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TDIFest 2009 Discussion about TDIFest 2009 coming to Washington, DC (Dulles)on the Labour Day weekend (September 4-6th, 2009) .

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Old August 25th, 2008, 21:00   #1
VW Derf
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Default TDIFest 2009

No it's not too early to think about it. I'm posting this note about TDIFest 2009 a little earlier this year so that people have a little extra time to work out the logistics and give those interested parties attending this years TDIFest an opportunity to take notes.

Here are the requirements:

Parties interested in hosting TDIFest 2009, please get a bid in by October 24, 2008. A decision will be made by November 1, 2008
Here are some requirements and info that should be figured out before a proposal is submitted by that date.
1) Find a core group of people (5 or more) to work with you on the planning and implementation. This will help divide up the work, and keep problems from arising should 1 or 2 move away (this does happen).
2) Figure out who will be the leader and second in charge will be. Also who will be in charge of the finance.

3) Get a estimate of costs, event places, etc. Talk to the hotels to get room approximate rates/requirements, etc
4) Submit a email to me with details on the people involved and what your plans and cost estimates are. Be sure to include some information on distances between suggested events. Also any relevant experience individuals in the group may have with planning larger events.


The data has traditionally been the Labour Day (or Labor Day for those in the US) weekend. This could be moved if there is a good enough reason, but remember, no date is ever perfect for everyone. Also remember these plans don't have to be set in stone. If you have something planned for Saturday morning and it has to be Sunday afternoon, that is fine. Things will change. Feel free to post questions here or email me.
Please post any questions you may have as we have all learned a lot from past fests on how to make these things better than ever.

Shallon (TDIFest 2007) has summarized some great info below:

First step: Organize a group of people in your area.
You need a group of people who are dedicated to pulling off this organization, as it is a lot of hard work. People who are willing to give up a few of their weekends to run around and get venues, scope out the area, have frequent meetings.
Next, you need to set up formal meeting times when you can sit down to discuss the fest. This means setting up SEVERAL meetings between the end of the previous fest and the deadline for submitting the proposal (the end of October - giving your 2 months to organize yourself, unless you start earlier than that! )
Once you have everyone collected you'll need to discuss the city/town/area that you are proposing for the fest and organize what information you'll need for the proposal. this is where it gets tricky, as everyone will have idea's as to what they want to DO at the fest. This is not the time for this discussion. Try to keep on track and discuss hotels, parks, other venues where the fest can be held. Then distribute the research work evenly among the group members.

Things you'll need to know about your proposed Fest area:
VENUE!
(can't have a fest without a Venue).
- Cost of the venue - if it's a hotel, what are the room rates, food/menu rates, meeting/conference space costs, etc.
if it's in an outdoor space other than a hotel: area rental costs, place to hold the banquet, outdoor wrenching restrictions (environmental laws?)
Things to do around the area: Parks, malls, tourist attractions, places to eat,etc.
- International considerations - passports required, taxes, Currency exchanges, vendor issues (if the fest is going to be over a border other than the US - i.e. Canada, or wherever else).

Basic Agenda:
- What are you planning on doing with several hundred people for 3 days
- Friday - registrations, evening meet-n-greet usually - what will be your
menu, activity of choice, etc.
- Saturday all day - registrations, activities (tech sessions, vendors, area activities, etc), food (breakfast, lunch, OR dinner... pick one), activity Saturday night?
- Sunday - food (usually the banquet Sunday night), Show n shine, other activities, banquet, wrenching, etc.

What are the qualifications of your group members:
WHO ARE THEY?!?! who exactly is going to be in your group. If you have group members that are planning a fest from one location that is different than the actual fest location - Do you have Area Volunteers!?!? Who are they?
Who has experience organizing large scale events? does their career choice allow them to volunteer for such a dedicated process? In other words, they have the drive, but do they have the time?
Who will be your group "leader" or primary contact/liaison?

This is just some information that folks will need to know if they are planning on organizing a fest proposal. Once you submit a proposal, in an organized, informative format - the work gets more abundant from there. But with the right crew of volunteers, and everyone pitching in to help, it can go VERY smoothly!

To previous fest organizers, please feel free to pitch in other information. If you have your previous proposal and would like to link it on the page, I'm sure it would be a great help to future fest organizers, to see what others have done. We need to learn from one another! Maybe this will encourage others to volunteer, rather than compete or stand aside for someone else to do it! Let's help to make Fests in future years easier and more fun for everyone!

Last edited by VW Derf; August 25th, 2008 at 21:10.
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Old August 25th, 2008, 21:01   #2
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PS, the next fest will be number 10!
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Old September 2nd, 2008, 17:01   #3
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Where was the first TDI Fest?
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Old September 2nd, 2008, 17:43   #4
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Some where in the south East for 2009, Beaches in Florida are nice.

I would love to run it but I have not been able to attend one yet.
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Old September 2nd, 2008, 20:03   #5
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Quote:
Originally Posted by OsirisTDI
Where was the first TDI Fest?
Wilmington NC
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Old September 2nd, 2008, 20:06   #6
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This will be the 10 year anniversary of TDI Fest!
And VW has moved there Headquarters to the Washington DC Area.........
A group is being set up to explore the DC Fest idea.

Quote:
Originally Posted by Hintertux
Some where in the south East for 2009, Beaches in Florida are nice.

I would love to run it but I have not been able to attend one yet.
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Old September 3rd, 2008, 05:48   #7
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If people are willing to work with me and form a group in the north east, I think I have the perfect place. It's the New Jersey Motorsport Park. http://www.njmotorsportspark.com/index.html

I'm going to look at it in a couple of weeks when the TDI Cup series is there. North East GTG Sept. 26-28 2009

Looks like they have meeting places, able to race our cars on the tracks.

Thoughts?
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Old September 3rd, 2008, 05:53   #8
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There's a lot of people on here that have absolutely no interest in tracking their cars, though.
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Old September 3rd, 2008, 06:05   #9
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You don't have to. Look at the site, there's pleanty of things to do. This past year, there was a German racing history event during Labor day. Owners of German cars were given VIP treatment, special parking to show off their cars, etc. There's suits to view races, a cart area to race their cars, meeting areas.
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Old September 3rd, 2008, 06:07   #10
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http://www.njmotorsportspark.com/karting.html
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Old September 3rd, 2008, 06:49   #11
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If you're happy with the venue, then move to the next step(s)... You'll still need a hotel AND the group of people to pull it off. Get working! :-)
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Old September 3rd, 2008, 07:03   #12
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Quote:
Originally Posted by tomo366
Wilmington NC
NC would be nice, we could double by shopping for furniture. My wife would actually want to go.

Quote:
Originally Posted by tomo366
This will be the 10 year anniversary of TDI Fest!
And VW has moved there Headquarters to the Washington DC Area.........
A group is being set up to explore the DC Fest idea.
DC would be cool too, but I would end up driving all the way to NJ as my wife would make me visit her family.
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Old September 3rd, 2008, 07:11   #13
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FYI, I am putting together a proposal for the 2009 TDI Fest to be in the Washington, DC area. Right now I'm scoping out hotels in the Dulles area, close to the airport and VWoA's new headquarters.

I already have a few people who are interested in being on the planning committee... stay tuned.
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Old September 3rd, 2008, 07:36   #14
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Quote:
Originally Posted by Hamsterdiesel
If you're happy with the venue, then move to the next step(s)... You'll still need a hotel AND the group of people to pull it off. Get working! :-)
Good deal. Just would like to get a couple of volunteers first before putting all the work together with out the group of 5.

DC sounds nice too!
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Old September 3rd, 2008, 07:39   #15
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Remember if you track it you need insurance.....that's not cheap.
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