TLCA presence at East Coast events

[65swb45]

I have attended the Lone Star Roundup six times now. All six times, there was a very strong showing of support for the TLCA at the event, with banners, active membership solicitation, magazines, and swag at the raffle.

From this I assumed that this was more or less standard across the country, the same as I was accustomed to seeing at our Rubithon events here on the left coast.

I have had the good fortune to fly back east twice this year, to attend the GSMTR and the CMCC, both events that I have looked forward to attending for years based on the coverage I have seen in the TT.

I was surprised to find out that there was nowhere's near the interest in promoting the TLCA at these events. I don't know if this was just a year-specific glitch, or if there has been a change in promotional efforts since I left the BOD.

I currently have ZERO interest in returning to the BOD to discuss this ad infinitum, ad nauseam, as I am still hurting over the poor treatment I continue to receive over the raffle truck. Nonetheless, I still care about the TLCA, and am concerned that the TLCA has missed opportunities to promote itself in these venues, and was wondering if this was an oversight, or a shift in policy?

Best

Mark A.

 

[wardfoto]

I'll be the first to tell you, with all that is going on right now, I have not been able to focus quite as much as I had hoped. I will talk with Jeff, and we will work out a solution. Bodean is good, and together, he and I can resolve this concern.
We are getting some stuff made up specifically for event support, which is not quite ready yet, so it's really a question of timing. Once things smooth out for me a bit, and our event swag is ready, we will be hitting this stuff with great focus and intensity.
Thanks for pointing this out to me, Mark As I am still somewhat transitioning in to this, it is good for me to hear these concerns. If I didn't hear it, it couldn't be addressed.
I am about to head to Corpus Christi to see my Aunt, whom I just found out is in the hospital there on breathing support, with fluid in her lungs, and congestive heart failure. Please send me a pm, in a few days, so we can discuss some ideas, and other concerns you have. Thanks, again, Mark, for letting us know that we are kinda slacking on the East Coast. We will fix this, soon.

 

[Trollhole]

As Chairman of this past years GSMTR I'd be more than happy to give my insight into TLCA at the event. We were given a TLCA banner last year to display at our event. We made sure it was put at the entrance to the pavilion front and center for everyone to see. Jen has given me a bunch of TLCA bags every year to hand out swag. That has turned out to be a great marketing tool. I cannot thank her enough for these. As well during registration we had TLCA applications for anyone to read and sign up for. Todd K got us the newly designed PDF which looks great.

That being said Myself and one other were in charge of getting all 140 participants registered. It was a daunting task to say the least. Even with things very organized it was a lot for us to handle and to be honest promoting TLCA to every single registrant just wasn't possible. We left it up to the registrant as well as the 200 or so other people floating around to pick up one of the magazines TLCA sent and registration form and make their own decision. I did hear a few times during the raffle TLCA promoted but not a lot.

On the other hand one of the biggest things that has probably hurt TLCA was GSMTR being an open event. We don't require you to be a TLCA member in order to attend. That probably hurts TLCA the most but on the other hand it brings more people to our event. We gain a lot of non TLCA registrants with most belonging to a club that isn't part of TLCA.

 

[65swb45]

Marshall, your post sounds defensive, and that is the LAST thing I intended. Your efforts at GSMTR were nothing short of inspiring. I REALLY don't know how you managed to do everything you did. I'm almost suspicious that you have a clone!;p

My apologies for this misperception. My concerns should have NO reflection on your efforts at GSMTR.

Best

Mark A.

BTW, I still think your engine looks kind of gay, but I prolly shouldn't hold it against you until after I drive it. It's prolly a heck of a lot safer than driving with the hendog!

 

[bkfj40]

I have attended quite a few east coast events (old GSMTR, Coal Miner, Fall Crawl, and pig runs), one Southern Cruiser Crawl, and one Cruise Moab. I would agree that the TLCA presence is stronger at events outside of the east coast. I don't know anything about the numbers, but would believe that there are more members west of the big river than east.

One thing I do like to see is the ability to attend an event without a cruiser. I didn't have a rig a Cruise Moab, but had a great time wrenching, wrenching, wheeling, and more wrenching. At the dinner, I met Mudrak who invited me out to events out west even without a rig. I had never met him before, but what a great guy.

I liked seeing Mark out at Coal Miner for the second year in a row.

The TLCA has the possibility to grow membership with guests coming east and participants going west. If the TLCA wants to gain members, the ability to sign people up at events for multiple years would be a great start...

 

[Trollhole]

Marshall, your post sounds defensive, and that is the LAST thing I intended. Your efforts at GSMTR were nothing short of inspiring. I REALLY don't know how you managed to do everything you did. I'm almost suspicious that you have a clone!;p

My apologies for this misperception. My concerns should have NO reflection on your efforts at GSMTR.

Best

Mark A.

BTW, I still think your engine looks kind of gay, but I prolly shouldn't hold it against you until after I drive it. It's prolly a heck of a lot safer than driving with the hendog!

Nah wasn't trying to be defensive just give my perspective.


Anything is safer than riding with the Hendog. Just be glad he didn't do the trails in reverse.

 

[TRT2]

Remember this:

Rubithon is TLCA's only hosted event, thus sponsored and put on by TLCA. Thus we take TLCA registrations right on the event registration, and I ensure a strong TLCA presence.

After that, you have Sanctioned and Open events that allow OHV activities. These events are put on by Chapters (and a huge thanks to those chapters) and the hosting chapter can then decide what level of TLCA presence they are comfortable with. Nothing says they have to solicit TLCA membership or really do much beyond having the TLCA logo somewhere in their event artwork. Technically, at a sanctioned event, all registered participants are already TLCA members. And at an Open event, it makes no sense to push TLCA as registered participants might drive anything but a Toyota.


and finally... (and this is important)... if no one steps up to represent TLCA at these events, then Yes, TLCA presence is diminished. This is not inherantly a bad thing, it simply is the way it is. In the past, I myself have gone to events and represented TLCA with Trails to hand out and applications for those interested. But it takes effort, follow up and an attitude to apply yourself for TLCA. It also takes some coordination with our Admin and no one should take on the role of TLCA representative without confirming with Jenn about what you are about to do. There is nothing worse then our Admin receiving a phone call from an angry new member who purchased membership at So and So event, and has received nothing... come to find out, the TLCA rep dropped the ball on submitting the applications they took money in for. Do not under estimate this potential problem.


and no, forcing TLCA representation on our hosting chapters is not appropriate. Either TLCA steps up and does it, or it does not get done.

And when I say TLCA... this is not some imaginary super hero like Todd, it is each one of us who is a TLCA member. If we don't do it, TLCA does not do it. Some one asked me what TLCA does for RTF (Rubicon Trail Foundation). I replied Lets see, I MC their Black Tie and Boots dinner, and I'm going to call their Cantina for the Con raffle as they have asked me. That is just one of many ways TLCA supports RTF. Another is Scott Johnston, their President, is a TLCA member. TLCA is simply you and I, together.

This topic hits at the core of my personal beliefs about TLCA. Members, Chapters and Events. The rest just comes naturally between friends enjoying good times together.

 

[woody]

TLCA is simply you and I, together.

period.

 

[2ndGenToyotaFan]

Well said Tony!

McGrew missed you by the way! Though we did have a Tony Twiddy commemorative high lift in the raffle!

 

[kim]

That is an excellent post, Tony.

Very well said!

 

[woooody]

If you feel TLCA representation is based on the presence of a TLCA Board member or contractor, that I have to point out that it is also a function of where those people are located. We have 4 Individual Representatives. They would be the first obvious option to attend events in their area. Even though we have an East Coast rep, it's not realistic that he attend every event within his territory. TLCA has never budgeted travel funds to bring a rep to each event. So, as Tony points out, the real promotion of TLCA falls on the shoulders of the hosting Club, their members and other participants.

We've also found that there have been problems with individuals promoting TLCA at open events. Specifically when personalities clash between the event promoter and the person who is representing TLCA. Sometimes it's better if we don't have some one there, but instead just have our materials available through the sponsoring club

As TLCA Secretary, and previously as Western Rep, I've tried to work with the host club to make myself available for questions from the participants. If I'm in a position of having free time, I'll even man a table for TLCA. But when I'm making the trip on my own dime, I'm going to participate in the runs, and not sit around pushing magazines and applications on people who are already in TLCA.

As for the rest of your issues with TLCA, I would be happy to let you know what my specific issues are. I suspect you already know since I stated them clearly before. I'm not sure how you are continuing to "receive poor treatment". I hadn't seen any further communications directed towards you. If you are still receiving BODREPS email, I'd suggest unsubscribing, since you left the BOD. let me know if you need me to do that for you.

Thanks

 

[rain76king]

I run Yankee Toys, we are a East Coast club. We are certainly happy with our affiliation with TLCA and push our members to have current memberships with the TLCA.
We are also happy to have the TLCA be one of our raffle sponsors.

We run one of the largest Toyota events here in the East called the Fall Gathering, it is a non TLCA sanctioned event.
I sent out an email in Jan. asking what the difference was between being a sanctioned or non sanctioned event because I thought it may be good to tie the TLCA into our event more.

I heard back a few days later and was told that they would have someone who could answer my question better respond to my email.
Never heard back from anyone after that, but to be fair I never followed up on that email either.

I certainly would like to see more of the TLCA out here on the East but understand that they are West Coast based and it costs money to travel.
One of the things we as club members can do here on the East is to stay current with the TLCA and submit articles and club updates to Toyota Trails so the TLCA knows where we are at with our clubs and what we are doing.

I have been working on two stories to submit to give the TLCA a better idea that us clubs out here on the East have a pulse and are doing well.

-Bob-

 

[REKCUT]

Here is a quick answer to you question about sanctioned events. Its straight from the TLCA bylaws

"SANCTIONED EVENT
1. 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.

2. Only Chapters in good standing are eligible to host Sanctioned events.

3. Requirements:
a. Must submit a budget showing estimated income and expense.
b. Must require membership in TLCA.
c. 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.
d. Agree to pay before the event date the insurance rider plus $25 fee.
e. Agree to follow TLCA advertising guidelines.
f. All participants must sign the insurance waiver.

4. Advertising guidelines:
a. Must state "Sanctioned by TLCA" below title.
b. Ad must be approved by at least one Board Member and Newsletter Editor.

5. Privileges:
a. Free advertising in Toyota Trails (maximum 2, full page Insertions).
b. Access to TLCA trademark and logo.
c. Access to TLCA insurance.
d. Access to seed event money. A one time donation to the first running of the event."


Two common types of TLCA events are



"2. 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.

3. 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."

Here is a link to the bylaws if you want to read some more.

TLCA: Bylaws & SOP's

 

[rain76king]

Thanks for your answer.

I do like the term "Open Event" better than "Non Sanctioned Event" which is exactly what is posted in Toyota Trails.

Being a sanctioned event is something to think about in the future though. I guess I need to reread the bylaws again and look closer at our budget for a possible run at it in 2012.

The Fall Gathering is such a great event that has become larger over the last few years and I would enjoy the TLCA presence there more.

 

[65swb45]

Thanks for your answer.

I do like the term "Open Event" better than "Non Sanctioned Event" which is exactly what is posted in Toyota Trails.

Being a sanctioned event is something to think about in the future though. I guess I need to reread the bylaws again and look closer at our budget for a possible run at it in 2012.

The Fall Gathering is such a great event that has become larger over the last few years and I would enjoy the TLCA presence there more.

Bob

Thank you for the kind words in your PM. I am glad you enjoyed my music at Coal Miner. The more time I spend wheeling with folks on the East Coast, the more inclined I am to return. Maybe one day I will get to attend your Fall Gathering as well.

Thank you also for getting this thread back on track. Yours is the type of input I was looking for, along with what the TLCA had in mind to entice clubs like yours to take 'the next step' towards becoming AND MAINTAINING status as a sanctioned event.

 

[rain76king]

No problem Mark, we had a great time at CMCC and hope to see you there in the future. You'll always have an open invite to the Fall Gathering as well.

So back to the topic at hand-
So if I would like to have a TLCA sanctioned event here on the East Coast anyone who participates needs to be a TLCA member?

I love wheeling events but if you add everything up-
Gas/Tolls
Food for the weekend
Beer
possible breakage
camping
event fee
raffle tickets

It all adds up pretty quickly add an additional $30 to the event it could put it out of some peoples price range.

That's just one point.

*Do I have to use the TLCA insurance? I already have our event insured.
*Interested to see the advertising guidlines.
*I don't feel that 10% is alot to ask of our net profit. If I were to place a full page advertisement in any other 4WD mag. I'm sure it would cost more than the 10%..

I'm not knocking the TLCA sanctions, please don't take it that way. I'm just trying to learn in an open forum so others may be able to learn from our conversation.

Thanks.......

 

[TRT2]

Your event can be sponsored by TLCA, and sponsorship comes at various levels:

Sanctioned event... open to TLCA members only.
Open Event... Open to everyone and all makes of trucks
Rallye event... non OHV event such as swap meet
Limited Event... vehicle specific, created after the CCC issues
... another one for club specific trail ride that is never used.

and of course, Hosted which is currently only Rubithon, used to include the ThanksGiving Run, and ideally will include some future events. A TLCA Hosted event has all proceeds going to TLCA.

The sponsored events have access to insurance, advertising in Trails (level is dependent on event type), must show TLCA logo on event artwork, and agree to provide TLCA 10% of profits.

If you want open to anyone to attend, then yes, you want Open sponsorship, still need to call out TLCA on our insurance writer no matter what insurance you use, use the TLCA logo in your artwork, and agree to give TLCA 10% of profits. You would get two half page ads in Trails.

As I recall.

 

[mclement85308]

I think that most of us would like to attend TLCA events, but in my case I run out of vacation days.

If the TLCA would pay for travel to some of these events, and the rep could hitch a ride with the club hosting the event, we may get more TLCA rep reprentation.

Most of us would not drive our rigs to events, it could be thousands of miles.

But if we could attend and get an invite to ride with someone, that could change TLCA presence.

I attended Moab this year with on our one o four AZLCA club members since my rig was down and had a blast.

If the TLCA really wants presence at these events, then take out the task of driving out to the event, compensate them for travel and give out free issues of Toyota trails, to get some interest.

Just my thoughts:
New western Rep for the TLCA
Marcel Clement

 

[woody]

I do like the term "Open Event" better than "Non Sanctioned Event" which is exactly what is posted in Toyota Trails.

Open Events are still TLCA Sanctioned, just open to ALL makes/models.

Non-sanctioned events are informal and simply listed as a courtesy.

I believe...

 

[woody]

If the TLCA really wants presence at these events, then take out the task of driving out to the event, compensate them for travel and give out free issues of Toyota trails, to get some interest.

'compensate for travel' sounds like $1000 per event per person sent...money better spent on other things.

TLCA already has a presence at EVERY sanctioned event...their members. The key is to get one or two people to commit to an evening in a booth with some Toyota Trails, a TLCA banner, a few membership apps to hand out, FREE 3" TLCA stickers, and (ideally) some merchandise. There ARE enough folks travelling around the country to various events to get stuff moved around.

A tip? Hand folks the application, get them to fill it out and cut the check, and IMMEDIATELY put it in a TLCA-paid-for SASE and hand it back to them to mail out...it if doesn't get mailed, it's their own fault, and TLCA doesn't need to hound the booth volunteers to get member stuff.

at $0.50 (stamp plus envelope), it's a worthwhile investment.