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About TLCA sponsored events

Discussion in 'SC- Upstate Cruisers' started by Trollhole, Aug 24, 2006.

  1. Trollhole

    Trollhole THC Supporting Vendor Moderator

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    EVENTS APPROVAL AND DEFINITION
    TLCA Board Approval of qualifying events shall be termed Sponsored. A TLCA Sponsored event shall be categorized into the following types:
    Hosted
    Sanctioned
    Open
    Rally
    Restricted
    Limited

    EVENTS DESCRIPTION

    Hosted Event: The Rubithon is an annual event hosted by TLCA and co-hosted by Association Chapters. The event serves two purposes: to provide family type entertainment and to raise funds for TLCA's General Fund. Chapters that co-host the event shall receive a percentage of the proceeds.

    Sanctioned Event: An event hosted by a Chapter in which TLCA members participate in a trail ride type event. The event serves to raise funds for the chapter's general fund. Chapters that host a sanctioned event agree to give TLCA a percentage of the net proceeds.

    Open Event: A trail ride type event hosted by a Chapter which is not TLCA Member or vehicle specific. The event serves to raise funds for the chapter's general fund. Chapters that host an open event agree to give TLCA a percentage of the net proceeds.

    Rally Event: An event hosted by a Chapter in which TLCA members participate in a non-trail ride type event. This event may be a swap meet, truck show, etc. The event serves to raise funds for the chapter's general fund. Chapters that host a rally event agree to give TLCA a percentage of the net proceeds.

    Restricted Event: An event hosted by a Chapter in which TLCA Members participate in a trail ride type event where the vehicle type is restricted to specific models. The event serves to raise funds for the chapter's general fund. Chapters that host a restricted event agree to give TLCA a percentage of the net proceeds.

    Limited Event: An event hosted by a Chapter in which chapter members and friends participate in a trail ride type event. This is not a paid event; its purpose is to provide access to TLCA insurance for special chapter events.

    HOSTED EVENT
    TLCA shall host one event per year. That event shall be the Rubithon.
    The Rubithon shall take place over the days from Wednesday to Sunday.
    The Rubithon Chairpersons appointment shall be for a period of one year running from September to August.
    The past Rubithon chair shall advise the current chairperson.

    SANCTIONED EVENT
    All requests for the sponsoring of Sanctioned events must be submitted in writing at least six months in advance to the Executive Vice President. The Executive Vice President may give preliminary approval for sanctioned events. The BOD shall hold a vote for ratification next board meeting following the submission of the event request. Chapters may request five-year pre-approved dates for their Sanctioned event. Sanctioned events shall still be required to meet TLCA Bylaw/SOP requirements each year.
    Only Chapters in good standing are eligible to host Sanctioned events.
    Requirements:
    Must submit a budget showing estimated income and expense.
    Must require membership in TLCA.
    Agree to pay within 60 days following the event 10 percent of the net profit to TLCA along with a financial statement of the event.
    Agree to pay before the event date the insurance rider plus $25 fee.
    Agree to follow TLCA advertising guidelines.
    All participants must sign the insurance waiver.
    Advertising guidelines:
    Must state "Sanctioned by TLCA" below title.
    Ad must be approved by at least one Board Member and Newsletter Editor.
    Privileges:
    Free advertising in Toyota Trails (maximum 2, full page Insertions).
    Access to TLCA trademark and logo.
    Access to TLCA insurance.
    Access to seed event money. A one time donation to the first running of the event.

    RALLY EVENT
    All requests for the sponsoring of Rally events must be submitted in writing at least six months in advance to the Executive Vice President. The Executive Vice President may give preliminary approval for Rally events. The BOD shall hold a vote for ratification at the next board meeting following the submission of the event request.
    Only Chapters in good standing are eligible to host Sponsored events.
    Requirements:
    Must submit a budget showing estimated income and expense.
    Event must not be a trail ride of any other similar type of event listed in the insurance policy such as; rally, parade, tour or poker run, contact the executive Vice President for clarification.
    Agree to pay within 60 days following the event 10 percent of the net profit to TLCA along with a financial statement of the event.
    Agree to pay before the event date the insurance rider plus $25 fee.
    Agree to follow TLCA advertising guidelines.
    All participants must sign the insurance waiver.

    Advertising guidelines:
    Must state "Sponsored by TLCA" below title.
    Ad must be approved by at least one Board Member and Newsletter Editor.
    Privileges:
    Free advertising in Toyota Trails (maximum 2, ½ page insertions).
    Access to TLCA trademark and logo.
    Access to TLCA insurance.
    Access to seed event money. A one time donation to the first running of the event.

    OPEN EVENT
    All requests for an Open Event must be submitted in writing at least six months in advance to the Executive Vice President. The Executive Vice President may give preliminary approval for Open Event. The BOD shall hold a vote for ratification at the next board meeting following the submission of the event request.
    Only Chapters in good standing are eligible to host Open Events.
    Requirements:
    Must submit a budget showing estimated income and expense.
    The event is open to all vehicle types.
    Agree to pay within 60 days following the event 10 percent of the net profit to TLCA along with a financial statement of the event.
    Agree to pay before the event date the insurance rider plus $25 fee.
    Agree to follow TLCA advertising guidelines.
    All participants must sign the insurance waiver.
    Advertising guidelines:
    Must state "Open Vehicle Event in conjunction with TLCA" below title.
    Ad must be approved by at least one Board Member and Newsletter Editor.
    Privileges:
    Free advertising in Toyota Trails (maximum 2, ½ page insertions).
    Access to TLCA trademark and logo.
    Access to TLCA insurance.

    RESTRICTED EVENT
    All requests for a Restricted Event must be submitted in writing at least six months in advance to the Executive Vice President. The Executive Vice President may give preliminary approval for Restricted Event. The BOD shall hold a vote for ratification at the next board meeting following the submission of the event request.
    Only Chapters in good standing are eligible to host Restricted Events.
    Requirements:
    Must submit a budget showing estimated income and expense.
    The event is limited to specific vehicle type or class.
    Agree to pay within 60 days following the event 10 percent of the net profit to TLCA along with a financial statement of the event.
    Agree to pay before the event date the insurance rider plus a $25.00 fee.
    Agree to follow TLCA advertising guidelines.
    All participants must sign the insurance waiver.
    Advertising guidelines:
    Must state “Vehicle Specific Event in conjunction with TLCA” below title.
    Ad must be approved by at least one Board Member and Newsletter Editor.
    Privileges:
    Free advertising in Toyota Trails (Maximum 1, ½ page).
    Access to TLCA trademark and logo.
    Access to TLCA insurance.

    LIMITED EVENT
    All requests for the insuring of limited events must be submitted in writing at least two months in advance to the Executive Vice President. The Executive Vice President may give final approval for limited events.
    Only chapters in good standing are eligible to host limited events.
    Requirements:
    Must not be a "paid" event.
    Agree to pay the insurance rider plus $15.
    All participants must sign the insurance waiver.
    Only chapter members, friends and family are allowed to participate in limited events. Please contact the Executive Vice President for full clarification.
    The event must not be advertised.
    Privileges:
    Access to TLCA insurance

    EVENT EVALUATION
    TLCA events are a major source of revenue for the organization. They also provide important recreation opportunities for the membership. It is therefore valuable for our volunteer event planners to know how participants rate their experience. The Event Evaluation Forms can be provided to the members at the time of registration for collection at the end of the event.
    Each Chairman using the forms should review and summarize the responses and comments. They should include the forms and summaries in the reports and submit these to the EVP. Use of these forms is optional.

    EVENT REFUNDS
    All TLCA events shall enforce a policy of charging at least a 10 percent service fee for all refunds made on registration.
    Each Event Chairman shall set a date that is the final date that a participant may apply for a refund for registration. Meal refunds shall be under the guidelines set up by the event chairman. No refunds are to be made on patches, dash plaques, T-shirts etc.
     
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