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Go Back   TDIClub Forums > Meetings/ GTG/ Regional Discussions > Past TDIFests > TDIFest 2008

TDIFest 2008 Discussion about TDIFest 2008 that was held in Mason, OH on the Labour Day weekend (August 29th - August 31st, 2008) .

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Old September 3rd, 2007, 20:24   #1
Growler
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Default 2008 Fest! Columbus, Cinci, Dayton?

How about it guys, I think we have enough people in the area on columbustdidrivers and cincitdi groups that we could probably put together one heck of a TDIfest for 2008...
Dayton Airforce Museum, Cosi In Columbus, Louisville Slugger Factory in KY, Rock & ROll Hall of Fame in Cleveland, Theres the Fort Rapids indoor Waterpark attached to a highrise Holiday INN like 2 minutes from my house, would probably LOVE to get a big group in with lots of children for the weekend.
Who's In the mood to help with the planning!
Aaron
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Old September 3rd, 2007, 20:41   #2
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It takes a bit more than talk.......


Ok, so this is a thread in response to many who have inquired as to what is needed to submit an accepted proposal. Those who have organized Fests from previous year, please feel free to post information as to what it took to get your proposal submitted. This is a thread that is meant to encourage others around the nation/world to organize a Fest in their area.

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 meeing 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 - ie 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 actvities, 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/liason?

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 abumndant from there. But with the righ crew of volunteers, and everyone pitching in to help, it can go VERY smoothly!

To previuos 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 asside for someone else to do it! Let's help to make Fests in furture years easier and more fun for everyone!
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Old September 3rd, 2007, 21:03   #3
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See PM
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Old September 3rd, 2007, 21:07   #4
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Quote:
Originally Posted by paramedick
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Missed you this weekend Bruce!! Had a great time! Drive home sucked pretty bad......
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Old September 3rd, 2007, 21:14   #5
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Default Tough choices in ohio

I have relatives/friends in both - Cincinnati seems to be more connected via interstates but Columbus is not far behind.

Cleveland is farther north but has a lot to offer including the lake. Cleveland might be a bit colder given the lake and time of year (labor day) - Cincinnati would be warmer.

Cincinnati - 1
Columbus/Cleveland - tough #2

I'll take any of the above !!!
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Old September 3rd, 2007, 21:47   #6
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Kentucky - the bourbon trail! The parts I have been on are a beautiful drive..great place for a little cruise!

I second Tomo's sentiments. There is a lot of work and dedication that goes into planning a Fest. I think Ohio--anywhere--would be a great choice. And each year, there are more TDIFest planning veterans who can provide guidance and support.
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Old September 4th, 2007, 06:56   #7
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I was thinking about DC also, but I don't think there are enough people around this area who we could rely on to take responsibility for planning, and I'm not going to subject myself to planning a several-hundred-person event with only a handful of people.

So, with that said, if you guys need help with the planning for Ohio, just let me know. I think it's a good location, as it's fairly central for most of the country (except for those of you on the far west coast ).

Just make sure that whatever location you choose, it has a huge parking lot!
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Old September 4th, 2007, 07:27   #8
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I'm with VeeDub on this. I'd love to see it in DC (because then I could easily attend!) but we haven't found many willing to help organize it.

So, anything you need, I'll be glad to help.
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Old September 4th, 2007, 08:27   #9
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Biodiesel Brakes Company would sponsor an event if held in DC =P
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Old September 4th, 2007, 08:45   #10
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TDIFest in Ohio would be great, i'm all for it. I would be much more accessable then something on the far east or west.

I would be glad to help out in any way i can. Most of Ohio is within 3-4 hours of me so its relatively close.

We should have a pick&pull outing :-)
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Old September 4th, 2007, 09:28   #11
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I would also volunteer to help. I don't have any experience organizing
such an event, so I don't think I should be the lead person.


Quote:
Originally Posted by lildevildee
I'm with VeeDub on this. I'd love to see it in DC (because then I could easily attend!) but we haven't found many willing to help organize it.

So, anything you need, I'll be glad to help.
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Old September 4th, 2007, 11:32   #12
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Tomo

great post, This should be a sticky!! (hint!) Leave it up for all to see.
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Old September 4th, 2007, 15:13   #13
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Quote:
Originally Posted by Leo819
Tomo

great post, This should be a sticky!! (hint!) Leave it up for all to see.
I didn't actually write that.......Zippy_car did, I just copied and posted it for the interest of interested groups......
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Old September 4th, 2007, 15:33   #14
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You mean... Zippy-did-do-dat ????

(ducking and running)

Yuri.

(I must be still tired from the Fest... either that or I got sun-stroke...)
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Old September 4th, 2007, 19:05   #15
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Cincy or Columbus would be very nice -- have fam/friends in both cities. OH has some nice country scenery as well.

However, can I put a word in for those of us down South? I know that I haven't been able to attend any of the last couple fests (only had my TDI for 3 or so years) due to the great distances required to travel. Believe it or not, there are quite a few TDIs in the South, though I'm not sure of the representation here on the board.

Montreal has to be over 1600 miles, Lake Mills was a 1500 mile drive, New England is about 1500 mile drive --- I'm all for driving the TDI on road trips, but thats about a 3 day trip. 3 days there, couple days at the fest and 3 days back. Thats a lot of PTO to be taken.

Atlanta is a very good location. 3 major interstates running into the city and tons of site seeing opportunities/activities to do to fill in some time.

Just my 2 cents, but it would be great to see a Fest a little further South.

Andy
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