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Events, Gatherings, Clubs Want to meet other TDI members face to face? Going to a VW Event? Why not try and organize meeting some new faces and putting faces to our usernames? This forum is for organizing meetings and events with other TDI Fans.

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Old March 26th, 2011, 23:17   #16
Zippy_car
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Default How do I get TDIFest to come to my area?

It’s quite simple . . . Get a group of about 8-10 people together who are willing to dedicate a year of their lives to support a great cause! Gather some information; submit a proposal to Fred via email to: fred@tdiclub.com and wait to see if you’re selected!

There is a “living document” that gets updated every year that provides information for the new team of TDIFest staff. It is supported by Fred and updated by the Steering Committee staff members every year, as more information is gathered. Here is the information on the selection process.

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Old March 26th, 2011, 23:20   #17
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Default What is the TDIFest Selection Process?

How a location/group is selected
The location of a TDIFest is not chosen on a popularity contest of where people would like to see the next TDIFest; rather it is selected by the website administrator (Fred Voglmaier) from a proposal that meets the requirements for putting on a TDIFest. The proposal is submitted by a loose group of TDIClub members that do the legwork on scoping out the required criteria and putting together a plan of what they envision the next TDIFest will be like in their selected location. This proposal is normal due in mid to late October the next event. Generally this the date of TDIFest is on the Labour Day weekend which gives about nine months for planning the event. If more than one group submits a proposal, then a decision will be made on which group the administrator feels will work best. In no particular order some of the items that will determine the next location are proximity to membership, venue, agenda ideas and the background experience of the proposed organizing committee.
It is highly recommend reading through this whole document to get a better understanding of what the different requirements and expectations are during a TDIFest as it will help with putting together a proposal. It should be noted that “Product Vendors” are not permitted to be part of the core organizing committee due to the potential (or perceived potential) for a conflict of interest. This is explained further in the Vendor section below


Hotel/Venue requirements
· Ensure the parking lot is large enough for TDIFest parking and events (this includes a show and shine)
· Ensure that the parking areas can be exclusive for TDIFest attendees
· Ensure that the events are close together
· Decide on a reasonable number of hotel room nights for the area upfront.
· Ensure the rate is reasonable (~$100 is a good price point)
· Free Wireless Internet access is preferred, as we are a web based community

Basic requirements for a proposal
This is a basic outline of the requirements that need to be included in a proposal:
· 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 digress from the planning process.
· Figure out who will be the leader and second in charge will be. Also decide who will be in charge of the finance/budgets and registration.
· Ensure at least two (preferably more) members of the core group are local to the event area for logistics and onsite research as required.
· Get an estimate of costs, event places, etc. Talk to the hotels to get room approximate rates/requirements, etc
· Put together an approximate agenda. Yes things will change, but what and how the groups envision the weekend coming together is required.
· Include anything you think is viable and unique to the area or hasn’t been done. Something new or different can be a great addition to the program and will add some local flair.
· Submit an 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. This must be received before the due date and early is always better. It allows for some time to clarify any potential issues.
· Ensure that time-lines outlined in this document are kept.

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Old March 26th, 2011, 23:22   #18
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Default When is TDIFest held?

To date ten of the eleven TDIFests have been held on the Labour Day weekend, but this isn’t a hard requirement. No date is perfect for anyone, but the Labour Day weekend is a common holiday and long weekend in both Canada and the US. It can add some challenges for those who need to attend school the Tuesday following the long weekend. This is part of the reason that some items start late Friday and wrap-up on Sunday night giving people an extra day to return home. If there is some event that the organizing committee would like to centre TDIFest around, then this would need to be included in the proposal so that it can be accommodated. In 2001 the date was changed do to enable members to take runs on the Salt Flats

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Old March 26th, 2011, 23:25   #19
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Default 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?)
- Insurance requirements –does the venue or city/town require Event Insurance to cover the liability costs of the event.
Things to do around the area: Parks, malls, tourist attractions, places to eat, etc.
- International considerations - passports required, taxes, Currency exchanges, vendor concerns (if the fest is going to be over a border other than the US - i.e. Canada, or wherever else).

Hotel/Venue requirements
· Ensure the parking lot is large enough for TDIFest parking and events (this includes a show and shine)
· Ensure that the parking areas can be exclusive for TDIFest attendees
· Ensure that the events are close together
· Decide on a reasonable number of hotel room nights for the area upfront.
· Ensure the rate is reasonable (~$100 is a good price point)
· Free Wireless Internet access is preferred, as we are a web based community

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Old March 26th, 2011, 23:29   #20
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Default What's the basic agenda?

When you're proposing a TDIFest in your area, you'll need to have some information to provide for the proposal itself. This in formation includes a 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, fun & unique local elements and events, etc.
- Sunday - food (usually the banquet Sunday night), Show n shine, other activities, banquet, wrenching, etc.

This agenda is not set in stone and varies from year to year. But this information provides an overview of what the basic outline is for fest so that you have a better understanding of what it is.

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Old March 26th, 2011, 23:30   #21
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Default What are the qualifications of your group members:

WHO ARE THEY?!?! Who exactly is going to be in your group? If you have group of members that are planning a fest from one location that is different than the actual fest location - Do you have local 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? Who will be the secondary contact person? What unique qualities can each member bring to the planning committee (computer graphics skills, strong related social networking, financial ability, legal ability, etc.) and how can this benefit the planning process?

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Old March 26th, 2011, 23:33   #22
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Default How do I get started on a proposal?

The information below was compiled and gives some helpful tips on putting together a proposal:
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 with your group and possibly previous fest organizers. 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.
Third: set up the proposal -a written document, power point, etc to send to fred with all the information you need in a proposal:
Venue, agenda, basic pricing, local flair, staff, TDIClub area demographics, etc. You'll find more information about what you need in a proposal here: Venue, Agenda, staff

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Last edited by Zippy_car; March 26th, 2011 at 23:36.
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Old March 26th, 2011, 23:41   #23
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Default Where can I make suggestions about future TDIFests?

Everyone has an idea about what should happen at TDIFest, or where it should be. There's a dedicated thread just for this purpose!

Click here to write down your thoughts and opinions about TDIFest. You never know, you might find others in your area that share your feelings and ideas. If that's the case: get together and put a proposal together to make it happen in your area!

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Old March 26th, 2011, 23:56   #24
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Default Who is responsible for my safety at TDIFest?

TDIFest is an AT YOUR OWN RISK event. Starting in 2010, TDIFest has added a liability waiver form for you to sign upon check-in at TDIFest. In past years people have asked the question: what if I get hurt at TDIFest.

Niether TDIClub nor TDIFest, the venue, staff, volunteers, vendors, affiliates, or an associates are responsible for any injury, dismemberment, death, loss or damage to yourself or your property during the event.

There are many events which can be considered dangerous, that happen at TDIFest as part of the events an activities. We invite you to participate in these events and enjoy yourself to the fullest extent. But please be aware... you're enjoyment is your risk.

TDIClub nor TDIFest, the venue, staff, volunteers, vendors, affiliates, or an associates also reserve the right to refuse entry into TDIFest for anyone we feel is a risk to the safety of the events, members, club, venue, etc. We also reserve the right to ask members or their associates to leave the premises if we feel that peace and safety are in jeopardy during the event.

For an advanced copy of the current liability waiver for TDIFest, please contact the group leader of the appropriate TDIFest year and location or contact Fred Voglmaier (VW_derf) at fred@tdiclub.com

So basically.... don't get hurt and don't cause a fight and you'll have a great time!

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