the National Meet Treasurer shows a net accounting that is negative, then the Club will participate in some percentage of the loss, as determined by the Club Board of Directors. A hosting chapter who does not use Club Legal Counsel in connection with the provisions in the hotel contract may not be entitled to financial participation by the Club if there is a net loss after the National Meet, depending on the circumstances and decision of the Board of Directors.

1.16The National Meet Committee is available to consult with any hosting chapter upon their request. The Committee consists of Club President, Club Legal Counsel and the National Meet Chairman of the last three National Meets. The Committee is responsible for updates in the National Meet Manual and is chaired by the Club Vice President. Per the Bylaws, all committees must have a member of the BOD, so if this group has no member from the BOD, the Club President should appoint a member of the BOD.

1.17The general rule is that promotion of one National Meet begins immediately following the previous National Meet. This is because most hotels will only take reservations one year in advance of the National Meet and most National Meets are about one year apart. If a hotel takes reservations earlier than one year before the National Meet, that information as well as the dates of the National Meet should be made available to Club Members so they can make their hotel reservations. Otherwise care should be taken in promoting the National Meet, such as selling of raffle tickets and fund raising, that such promotions are done after the conclusion of the previous National Meet.

2.THE HOTEL

2.1The choice of the host hotel or inn is most critical — it can set the quality tone for your entire meet. Unless you are familiar with a specific hotel from previous experience, it is wise to look at several and compare them. Talk to their management to determine if they understand your needs and will be easy to work with. MAKE THEM COMPETE! Also, be certain that there is a “point person” with the hotel that you deal with before and during the meet.

2.2A primary factor is the number of rooms they will reserve for our group. Few hotels will commit all their rooms to a single group, so don’t be misled by the total number of rooms in the hotel. To the extent possible, there should be enough rooms for all members wishing to stay at the host inn. There should be a “backup” facility located nearby where the negotiated rate (or lower) will also be available. Sometimes it is possible to get your host inn to refer the overflow guests to this facility. However, do not publish a backup hotel unless you know that you will meet your hotel room requirement.

2.3The cost of rooms is becoming more critical and tending to be excessive for many of our members. Tell the hotel what you’re willing to spend for rooms. Hang tough when you’re negotiating these rates. If possible, don’t permit them to require payment up front. People should not be required to pay a night’s rent several months in advance. This requirement often signals financial problems at the hotel, which can lead to troubles down the road.

Hudson-Essex-Terraplane Club National Meet Manual

2.4Be cautious if the hotel requires you to commit to a certain number of rooms being

“sold.” This is especially risky when the hotel rate is high enough that large numbers of members may stay elsewhere. You could be stuck with the cost of the unused rooms.

2.5Be certain to ask the hotel about free rooms. Often one free “room night” is provided for a certain number of confirmed room nights. These rooms can be used for VIP guests or speakers, or for the chapter members who run the meet and must spend several extra days there.

2.6Banquet facilities are most important. There should be sufficient space to handle the anticipated need. Quality food is a must. Eat at the hotel and talk to the food and beverage manager before making a commitment there. Be sure to discuss potential cost.

2.7The availability of sufficient meeting rooms is another critical item. It is desirable that these rooms be in close proximity to one another. Provisions must be made for Registration,

Club Store, Tech Sessions, Meet Headquarters, Seminars, Directors’ Meeting, Chapter Presidents’ Meeting and the National Business Meeting.

2.8Parking and the segregation of H-E-T cars has often been a problem. Be sure there is enough space to handle this properly and that the hotel will cooperate in this regard.

2.9Get all agreements in writing. It’s the rare host chapter that has not experienced changes in host hotel ownership or management during the two or three years of meet planning. Take notes at all meetings, and review the resulting contract with the hotel carefully. You don’t need misunderstandings! Remember that commitments must be made two to three years in advance to be assured of getting the desired period for the National.

2.10Note that contracts with the hotel or other entities must be made in the name of the host H-E-T chapter, not the National Club. Under no circumstances is the chapter or any member to sign contracts in the name of the Hudson-Essex-Terraplane Club, Inc.

2.11Establish one contact person for dealing with the hotel, and make it clear to hotel management that only this person can make financial obligations on behalf of the chapter.

2.12It is a good idea to have one of your regular chapter meets at the host inn several months prior to the National. This gives a chance to show off the facility to your members and is an opportunity for them to meet some of the hotel people.

2.13The host hotel location is a very important consideration. Remember, members from around the country are not as familiar with the area as you are. The hotel should be easily accessible from major highways and in a suburban area, free from “downtown” congestion.

The ability of the hotel to accommodate our needs must be a prime factor. Proximity to shopping and a variety of restaurants is important, along with access to area tourist attractions. The facility should be as close as possible to the members putting the meet together, as considerable contact with the inn is necessary.

2.14Generally, the hotel will periodically provide a list of Club members having reservations at the hotel for the National Meet. The hosting chapter should review this list for typographical errors in the names of members and take any corrective action necessary, such as contacting Club members and advising them of errors in the spelling of their name in their reservation. On occasion, a spelling error in a member’s name may result in that member

Hudson-Essex-Terraplane Club National Meet Manual

having two hotel rooms because the member calls to change or adjust their hotel room and the reservation cannot be found by the hotel. Additionally, if a person has a reservation for multiple rooms at the hotel, it may be wise to contact that person and confirm their intent to use all the rooms and not cancel shortly before the National Meet.

2.15If the hosting chapter or others, such as HETHS or Club Store, need a secure line for taking credit cards at the National Meet, some hotels will charge additional fees. Be certain this is investigated and advise interested persons such as the National Meet Registration Person, HETHS Treasurer, Club Store and Club Membership Chairman. While it is good to be able to take charge cards for registration fees at the National Meet, the expense may not justify use of charge cards if only a small number of members do so.

3.THECONVENTION BUREAU

3.1The Convention Bureau or Chamber of Commerce or Visitor’s Bureau in your planned host city can be of considerable help. The amount of help will vary from one locality to another. Above all, start working with them early — when you first consider sponsoring a meet. They can be of help in the following:

∙Selecting the hotel

∙Providing supporting materials for your proposal

∙Advice on a potential banquet speaker

∙Maps

∙Publicity

∙Arranging tours

∙Buying a program ad

∙Registration desk help at the meet

∙Registration packets (Goody Bags)

∙“Seed money” to help cover some early expenses

In addition to advice and information, some convention bureaus have grant money available to help groups who are sponsoring major events in the area.

3.2Most convention bureaus publish lists of conventions coming in the year ahead, so your contact with the bureau may generate inquiries from various service providers. If you plan to have tours, one of the local tour services can be very helpful and can take a lot of work from your shoulders. They plan tours, hire buses, get tickets when needed, and price everything for you. You need only to choose the tours you like and set up your

WTN ads. It’s a good idea to add a dollar or two to the price to defray unexpected expenses.

3.3Convention Bureaus may also provide maps, coupons and brochures of local restaurants for your goody bags.

4.DEVELOPING THE THEME

4.1Much of the meet can be built around the theme. The choice of theme is up to the sponsoring chapter. Themes in the past have included anniversaries of various models of Hudsons or of other significant events. There is also racing, honoring the people ofH-E- -T, “Noted Owners of H-E-T Cars,” etc.

4.2The theme can be applied to everything from the meet T-shirts to the choice of the banquet speaker, the plaque, the program cover, pre-meet stationery, advertising, ticket design, signs at the meet, awards, chapter store merchandise and raffle items. If a certain

Hudson-Essex-Terraplane Club National Meet Manual

car is the theme, an example can be on special display or included as part of the banquet or social hour display.

4.3Whatever you choose as your theme, use it to tie the whole meet together.

4.4The National Meet Logo is generally developed by the hosting chapter. This Logo should be submitted to the Club Store T shirt vendor at least 6 months or by January 1st before the National Meet as a vector based file (.ai, .eps, pdf or .cdr), editable, fonts as objects, spot colors not process colors preferred. Even professionally prepared art work/Logo will require adjustment by the T shirt vendor, as there is a limited number of colors in the screening process. Around the end of February, the T shirt vendor will have revised the artwork for his printing process, charging 1⁄2 the fee to Club Store and 1⁄2 the fee to the hosting chapter. (The fee is generally $300.) Payment of 1⁄2 the fee (generally $150) entitles the hosting chapter to use the T shirt vendor’s artwork on other applications, such as goodie bags, advertising, signs, banners and other printed material. It is unlikely any further modifications to the T shirt vendor’s art work will be needed for other applications. Remember, if the hosting chapter is using original artwork, permission must be received from the owner. Questions regarding this should be directed to Club Store Manager, who has the final authority over the National Meet T Shirt design.

5.PREPARING THE PROPOSAL

5.1If your chapter wants to host a National Meet, you’ll have to put together a “bid,” or proposal, to the Hudson Club’s Board of Directors and have that proposal accepted. You should initiate and coordinate your bid request with your regional Directors, so they can consider it along with proposals from any other chapters in the region. Bids for hosting National Meets normally are awarded three years in advance. Pay close attention to the specific procedures for submitting the bid package (to whom, where and when). And get the proposal in on time – if multiple proposals are being submitted, you may lose out if yours comes in late.

5.2There is a trend toward having the proposed hotel or local convention bureau put together a slick package telling about the facilities and the local area, etc. This is fine as far as it goes, but it says nothing about whether you’re on top of the other aspects of running a successful National Meet. A successful proposal will convey to the board members that you have done your homework; that you have a well thought out plan, an effective organization for carrying out the plan, and that your plan and the way you conduct your National Meet will comply fully with the guidance in the Mandatory Requirements section of this manual.

5.3When the Club’s Board of Directors considers your proposal to host a National Meet, they want to know what your plans are, and at a reasonable level of detail. They want to know if you have a good understanding of the requirements for a National Meet, and if you’ve assembled a management team that is capable of carrying out your plans and conducting a good meet. Your plans and your proposal package should convey this to the board members.

5.4Clearly the host hotel’s features and capabilities are very important, and the hotel may put together a slick package for you to use as part of your proposal. But it takes a lot more than a good hotel to make a successful National Meet. You should have the basic elements of the meet pretty well decided and described in the proposal.

Hudson-Essex-Terraplane Club National Meet Manual

5.5Following are some key items to be addressed. Again, it is understood that not all details will be “set in concrete” at this early stage.

∙The proposed meet dates. Are they within the traditional period, or are you requesting a waiver to hold the meet at some other time? If the latter, what is the rationale for the proposed dates?

∙The meet location (city). Why is this a particularly good choice?

∙The host hotel. Give a good summary of the facility (or candidate facilities if the final hotel choice has not been made) and its capabilities. Tell about their dining (banquet) arrangements, capacity, etc., and their experience in hosting conventions or other large groups. Be open about any potential drawbacks as well as strong points.

∙The chapter’s management team. Who are the key members, and who’s in charge?

Has your chapter hosted a National Meet in recent years? Have some of the current team members been involved in planning past nationals? Who will be handling the financials, and why were they selected for that responsibility? If some other key committee members have been selected, indicate who they are.

∙Basic elements of the meet. What organized activities are planned (tours, auctions, etc.)? What’s the calendar for key events (Board of Directors meeting, general membership meeting, banquet, etc.).

∙Other features of the meet. How many Tech Sessions are planned? Will you have a Craft items room? What facilities are planned for the Club Store? Are you planning anything a little out of the ordinary that the board members would likely want to hear about? Be sure to “play up” anything you’re planning that will make your meet a bit unique.

5.6Submission deadline Have your proposal in the hands of the national club directors and officers 30 days in advance of the National Meet where it is to be considered.

6.COMMITTEE ASSIGNMENTS

6.1The creation of committees is a paradox. While it is desirable to have as many members as possible involved in the effort, it is also good to limit the number of committees if you expect any decent level of efficiency. Committee work needs to be monitored once the assignments are made — sometimes people sign up and then do little.

Don’t hesitate to ask members outside your host chapter for help where feasible, especially if your chapter is small. Committees should be assigned only for major tasks, and the size should be limited to two or three people. Sometimes a single person can be responsible for getting a job done. The meet chairman and co-chairman must be totally responsible and in control at all times. Many of the details can be handled by these two people — examples are the meet plaque design, the program cover design, meeting room assignments, etc. These two people must coordinate with the committees and control the budget. They should establish the professional character of the meet and be the inspirational leaders, remaining positive at all times.

6.2Committees should cover some or all of the following, depending on the talent available and the amount of work involved:

Hudson-Essex-Terraplane Club National Meet Manual

6.3To summarize, assign “do-ers” to committees. Keep the number of committees to a minimum and keep them small. The Chairman and Co-Chairman should stay aware of how the committees are doing, and devote their time to those needing help — not waste it with the ones who have everything under control. And remember to maintain just one person to be the official point of contact with the hotel!

6.4You may want to establish deadlines for each task or milestone deadlines for certain parts of some of the more involved tasks.

7.FINANCIAL MANAGEMENT General Guidelines

7.1It’s important to realize up front that in putting on a National Meet, your chapter will be handling a lot of money. You’ll want to think carefully about who will be handling it and what procedures need to be put in place to manage and account for these funds, from the first registrations to paying the last bill after the meet is over.

7.2One person should be made responsible for handling all the National Meet funds. It can be your chapter Treasurer, or you can appoint a Meet Treasurer specifically for this purpose. In either case, be sure you establish separate accounts for the meet funds, to avoid any mixing with chapter money. Furthermore, it is recommended that meet registration funds and banquet money be kept in separate accounts. The various meet expenses should be paid from the registration account. Banquet money should be treated as committed funds, since virtually all this money will be needed to pay banquet expenses. Since a lot of banquet money comes in early and the bill usually isn’t paid until after the meet, good financial stewardship suggests placing the banquet money in an interest bearing account.

7.3To ensure there are no problems creeping into the system, do a quarterly audit of the financial records. Make this audit plan known from the start so the Treasurer doesn’t begin thinking you suspect problems when you do the first audit. Select two people to do the audits, perhaps the Meet Chairman and one other, and keep it friendly but business like. The objective is to identify any potential problems and assure the members that the finances are being responsibly handled. Also, your Chapter may need to establish guidelines for spending, limits on who can spend and how much they can spend. The Chapter may need to establish an approval process for expenditures and, of course, receipts and documentation should be kept for all expenses.

7.4One of the major problems facing the host chapter is coping with early expenses. You can reduce the problem at the start by arranging your contracts with the hotel so as to minimize the amount of up-front money you have to pay them (deposits etc.).

7.5Another source of early cash flow can be the sale of raffle tickets if this appears to be a desirable effort for your group. You might also consider registration of non

Hudson-Essex-Terraplane Club National Meet Manual

H-E-T members — media personnel, members of other auto clubs, members of companies serving our hobby etc. This would permit them to attend our functions and, as a by-product, might encourage them to become members of our club.

8.REGISTRATION

8.1It is crucial to have an effective but simple system to keep track of registrations, banquet ticket purchases and paid reservations for other activities. This responsibility should be assigned to a couple of very capable people — try to include someone who is good at keeping records! If you have a computer available, it can be a real asset if you have someone who can set up a simple but effective record keeping system. If possible keep a copy of every registration and every check. The same people who handle this up front should be the ones responsible for the registration desk at the meet. As people show up and get their materials, mark the file card or other record to show the registrant has received the items paid for. The registration desk at the meet should be kept open and staffed during the anticipated heavy registration periods.

8.2Establish a workable method for documenting the number of Hudson-built vehicles at the meet (it’s a required report item). One way is to have a highly visible sign-inroster in the registration area next to the windshield cards. Put up a big one – “If you brought a Hudson-built vehicle, register it here!” To get the most accurate count, though, you’ll still want to physically count the cars in the entire parking area (the “display” area and general parking).

8.3Registration should be a “must” for participation at most meet functions. It should definitely be required for selling in the flea market, for banquet and social hour attendance, use of the hospitality suite, tech sessions, seminars, tours, memorabilia room, etc. The only way to control this and prevent freeloaders appears to be a badge system. The badges should be of a substantial and distinctive nature, not merely the common stick-on type. Badges must be completed at the registration desk or prepared in advance, and issued with the other registration materials. It should be made clear in the White Triangle News that every individual or family must register, whether or not they bring an H-E-T car to the meet. Also, the room registration list provided by the hotel can be checked for non-registrants.

8.4The registration desk at the National Meet should be prepared to handle large sums of cash.

8.5The schedule of events, times and location for each event should be posted in the host hotel lobby or elsewhere that would be helpful to those attending. Directions in the lobby to all of the HET rooms, Club stores, registration, hospitality, etc. is of great assistance. Often message boards are placed in strategic locations for people to post messages and advertisements.

8.6If you are having tours, be sure that registration is open and have posted hours of operation for people seeking their tour tickets if they arrive late the night before. Consider having registration or tour tickets available one hour before the tour leaves.

Hudson-Essex-Terraplane Club National Meet Manual

9.REGISTRATION PACKETS (“Goody Bags”)

9.1This is a good project for the person or committee that likes to “beat the bushes.”

There is a lot of good stuff out there if you know how to get it. The packet is divided into two parts — the “must items” and the other stuff. The must items include the meet plaque, the meet program, maps, tickets which have been pre-paid (if the packets are given out by name) and other items which you feel are necessary. The experience at recent meets indicates it works best to put the pre-paid items (tickets, etc.) into separate envelopes issued by name, and then have all the other items in separately prepared goody bags. For every Hudson-built vehicle brought to the meet, include an 8×10 windshield card showing at least the year, model and owner’s name.

9.2The “other stuff” includes everything else — pens, pencils, note pads, rain hats, sewing kits, brochures and the like. Sources for the items for the goody bag include:

∙ Leftover items from last year’s meet — check with the host chapter.

∙ Members who have business contacts.

∙ Members who have businesses, and their suppliers.

∙ Advertising media companies — leftovers and unclaimed items. ∙ Publishers of auto magazines — samples and back issues.

∙ Automotive supplies companies — samples and promotional items. ∙ Discount tickets — restaurants, amusement parks, tourist attractions.

9.3All packets do not have to be identical, so it’s workable to accept small quantities.

Don’t scare off potential sources by telling them you need 600 items. A letter of introduction helps when you go on the hunt. There is a sample letter in the Appendix to this manual.

10.PUBLICITY

10.1The key to a strong attendance at a National Meet is effective publicity, started early, comprehensive and well done. It is a job for a committee or a person who knows his or her way around and has good contacts and experience.

10.2Your best friend in getting out the word is the White Triangle News. Getting early releases to the WTN is critical to obtaining early cash flow from registrations. It is advisable to send information to the editor no later than October 1, for release in the November-December issue. Failing that, it is absolutely crucial that all information possible, including registration and reservation information, be in by December 1 for inclusion in the January-February issue. Continue to send new information and updates one month prior to the desired release date. Contacted the WTN Editor for information on the number of pages you will have to publicize your national meet in the WTN. Also, be sure to emphasize the importance of people staying at the host hotel versus other hotels. Many members do not know the free conference rooms and other perks that your Chapter will have to pay for if the number of room nights are not met per the hotel contract.

10.3Consider establishing and publicizing a web site for the meet, if your chapter doesn’t already have one.

10.4For publicity outside the Club, the Convention Bureau should be of help, either directly or by telling you of media that are receptive to this kind of publicity. Virtually all media can be of value — local newspapers, the car hobby magazines, chapter

Hudson-Essex-Terraplane Club National Meet Manual

newsletters, the hotel advertising magazine, Convention Bureau or Chamber of Commerce, other car clubs, and of course local TV and radio. Distribute flyers at local car and swap meets within a year of the meet date. Locally produced talk or call-inshows are also great ways to promote your meet. Get on as a studio guest. Sometimes you can get a local radio or TV station to do a remote from the meet. Some of our members are pretty interesting people, and we have them from all over the world at the Nationals.

10.5Several car magazines and auto hobby web sites have event calendars in which you can get a free listing.

10.6In your chapter newsletter have a page on your National Meet in each issue. You will keep your own members enthused and informed, and other chapter editors are always looking for something to reprint, so you’ll get some wider distribution that way.

10.7Follow-up articles in local papers and car magazines make great souvenirs — sometimes you can get a writer or reporter to attend your meet. If you write your own releases for the media, it often helps to get coverage and assures the accuracy of the information.

10.8Put schedule of events on the H.E.T. web site.

10.9Consider setting up a location outside where more information can be given to the public to non-members.

11.PRINTED MEET PROGRAM

11.1The printed meet program is an extremely important project. Properly handled, it should produce a profit for the host chapter. It should address the theme of the meet with appropriate articles and photos. A welcome letter from the host chapter and letters from the National President, the Convention Bureau, the local Mayor and others, as you see fit, can be included. A list of your chapter officers and a brief history of your chapter are also appropriate. The best source of ideas is a review of several programs from past meets.

11.2The main effort required in preparing the program is getting enough advertising revenue to at least support the cost of producing the program. All chapters should be asked to support this effort by buying an ad. Also, all past commercial advertisers should be given the opportunity to advertise in your program. These people can be identified by a review of the programs of past Nationals. Some prior advertisers with only a local market may not be interested, but you can offset them by getting local advertisers of your own.

11.3Sample solicitation letters are included in the Appendix. The H-E-T chapters know what it is all about, but the commercial advertisers need more information as to what they are getting for their money. Xerox copies of past ads should be included with each letter if it is to a previous advertiser. It helps if a format sheet is included to aid them in preparing the ad. Insist on camera ready copy, as make-up is a lot of work and is expensive if done outside.

11.4Advertising prices traditionally have been $100.00 per full page, $50.00 forone-half page and $25.00 for one-fourth page. There is no rule on these fees, but this rate structure has been successful in the past.

Hudson-Essex-Terraplane Club National Meet Manual

11.5It is traditional to give the outside back cover to next year’s National Meet sponsor to advertise their meet. Be sure to request their copy, camera ready, well in advance.

11.6The advertising should be requested early — probably in October prior to the meet. Also, set the deadline for return of the copy and money no later than March. It is nice to get the money in, since considerable time is needed to prepare the program and get it printed. For your peace of mind, the finished product should be in your hands no later than six weeks before the meet.

11.7Use a printer in your area, preferably one you are familiar with. If you are not sure who to use, show several printers copies of past programs and obtain an estimate of costs. Have them show you samples of similar work they have done for other groups.

11.8Determine the number of copies you will require based on your anticipated attendance. Be sure to order sufficient copies. Once it is set up, additional copies cost very little. The cost of printing additional copies at a later date can be prohibitive. Above all, take everything to the printer camera ready, as makeup costs can be very high.

12.THE MEET PLAQUE

12.1The meet plaque is considered by many to be the ultimate souvenir of the meet. At a National several years ago, they did not provide plaques at the meet and ended up having to get some made up later and mail them to all who attended! The plaque should reflect the theme of the meet and include the location, the dates, and that it’s the nth (e.g.,

43d) National Meet. Study the plaques from previous meets for good ideas.

12.2Firm up the design and order early. Give the supplier an early date for delivery — at least three months before the meet. Be sure to order enough for your anticipated registrations, as reordering a small quantity can be costly and necessitate mailing them to people who did not get one at the meet. A good design is important, and typically doesn’t require too much time to develop; it can probably be handled by the Chairman and Co-chairman without involvement of a committee. Get the proposed art work back from the supplier early, check it carefully for errors and return it promptly so production can get under way.

12.3Sources that several chapters have had success with include: (These vendors are not endorsed by the HET Club, so investigate them to make certain they fit your needs.)

Hudson-Essex-Terraplane Club National Meet Manual

13. AWARDS AND TROPHIES

13.1By-Law: ARTICLE III – JUDGING OF AUTOMOBILES

The founders of our Club determined for sound reasons that there would be no judging of members’ automobiles. In keeping with that tradition, at any chapter, regional, or national meet, there should be no point judging, sight judging, or other means of judging where the condition of one Hudson competes against the condition of another Hudson. Awards based upon such criteria as “people’s choice,” long distance, hard luck, or the oldest or newest Hudson are acceptable. If a Club chapter meet is held in conjunction with and sponsored by another organization which has competitive judging, and a Club member has the choice of whether or not to participate in the competition, such joint meets are acceptable. Club members are free to engage in and enter their cars in independent events conducted by other organizations regardless of the nature of any judging conducted by that organization.

13.2In view of the Club’s long-standing policy against competitive judging of our cars, there is a limit to what is appropriate in this area. Trophies or plaques can be given for distance awards, people’s choice, hard luck, oldest car driven, etc. Even these awards have pitfalls and can cause discontent. Spend a little time in advance to think through the rules you’ll want to use.

13.3“Longest Distance driven by a Hudson, Essex or Terraplane” must be limited toHudson-powered cars driven to the meet. If you want to recognize a modified car that’s been driven further, separate awards should be made for Hudson and non- Hudson powered cars.

13.4Make sure that folks registering at the meet know what the basis will be for the awards. For long distance, as an example, decide whether you want to recognize who came from farthest away, or who drove the most miles on the way to the meet from home, including any side trips on the scenic route. Then put some info at the registration desk so registrants will know what figure to use. This will help avoid awkward moments and disappointed members when the awards are announced. (Rev. 6/07)

13.5Hard Luck trophies can be awarded for various reasons. These awards can be humorous, revolving around the person who got a ticket on the way to the meet for speeding with his Essex, the member who backed into a police car in the parking lot, or the member who didn’t complete the restoration of his Terraplane and had to drive a late model Chevy 1000 miles to the meet.

13.6People’s Choice awards also open up some good opportunities. It can add interest to also have the hotel staff make a selection. This is one area where any Hudson, Essex or Terraplane can be considered, whether original or modified. It’s purely a test of which car pleases the most people.

14.FINAL PRE-MEET REVIEW AND ROOM SEATING ARRANGEMENTS

14.1Your key people should meet with the management of the hotel a couple of weeks before the National to arrive at a final understanding on various details of the meet, in

Hudson-Essex-Terraplane Club National Meet Manual

order to resolve problems before they occur. At this meeting you have an opportunity to talk with the various managers you will be dealing with during the meet.

14.2All details of the meet should be reviewed at this time, to include banquet arrangements, extra parking lot security, hospitality suite, reservation status, any special arrangements such as having a display car in the banquet hall, arrangements for a hose and a place to wash cars, arrangements for meeting rooms and anything else that may come up.

14.3This is the time everything that was promised gets confirmed, as the top management and all of the various managers are brought together. By this time the hotel knows how many rooms are rented, how many people are signed up for the banquet and social etc. When they see what has happened it is sometimes surprising what they will throw in at the last minute. In one past meet, for example, we got free extra security, a free hospitality suite and other last minute items.

14.4Notify the hotel of what you’d like to have on the “greeting message” area of their sign in front of the hotel. Take the initiative on this rather than letting the inn decide what to put up. Sometimes you can incorporate your theme in the announcement. A banner for the hotel marquee is also a nice touch. Clear this with the hotel and determine the proper size for the available space. This can incorporate the name of the Club, the dates, the theme, a welcome message, etc. It needs to be professionally made and on proper sign material. The wind can destroy a poorly made sign — paper will not work!

14.5Room Seating Arrangements. The Board of Directors meeting for the Hudson Club should be set with tables in a U shape accommodating five seats at the end table and six seats on each side. An audience of at least thirty (30) chairs should face the Board of Directors. A microphone for presenters and/or the President is desirable, but not required. The same setup will work for the Board of Directors’ meeting for the Hudson Historical Society. The annual Chapters’ Presidents meeting should be scheduled before the Hudson Club Board of Directors’ meeting with a podium and a microphone if possible in the room set to accommodate fifty (50) attendees on chairs. The annual membership meeting for the Hudson Club should be set up with a podium and microphone, plus a head table with seventeen (17) chairs for the Board of Directors, the Officers and legal counsel. The room should be set up with at least two or three hundred chairs for member attendance. A similar setup for the membership meeting of the Hudson Historical Society is acceptable, but fifty (50) chairs for attendees is plenty. For the Hudson Historical Society Auction, a room with a podium and microphone is needed, together with several tables, plus at least one hundred (100) chairs for attendees. Other meeting room such as tech sessions should have a podium or front table, a microphone if possible and chairs for fifty (50) people for the anticipated audience.

15.PARKING

15.1Most past complaints have been related to the problem of segregating the H-E-Tcars from the Brand X’s. Work with the hotel to have access to your reserved space early, have it well marked and cordoned off with traffic cones, tape, etc., and make it easy for the H-E-T folks to find it.

15.2Some of the older motels with outside individual room entrances present a problem with the segregation of H-E-T and Brand X cars, but this is easily solved by keeping the

Hudson-Essex-Terraplane Club National Meet Manual

show area remote from the room parking slots. Then if a member would rather keep his H-E-T car close to his room than put it in the show area that is his choice.

15.3Parking is an easy problem to deal with if you are on top of it from the beginning and the hotel has sufficient space available. Someone must be on the premises one or two days before the meet, as many early arrivals will park in the wrong place if they are not told otherwise. And it takes time for the required turnover to get the Brand X’s out of the show area. This is also the time to get the RV’s in their place and not in the way of the Hudson parking area. Usually the vicinity of the flea market is appropriate for the RV’s, and this location can also take care of the car hauler trailers and trucks. Mark and cordon off the flea market area as early as possible, no later that the afternoon before the first day of flea market activity. The parking area must be monitored 24 hours a day, every day of the meet, to keep non H-E-T people from coming into the wrong area.

15.4Signs in appropriate locations should direct people to the proper parking area. Signs should include: H-E-T CARS ONLY, NON H-E-T CARS, RV’S, FLEA MARKET and others as necessary. (Consider reserving a few spaces for cars nominated for the Albright Award — check with the award coordinator to see how many candidates are expected). Signs should be professionally made and be a credit to the Club and the hotel.

15.5If the location of the H-E-T parking area is not clearly obvious from the hotel entrance or check-in area, plan to have people at the arrival area full time to direct arriving members to the proper parking area. If the new arrivals have to go into the hotel to find out where to park, it can really clog up the arrival and registration driveway area.

15.6Remember that you’re required to report the number of Hudson-built vehicles attending the meet. In addition to trying to get them all on some sort of sign-in sheet at the registration area, you’ll want to make a physical count. A little stick-on dot placed on a headlight lens makes it easy to tell which cars have been counted.

15.7Our members can’t possibly know who owns every car brought to the meet. And there will be a lot of the non H-E-T public strolling through the parking area to look at the cars. Having an informative 8×10 windshield card on each car will help everyone appreciate the wide range of years and models represented at your meet. At the very least the card should show the year, model and owner’s name, city and state.

15.8Parking for RVs has become a significant problem as more and more hotels and local ordinances prohibit RVs from being occupied overnight when they are on hotel property. If you’re told there are such restrictions, investigate carefully — be sure they really exist, and aren’t just a hotel preference. Even if RVs are allowed on the grounds, hotel policies vary widely. Some will prohibit occupancy and require the RV owner to rent a room, others may only require a modest fee for the RV to be used on premises, and others may have no restrictions at all. We want to accommodate our RV-basedmembers whenever possible; however, you may have to accept a less than favorable situation for RV use in order to get the most suitable hotel for the meet. If the hotel will not allow RVs to be occupied on the premises, identify and publicize an RV campground nearby, to give the RVers a good alternative.

15.9Consider setting up a “welcome center” spot in the parking lot where new members or potential new members can receive Club information.

Hudson-Essex-Terraplane Club National Meet Manual

15.10It is strongly recommended that the registration form for the National Meet include a place for members to request trailer parking space. Trailer parking should be separate from Hudson parking. If at all possible, trucks and trailers should not be allowed to drive through the Hudson parking area, in order to avoid accidents damaging Hudsons.

16.RUNNING THE MEET (Odds and Ends)

16.1Host chapter members should be visible to your guests, available to answer questions and provide help at all times. Make them easily identifiable with brightly colored vests or shirts, or prominent special name tags. There should be greeters in the lobby and people to say “thanks” and offer help when people are leaving on Sunday morning. Your guests may want to find someone to thank for the great meet you hosted!

16.2Try to arrange for your people who are responsible for running the meet to have conveniently located rooms. Take advantage of the in-house closed circuit TV that is available in most hotels, for your daily announcements of what is going on. Have a meeting with all your workers every morning of the meet. Problems will arise, and by having everyone there you’ll get more good ideas on how to work them out. Don’t hesitate to go to the hotel management for something you need that they may have refused before. Once they’ve seen that you really did bring in the business you promised, they are often more accommodating.

16.3A nice touch for your meet is a “photo opportunity” spot — a special place where cars can be positioned for picture taking. A backdrop with the date and location of the meet is especially nice.

16.4Work with the hotel to provide a hose and a place where the Hudsons can be washed, either by their owners or by someone who wants to wash them for a nominal fee.

16.5Consider renting golf carts to facilitate your volunteers in handling problems and particularly in controlling where Hudsons are parked versus brand X’s and where vendors or motorhomes are to park. Damage to golf carts not owned by the Hudson Club is not covered under the Hudson Club’s insurance policy. You should purchase a damages waiver when renting golf carts or be prepared to pay for any damage done to golf carts by your volunteers.

16.6Consider renting walkie-talkies for key personnel to communicate. Walkie-talkiesallow the registration desk to communicate with other key volunteers who may be out in the parking lot or vending areas.

16.7Consider contacting AAA of the state where the meet is to be held and negotiate an agreement for them to tow any Hudson that arrived within 100 miles the meet with no charge for the week of the meet. In exchange for this deal, the AAA may require AAA banners being visibly posted around the meet and inserting their flyer in each of the goody bags. Also consider making arrangements with dealership or service station to allow members who may need access to a service bay in case they need to work on their Hudson.

16.8Consider providing to your chapter volunteers a sheet with cell phone numbers of key people in both the Chapter and at the hotel who might need to be contacted during the course of the national meet.

Hudson-Essex-Terraplane Club National Meet Manual

16.9In hopes of getting new members, please be certain that chapter members are alert for being friendly to the public, as they may join the Hudson Club as a new member.

17.HOSPITALITY SUITE

17.1A Hospitality Suite has proven to be a popular and well appreciated addition to recent National Meets. A couple of rooms located away from the public areas of the hotel can usually be rented at reasonable cost, and often it is possible to get this space at no cost, since you’re filling a lot of rooms with paying members. The reason for being remote from the public area of the inn is that most hotels will not permit you to have your own food or drinks in their public areas — they will insist on furnishing everything, perhaps at an unaffordable cost. This is another area where you may need to push a little to get what you want. Don’t hesitate to do so.

17.2Soft drinks, water, and snacks can be provided. Work out the best deal you can with the hotel or bring your own. Plenty of ice is a must (ice water in the swap area is also a nice touch). These rooms are normally provided with TV and comfortable furniture. It is a nice place to relax after a hot day in the parking lot or swap area.

17.3The hours of operation are optional, of course, but from late afternoon to midnight have proven reasonable and useful.

18.SOCIAL EVENT

18.1This is “get acquainted” night. There is great latitude in what the host chapter can do with this function. It can be something typical of the local culture or geographical area

— a barbecue, a pool party, a parking lot party, a more formal cocktail party, a dance! Almost anything goes, and the more unique and exciting the better.

18.2Keeping costs down is important. Pay-as-you-go is the desirable arrangement for drinks, permitting people to self-regulate their costs. Be careful of cash bars — hotels will usually charge you if a minimum is not sold. And remember, our Club’s insurance policy prohibits Club-furnished alcohol. You can easily attract 300 + people if the cost of the function is reasonable and flexible. In recent years most have been either a low fixed cost or spend what you wish.

19.BANQUET

19.1One of the high points of any National Meet is the banquet. This is normally the final evening of the meet, and how well it is done leaves a lasting impression. Factors to be considered include the following:

19.2Banquet costs must be watched closely. Many families cannot afford the high prices typically encountered these days. Do your best to keep the cost down. You’ll need to “mark up” the dinner price slightly to provide for meals furnished to speakers and honored guests, for ticketing problems and the table centerpieces. But try to hold the markup to no more than $1 per ticket, and have an effective system to ensure only those members who paid get served.

Hudson-Essex-Terraplane Club National Meet Manual

19.3The question of buffet vs. banquet must be considered. A banquet is a formal sit- down dinner, normally followed by a speaker or entertainment. The strong consensus is that our “Annual Special Occasion” deserves a banquet. A buffet should be avoided because the first through the line could take too much food if there is an inadequate supply of food. If there are inadequate serving lines, the first may get served and be finished eating long before the last is served. However, buffets tend to be less expensive so be careful that you don’t pay for a banquet and get a buffet.

19.4Arrangements for a head table should be made carefully. Problems include wasted space if banquet room space is limited, and the issue of who gets to sit at the head table and who gets left out (such as members of the family). Many people who typically sit at the head table have done it before and no longer desire to be on exhibit when they eat. Anyone expected to sit at the head table should be notified in advance. An alternative to the head table is to use a lectern and arrange nearby seating for those who are going to be involved in the program.

19.5Above all, insist that seating and food service be prompt. Announce the banquet time and be sure the hotel has the room ready at least a half hour earlier.

19.6Banquet Tickets should be numbered and used in chronological order. On many occasions there has been insufficient seating for the number of people appearing at the banquet. Problems encountered in the past include failure to control banquet tickets. If you are using envelopes at the registration desk for attendees to receive their tickets for various functions, be certain when you stuff the envelopes that the number of banquet tickets in the registration program corresponds with the number of banquet tickets placed in envelopes. If you number the banquet tickets, then the number of banquet tickets sold per the registration program should correspond to the last used banquet ticket number. Additionally, when volunteers set up the banquet tables with center pieces, etc., be sure someone counts the number of seats in the banquet room. On at least one occasion, the banquet room was not set up for the number of seats contracted for with the banquet facility. For instance, tables are supposed to be set for 10 people, each table, but are set for only 8 people, each table, you will be short seats and have a crisis on your hands at the beginning of the banquet. Additionally, using envelopes with the tickets for each registration will insure that people who have purchased banquet tickets actually get those banquet tickets. If your registration desk uses a system where banquet tickets must be separately given to those purchasing tickets, omissions may cause people to appear at the banquet who don’t have a ticket but paid for a ticket. There have been numerous banquets with insufficient seating for the people appearing, so great care should be exercised in this area.

19.7Whoever is the Master of Ceremonies at the banquet should have a written schedule of items that need to be taken care of at the banquet. Being the MC at the banquet is very difficult job and requires preparation. Therefore, a written list of who speaks or what event occurs should be made and people who are presenting at the banquet, other than an MC, should know when they are expected to speak and be prepared to come to the podium promptly. Remember the drawing for the Bill Albright Award occurs at the banquet.

19.8Door Prizes. Consider limiting the number of door prizes. Above all, make certain that the door prizes go quickly. Call the number twice and go on to the next number. If

Hudson-Essex-Terraplane Club National Meet Manual

you are not careful in handling the door prizes quickly, it will extend the length of your banquet substantially.

20.BANQUET SPEAKER

20.1There are differing opinions on the need or desirability of having an after dinner speaker at the banquet. If other after-dinner activities are going to require a lot of time, it may not be desirable to further lengthen the evening with a speaker. If a speaker is planned, a long evening may still be avoided by having the speaker or perhaps the distribution of door prizes begin while people are eating.

20.2If a speaker is used, there is the question of subject matter. Respondents to past questionnaires have been about evenly divided as to whether the subject needs to beH-E- T related or not. But it has been nearly unanimous that the main thrust of the talk should be to entertain rather than to inform in any great detail. So it is perfectly acceptable to have a professional speaker who would not be there to “talk Hudson.”

20.3If an outside speaker is brought in, the expense must be considered. As a minimum the speaker’s meal and lodging will have to be provided. Most hotels will provide a certain number of rooms at no extra charge, based on the number of paid “room nights,” so one of these rooms could be used for the speaker. If transportation and a speaking fee is involved, an extra dollar could be added to the banquet cost.

20.4There have some memorable disasters in the past with speakers who got too involved with their subject and droned on into the night. The best way to avoid this problem is to have previously heard the speaker. Quite often the Convention Bureau can be a great help in finding a good one. In any case, set a time limit and tell your speaker to structure his talk to fit this time frame.

20.5Remember, approximately half of the audience consists of spouses who are usually not into technical stuff.

20.6Many banquets go on too long. It is recommended that your banquet end by 9:00 p.m. local time. Many people will need to leave immediately after the banquet or very early the next morning to begin their trip home.

21.CHILDREN’S BANQUET

21.1Whether to have a children’s banquet has been a tough question to resolve. In spite of apparent strong feelings that there should be one, those offered in the recent past have had very small attendance. If your chapter wants to offer one, it is best to have it coincide with the adults’ banquet and automatically help solve the child sitting problem.

Be sure to design the meet registration forms so that they will tell you how many children are going to be attending.

21.2The cost should be kept reasonable, probably not greater than $5-7. Based on the relatively few children (as compared to the adult banquet) the hosting chapter can readily subsidize this if a reasonable price cannot be negotiated with the hotel. It is best that this function be held on the hotel premises to avoid having to take the “Hudsontykes” to another location and pick them up.

Hudson-Essex-Terraplane Club National Meet Manual

21.3The food should be what the kids like — hamburgers, hot dogs, pizza and such. Entertainment of some sort is desirable, and pretty much mandatory if the kids are to be entertained through the entire adult banquet. Clowns can often be found from the local fire department or Shrine. At the least, TV and appropriate videos should be available.

22.POST-BANQUET DANCE

22.1The question of whether to have a dance after the banquet seems to produce few positive responses. Comments raise the following points:

∙Most folks seem to feel a dance after the heavy meal, speakers and awards seems “a little much,” and would prefer to get back to the parking lot and talk Hudsons and Hudsoning with our friends.

∙Experience has shown that the dance seldom draws a large crowd.

∙A dance is expensive for the sponsor. Recorded music can be used, but

some think this to be a bit tacky. That said, many of our ladies do like the idea of a dance, and they are important members, too.

∙A dance could be considered if the remainder of the post-banquet program is brief. As an alternative, a dance could be held on another night, such as after or as part of the social gathering.

23.CHILD SITTING SERVICE

23.1Child sitting service should be available so the moms and dads can enjoy some of the meet without the children if they would like to. As a minimum the service should be provided during the banquet and social hour. It would also be helpful for the Annual Business Meeting and during times when shopping or other tours are planned.

23.2This is not a major expense and is really appreciated, especially by the moms. Many of our attending members have small children, and we should accommodate them. This service should be provided at no charge or at a small fee.

23.3A good source of staff is our own H-E-T teenagers. A room should be set aside for this purpose and should include a TV with VCR and a few tapes of kiddy things. Also, there should be work tables, coloring books, games, etc. Another good source of help is to have the mothers or dads take turns sharing the responsibility during times other than the banquet or social, if you wish to provide the service full time during the meet.

24.MEMORABILIA ROOM

24.1In recent years the “museum” or memorabilia display has become a prime attraction at the Nationals and has been enjoyed by most of the members. However, it is probably best not to attempt this project unless you have one or more ardent memorabilia collectors within your chapter, or as an alternative, an H-E-T memorabilia collector outside the chapter who lives near enough or is otherwise willing to bring his or her collection (part or all) for display. These folks have the items to serve as the basis of the display and they usually enjoy putting such a display together. This is also an ideal place to display items that might be for sale to other members. If the public is welcome, it might include some interesting items from outsiders who would be glad to sell or donate items they own. At past meets some very nice things have shown up in this manner.

Hudson-Essex-Terraplane Club National Meet Manual

Each chapter should evaluate its own resources before going ahead with a memorabilia display. While very nice, it is not an absolute necessity to have one.

24.2Credit should be given to the members who contribute to this display, by individual place cards with the items or a poster in the display room. If the bulk of the items are from a few people it might be good to recognize these contributors at the banquet.

24.3Security for this room is critical, as loss or damage to someone’s display items could be a serious problem, and these items are getting more valuable all the time. The room should be locked at all times when adequate staff isn’t available to ensure the safety of the materials.

25.TECHNICAL SESSIONS

25.1Tech sessions are important and have become one of the basic features of our National Meets. Here are some tips from post-meet questionnaires:

∙Try to avoid repetition from previous meets.

∙Try to come up with something fresh.

∙Outside professionals can often add interest to the session.

∙Representatives from various companies are more than willing to conduct such sessions and can be depended on to do it in a professional manner.

∙If you use H-E-T members, it’s good to use people from your own chapter.

There is usually available talent close to home.

∙Avoid discussions of major projects such as total engine overhaul. Most members do not do this work themselves and it is impossible to set up a meaningful demonstration in a hotel meeting room. Informative and educational sessions are good. Examples might include use of proper oil and fuels in older engines. Anything that can be illustrated by slides or film makes for a good tech session.

25.2Three sessions are probably the most that can be scheduled in view of available time and other activities. Announce your tech sessions well in advance — put signs in the registration area. Make the location clear so interested members can find it.

25.3Check with the session presenters well in advance to see if there are any special arrangements needed, such as a flip chart or white board and markers. The presenter may think to mention these details, but may not. It’s best to confirm, so as to avoid an awkward start to an otherwise good presentation.

26.NATIONAL BUSINESS MEETING

26.1Appropriate arrangements for the National Business Meeting are a must. A full morning should be scheduled for this. It should be held the last full day of the Meet (Friday or Saturday) so that a maximum number of members can take part.

26.2The hotel should be informed as to the set-up required — head table, seating for around 300 and any other considerations, including public address system. An “audience response” wireless microphone is desirable so members speaking from the floor may be heard. Arrange for tables with ice water at each side of the room for the attendees.

Hudson-Essex-Terraplane Club National Meet Manual

26.3Clear the planned time with the National President and check for any special needs. Be certain the Flea Marketers are notified of the meeting time, as the Swap Meet cannot be open during the meeting. This is a requirement of the National Club by-laws.

27.CHAPTER STORE (ARTS AND CRAFTS, ETC.)

27.1The Arts and Crafts operation has become a major part of the National Meet. It can be a substantial financial contributor, from sales and raffles of craft items. But it takes time and effort, and will be successful only to the extent the ability and enthusiasm of the lead person makes it so. Lead time is very critical. Work should start at the earliest possible date — as soon as you are awarded the meet. It’s easy to underestimate the time required to create all the items.

27.2Experience indicates that a good variety of items is better than a large quantity of a few items. The presentation and display is very important. Consider what mix of auto- related and non auto-related items might be good. And be careful not to infringe on the

Club Store’s product line — if there’s a questionable item, coordinate with the Club Store

Manager before proceeding.

27.3For purchased items, it’s wise to be conservative in your estimates of how much can be sold. Don’t get stuck with a lot of leftover stock. Try to get some nice items donated, and raffle them. This keeps the risk low and maximizes the net revenue.

27.4Although our ladies typically produce most of the craft items to be sold or raffled, don’t overlook the contribution some of the men can make, such as wood items, wall clocks with Hudson photos as a background, etc.

27.5Where feasible, the Craft Room should be available to the public as well to as our members. And it should be close to the Club Store to take advantage of people in a buying mood.

28.NON CAR-RELATED ACTIVITIES

28.1We must keep in mind that many folks at the meet are not wrapped up in admiring the products of the greatest car company that ever existed, or in attending technical seminars. This includes most of the ladies and the “Hudsontykes.” We must not emphasize the core activities to the extent that we lose track of what the meet is all about

— Hudson families and friends. Some popular non car-related activities in the past include:

∙Historical tours, especially if the area has significant historical interest.

∙Shopping trips, particularly if there is an unusual shopping complex or mall in the area.

∙Fashion shows for the ladies. These can often be arranged locally through department stores or various women’s Clubs.

28.2Seminars and Craft demonstrations can be quite good, and at one past National an antiques seminar was well attended. Local resources for talent to conduct these sessions must be considered well in advance.

Hudson-Essex-Terraplane Club National Meet Manual

28.3It is also a good idea to have maps, brochures, etc., available for people who might want to make their own local sightseeing plans. This is especially true for major attractions that families might want to visit before leaving the area following the meet.

29.SWAP MEET

29.1The swap meet is another of the major features of the National. It must be well organized, run and controlled. The area should be well defined, with vendor entry controlled by someone at the entrance. Unofficial mini flea markets in other locations (the car display area or in front of the hotel) should not be permitted. Swap meet spaces should be for members only. Anyone can be in the swap meet area if they join theH-E-T Club and register at the meet. If they choose not to do this, they should not be allowed in as vendors. If you have a problem with control of freeloaders or vendors who desire to go into business outside the designated area, the hotel can become the villain in getting the people to move. It is nice if the Club can avoid giving anyone a hassle.

29.2Having the swap meet in a covered area, such as in one level of the hotel parking garage, is a big plus in the hot summer weather we usually encounter. This should be a consideration when the host hotel is being selected. If a covered area is not available, grassy areas are definitely better than paved ones. Also, see if the hotel has interior space for the swap meet. In any case, do not set up on any adjacent area that does not belong to the hotel unless you have permission from the property owner. Violation of this can get rather expensive if the owner shows up after everything is under way!

29.3Security of the swap meet area is critical. Arrange for guards to patrol the area throughout the night every night and during any other unattended times.

29.4It is a requirement that space for trailers and RVs be provided; however, our swappers and RVers need to be reasonable and nowadays should expect rules like “rent a room, park an RV/Trailer.” Unfortunately, things are tending to become more difficult in this regard by some hotels’ RV parking rules, which have precluded RV-basedswappers from setting up under their own awning. Try to negotiate with the hotel for the most favorable arrangements. For example, even if RVers are not permitted to live in their RV while it’s on hotel property, try to get permission for RV-based swappers to park their units in or adjacent to the swap area. Basically, swappers and RVers should expect to be treated the same way as any other H-E-T member. You rent a room and pay your registration and have a place to park your Hudson, your car trailer, your Brand X or your RV/Trailer. At the same time, reason must prevail based on local regulations, the amount of real estate available, and the number and location of swap meet spaces.

30.SECURITY SYSTEM GUIDELINES

30.1Start the planning process early. Meet with the host hotel security chief or local law enforcement, to let them know your needs and agree on the ground rules to be followed. Establish what you will be responsible for and what you will not. If the arrangements are complicated you may want something written down, but if not, agree with a handshake. Especially if a written agreement is not completed, be sure to make written notes on exactly what was discussed and decided upon. This is helpful if someone else has to take your place as Security Chief and was not present at the meeting you attended.

Hudson-Essex-Terraplane Club National Meet Manual

30.2Ensure you have all the emergency numbers you will need in case of unforeseen

circumstances, such as medical, hotel security, and law enforcement. Where all emergency calls go through the hotel switchboard, this may be as simple as having a hotel/motel radio.

30.3If you will have radios, establish a radio protocol (rules for use) that you and your guards know and can use. Consider placing a small tag on the borrowed radios with call numbers written on them.

30.4Try to get at least one golf cart for use by the security team — it will save a lot of walking and allow you to do a better job of covering the area. One of your host chapter members may have one, or you may be able to rent one at a reasonable cost for the duration of the meet.

30.5At the start of the night shift, it’s a good idea to check in with the hotel/motel security, identify yourself and advise them that you are starting the shifts through the night. If you’re checking in by radio, this checks the radio to make sure it works, and alerts the folks on the other end of the radio transmission that there are in fact people out there looking after the parts and cars!

30.6Be flexible. It may be necessary to add more people to a shift, for safety purposes or to extend the hours of the night that must be covered. Have a few extra people signed up for such contingencies and on standby in case they’re needed. Hotel security personnel can help determine the hours of supplemental security needed.

30.7Designate an area to be patrolled — don’t leave it up to each individual guard to do so. They may not patrol the areas you think are most important. You will have done the planning and you know exactly what you want patrolled and the limits of the areas to be watched. Walk it yourself and map it out if necessary. The hotel usually has small printed maps with the layout of parking lots and room numbers on them. Get some copies and mark the areas to be patrolled. The hotel security folks can help here too. They know where potential problems will come from and the hours they may occur.

30.8Question the hotel Security Chief about the types of law enforcement problems you might observe and need to call them about. Ask, for example, if any cars were ever stolen from the hotel in the past year and the amount and kinds of vandalism in that time period.

30.9Evaluate the night lighting available, as this will determine which areas may need more attention. If there are areas with inadequate lighting, you may have to outfit your guards with flashlights. Check them early each night to ensure they are working properly.

30.10Let folks know where you can be reached in case of problems or emergencies.

Give this information to the guards, your security contact, and the night dispatcher.

30.11Have all the equipment your guards will need ready for them at each shift. Don’t

expect them to come equipped. This will likely be as simple as a flashlight, a radio, a sketch of the area to be patrolled, and your phone and room number. A clipboard might be helpful also, to keep any papers together and present a bit more of an official look.

30.12Have a specific central place designated for shift changes and for communicating instructions and problem areas to the next shift. Consider posting a schedule board at this central point if it’s not too accessible to the general public. A schedule in plain view might not be advisable, as someone could see just when shift changes take place and could be at the other end of the area, doing whatever.

Hudson-Essex-Terraplane Club National Meet Manual

30.13Try to prepare a simple one-page instruction sheet for the guards, which can be passed on to the next shift. Include notes on radio procedures in case the shift people fail to pass those instructions along verbally. If problems arise after the first night, you can add appropriate instructions to the sheet.

30.14In the morning, meet the last shift of the night and debrief them to ascertain if there were problems, and if the manpower or patterns of coverage need to be changed for the next night. Collect the radios at that time, turn them off, and take them to your room to charge all day to be ready for the next night.

30.15Have your security plan well thought out and be ready to discuss it with the overall coordinator of the meet.

30.16Post a notice somewhere that swappers and H-E-T people can see, so that if they have complaints, see suspicious activities or want to volunteer for guard duty, they know where and how to contact you.

30.17Make sure your guards know they are “eyes and ears” only; they should not engage in physical confrontations with potential violators. First, they don’t have the authority, and second, they might get hurt! Emphasize that 90% of law enforcement is preventive — just being seen out there deters many would-be violators.

30.18If you have a chance to talk to swappers beforehand, encourage them to take high value items in at night or when they aren’t physically present in their swap meet space. At a minimum, encourage vendors to cover their items at night. There is a lot to be said for “out of sight, out of mind.”

31.AUCTION

31.1In recent years, the Hudson Essex Terraplane Historical Society has held an auction which is normally scheduled the evening of the day before the banquet or one of the last evenings. Check with the HET Historical Society President to coordinate a date and time.

32.PROBLEMS TO AVOID

32.1Following past meets, questionnaires have asked members and sponsors what the

most bothersome problems have been. Following is a summary of the answers:

∙Cars and members too spread out at other hotels.

∙Limited parking space at the host hotel. This is often aggravated by members who are billeted at other inns and local members who come to the host hotel for the day’s activities.

∙Being “stood up” on room reservations or being sent to a different inn, often at a higher rate or with poorer rooms.

∙A poor check-in system and lack of sufficient staff (by the hotel and by the host chapter).

∙High cost of rooms.

∙No ice!

∙Poor or high priced restaurant on the premises.

∙Not enough nearby moderate-cost restaurants

∙Caravanning problems

∙Poor control over the flea market.

Hudson-Essex-Terraplane Club National Meet Manual

∙Inadequate banquet space.

∙Boring speakers at the banquet.

∙Running out of food (when a buffet is served in lieu of table service).

32.2: The Club has liability insurance which covers accidents causing damage occurring during the National Meet if the accident is caused by a member working in the course and scope of their job duties for the hosting chapter. Most accidents will not be covered by the Club insurance, but may be covered by an individual’s insurance. If an incident occurs during the National Meet that may involve Club insurance, a report should be made immediately to the Club President and a proper paper or electronic record made describing the incident, persons involved, witnesses, etc.

Proposed Addition of 32.3: Payment of the registration fees to the hosting chapter is sometimes an issue for attendees. Remember, the Club is a social club, intended to promote the gathering and exchange of information by those interested in cars produced with the Hudson marque. The fact that some attendees evade or refuse to pay the registration fee is probably not going to make or break the budget for the hosting chapter. However, all vendors should be members of the Hudson Club and pay the registration fee for the National Meet, as vendors are making money selling their wares. The hosting chapter should always allow minor children and minor grandchildren on a member’s registration and maybe even adult children. Generally, a member of the Hudson Club could add to their registration any guests they bring or the guests could register separately. However, a member would not add another Club member who is not family to their registration form, as each member should register separately. The registration fee is charged per registration, whether the attendees come for the week or the day. The registration fee could cover many costs incurred by the hosting chapter, such as: name badges, printing costs, goodie bags and contents, microphones, podiums, projectors, center pieces for the banquet, door prizes, golf cart rental, fees for making the logo, costs for banners and advertising, directional signs, dash plaques, banquet speakers and entertainment, band costs, printed Meet program, raffle costs, awards and trophies, permits, business meeting room costs and hospitality room costs, including free ice and water to attendees. Often those who don’t want to pay the registration fee have no real concept of the costs of hosting a National Meet and explaining these costs may help. However, care should be taken not to create an uproar.

33.AFTER THE MEET

33.1Every project of this magnitude is a learning experience. For your own benefit as well as that of folks who will plan future Nationals, schedule and conduct a good team “after action” meeting to talk about what went well, what problems were encountered and what you’d do differently next time. Document specific “lessons learned.” Take detailed notes and write up a summary for your chapter’s records. And please forward a copy to the

National Club, so the person responsible for this National Meet Manual can review your report and identify good ideas that need to be included in it. Be sure to mention any guidance in this manual that turned out to be incorrect, outdated, ill-advised or otherwise questionable.

33.225% of the National Meet’s net profit is to be submitted to the National Treasurer, and a statistical and financial report is to be submitted to the National President. You’ll want to review the mandatory report items listed in the Mandatory Requirements section of this manual to ensure you cover the required elements and get the report in before the stated deadlines. While the general summary that results from your team’s “after action” review is not specifically required, you can be sure it will be welcomed and appreciated; it can be included as an addendum to the required report to the Club President.

Hudson-Essex-Terraplane Club National Meet Manual

Hudson-Essex-Terraplane Club National Meet Manual

APPENDIX

Hudson-Essex-Terraplane Club National Meet Manual

[To be sent to potential Commercial Advertisers]

[Your Chapter Letterhead]

[Return Mailing Address]

[Date]

As the host chapter of the [ year ] National Meet of the Hudson-Essex-Terraplane Club, Inc., we are preparing to put together the souvenir program.

This Meet will be held in [ ____city ____ ], on [ ____date____ ] . A printed program will be

given with each registration; we expect over 500 programs will be distributed to members from the entire country. At $100 for a full page ad (proportionately less for smaller size), the cost for each collector car owner reached by your message will be less than 20 cents. Typically these programs are not thrown away but are kept indefinitely for reference.

If you have advertised in our National Meet programs in the past two years, copies of the ad(s) you ran are enclosed. Should you choose to repeat your ad, please send it to us with proper payment. If you desire to take a larger or different ad, a worksheet is enclosed showing the space which you have to work with.

Camera ready copy will be greatly appreciated. Please send all copy and checks to: [ ___name ___ ]

[ ___address___ ] [ ___address___ ]

Please make checks payable to: [___chapter name___ ]

SUBMISSION DEADLINE IS [___ date ___ ].

Your support and prompt reply will be appreciated.

[___name___ ]

Chairman, [year] HET National Meet

HOST CHAPTER [year] NATIONAL MEET

Hudson-Essex-Terraplane Club National Meet Manual

[To be sent to all Chapters]

[Your Chapter Letterhead]

[Return Mailing Address]

[Date]

As hosts of the [year] H-E-T National Meet, we are preparing to put the souvenir program together.

If you have advertised to help support your National Meet in the past two years, we are enclosing copies of the ad(s) you ran in those programs. If you choose to repeat one of these ads, merely return it to us with proper payment. If you would like a different ad, please make the necessary changes or draw up new copy and send it to us with your payment.

If you are advertising for the first time or wish to expand your ad, a worksheet is enclosed showing the space you have to work with. Chapters often opt for a larger ad when the National is being held in their region.

Your cost will be:

Camera ready copy will be greatly appreciated. Please send all copy and checks to: [___name ___]

[___address___] [___address___]

Please make checks payable to: [___chapter name___]

SUBMITTAL DEADLINE IS [___ date ___].

Your support and prompt reply will be appreciated. Looking forward to seeing you and your chapter members in [___city___]

Yours for great Nationals,

[___name___]

Chairman, [year] HET National Meet

HOST CHAPTER [year] NATIONAL MEET

Hudson-Essex-Terraplane Club National Meet Manual

[Letter of Introduction for those soliciting Goody Bag items]

[Your Chapter Letterhead]

[___date___]

To Whom It May Concern:

Our chapter of The Hudson-Essex-Terraplane Club, Inc. is honored to be the host of the club’s [year] National Meet. This convention will be held in [___city___] on [___date___].

We expect attendance will exceed 1500 people and over 300 antique and other collector cars will be registered for this gathering.

It is customary to give each registrant a registration packet which will include the Meet Plaque, the printed program, and other items which will be donated by various businesses and individuals.

This convention is fully recognized by the Convention & Visitors Bureau of

[___city or locale___]. Your cooperation and donations will be greatly appreciated and valued by our members.

This letter will serve to introduce {_____name_____], a member of our organization.

Thank you for your consideration.

[_____name_____], Chairman

[Year] H-E-T National Meet

HOST CHAPTER [year] NATIONAL MEET