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Go Back   TDIClub Forums > Meetings/ GTG/ Regional Discussions > Events, Gatherings, Clubs

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 7th, 2011, 14:54   #1
Zippy_car
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Default TDIFest FAQ

So often there are many questions about TDIFest…
What is TDIFest? How does it work? Where is it located? How do I register? How much is it? How do I get TDIFest to come to my area? And so on…

This thread is a collection of information on TDIFest to search as a resource for all your TDIFest Frequently Asked Questions. It is constantly being revised and added on to as more questions come up and more answers are found. Click on the links below to find the answers to your questions.

What is TDIFest?
When is TDIFest held?
How does one go about attending a TDIFest?
How do I register for TDIFest?
Where do I stay?
How much does it cost?
Where do the proceeds go?
What do I do when I get there?
Can I sign up for meals and events when I get there?
Should I bring my family with me?
What’s in it for me?
I’m a vendor, why do I care about TDIFest?
I’m a Vendor; can I participate in TDIFest Planning?
How do I get TDIFest to come to my area?
What is the TDIFest Selection Process?
Things you'll need to know about your proposed Fest area
Basic Agenda: This is where you brainstorm what to do at fest.
What are the qualifications of your group members:
How do I get started on a proposal?
Where can I make suggestions about future fests?
Who is responsible for my safety at TDIFest?
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Old March 14th, 2011, 14:16   #2
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It would be an interesting addition to seek out a hosting hotel that has a price included continental breakfast. This would help immensely for kids and an otherwise disinterested spouse. While that understandably impacts the financial bottom line, it removes the having to leave and being refrained from returning in the morning to feed the Posse. Just a thought .......
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Old March 21st, 2011, 15:04   #3
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Thanks for the thoughts, 'Dog. we appreciate your feedback.

As a note: this thread is not meant for suggestions for future fest. It's meant for questions about TDIFest GENERALLY speaking (not about specific fests!). This is a way to make people more knowledgeable about what this event is, what it entails, how to get one in your area, and what it's primary purpose is, for those who may be unaware.

To all: Please don't confuse the 2 topics -Suggestions vs FAQ. This is a place where answers are to be found about TDIFest. Suggestions can be made here:

TDIFest Suggestions/Ideas/Brainstorms
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Old March 26th, 2011, 23:40   #4
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What is TDIFest
TDIFest is an annual fund-raising “conference” (of sorts) that raises money for TDIClub to help offset the costs of running and maintaining TDIClub and helping to keep it advertisement and membership fee - free. TDIClub is a not-for-profit online community forum dedicated to the Volkswagen and Audi Turbo Direct Injection diesel vehicles. This community started in 1996 when Fred Voglmaier started a webpage asking the question, has anyone every heard of or know anything about the TDI? From there TDIClub has grown into a community of well over 20,000 people and it continues to grow daily. Fred has taken it upon himself to continue to support this website on his own time and with his own resources. Running a website of this size can be costly in both time and money. It is partially due to this fact that the first TDIFest came about in the year 2000. It was held in Wilmington, NC with approximately 50 people in attendance. They were able to raise some funds to donate to Fred to help support TDIClub and keep it going. TDIClub and TDIFest rely solely on donations to continue its existence. Today TDIFest has traveled all over the US and twice in Canada. TDIFest has played host to well over 200 attendees and it grows exponentially every year. The money that is raised during TDIFest is donated to Fred in support and care of TDIClub. Fred uses the money to purchase new servers, upgrades, and to offset the maintenance and utility costs. He makes no personal profit from TDIClub or TDIFest. While TDIClub is structured as a corporation, it is run as if it were a non-profit organization; therefore donations are not tax deductible.

More information about specific TDIFests' and other regional Get-To-Gethers (GTG’s) can be found here: http://forums.tdiclub.com/forumdisplay.php?f=7

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Last edited by VW Derf; September 20th, 2012 at 20:16. Reason: clarified organizational status
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Old March 26th, 2011, 23:43   #5
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Default How does one go about attending a TDIFest?

The Meetings/GTG/Regional Discussions section of TDIClub has a list of all of the previous years TDIFests’, the TDIFest Planning section (only visible to those members of the TDIFest committee past and present), and a list of all the regions covered by TDIClub. There you will find a link to the current TDIFest for that year that has all the information that you need to know about that years TDIFest and how to go about attending. Every year TDIFest is held in a different location to allow local members the opportunity to experience and participate in TDIFest. It also allows TDIFest to constantly bring in new elements, especially regionally specific elements of “local flair.”
When TDIFest first started there was no registration fee and thus all the details were arranged through emails and forum postings. In 2004 the first registration fee was introduced and in 2005 a web form was created to help simply the process. In 2007 OSCommerce was introduced to help database registrations to keep better track of things.
While OSCommerce is actually a Shopping Cart for online sales, it has been tweaked to serve the purpose of registrations for TDIFest. It is not perfect, but some tweaks over the years have enabled it to work reasonably well for our purpose. OScommerce has helped TDIFest become more organized and a little more formal.
On the OSCommerce website for TDIFest you’ll find all the information that you need to register your attendance at Fest, make donations to TDIFest, sign up for events, meals, tech sessions, and more. Pricing varies from year-to-year based on TDIFest budgeting needs. The planners try to keep the cost of TDIFest down as low as they can. The website changes every year to reflect the current year’s information. The website address: http://www.tdifest.com

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Old March 26th, 2011, 23:50   #6
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Default How do I register for TDIFest?

On the Registration website (OSCommerce) - http://www.tdifest.com - you’ll find a link that says: REGISTER HERE. Click that link, enter in the required information, add any events that you’d like to attend, pick your t-shirt size, add any non-TDIClub-member guests that will be attending TDIFest with you, check out (like you do with online shopping) pay your balance and viola! You’re registered to attend TDIFest!

Registration is the foundation supporting the forward progress of TDIFest. Without members registering and paying their fee's, TDIFest would be unable to bring you things like T-shirts, Awards, and special events. It is VITAL that you preregister as soon as possible, so that the staff are able to plan and pay for TDIFest, to ensure that you have a spectacular time, and to continue to help raise awareness and donations to our forum!

Hotel reservations are made separately, via the hotel directly. The hotel information is usually provided in a thread on the TDIClub forum, in the Meetings/GTG/Regional Discussions section, under the corresponding TDIFest year. Call the hotel or make your reservations online with the information from the Hotel Reservations thread in the TDIFest forum, making sure to mention that you’re with TDIClub/TDIFest to receive the negotiated room rate. Once you’ve reserved your hotel room, post in the hotel thread for that year so that we can keep track of numbers and you’re done!
How people get to TDIFest is as varied as the club members themselves. Many people drive, as most the attendees are usually part of the local contingent. But others fly in from distant areas, carpool with other members, join us from other clubs, take public transit, etc. Some have even had to travel by boat at some point in their journey in order to attend TDIFest!

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Old March 26th, 2011, 23:54   #7
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Default Where do I stay?

TDIFest has traditionally been held at a local hotel. TDIFest is a conference-style format, surrounding the resource of hotel conference space. Most events happen at the hotel which the staff have negotiated an event contract. The event contract includes a negotiated discounted room rate for the attendee’s of TDIFest. The room rates will vary from year to year and hotel to hotel. As the hotel amenities increase and inflation rises, so does the cost of the rooms. As part of the room rate negotiations, the staff must also estimate how many rooms will be filled during the event. This is one element that is calculated into the room rate. Another part of the room rate pricing is usually free or discounted banquet rooms, storage rooms, parking areas, water usage (for show n' shine prep), etc. All of this has an impact on just how low of a price for a room can be negotiated. We can not guarantee that our rate will be the cheapest, but considering what we (TDIClub and TDIFest) get in return for the room pricing, it's usually an outstanding deal! However, please consider that during TDIFest, if there are not enough attendee’s to fill the number of reserved rooms contracted, then TDIClub/TDIFest is responsible for paying for unfilled rooms. The staff is always greatly appreciative of people who travel to TDIFest and stay at the hotel and attend the events.
Of course, we understand that staying at the hotel is not the best option for everyone. Other people stay with local family, friends, other TDIClub members, etc. Attendee’s have also explored other options such as camping and non-affiliated hotels, as lower cost options. However, when you’re making your decision of where to stay for TDIFest, please consider the option of staying at the event hotel, to continue to support the TDIFest event for TDIClub to partake in the camaraderie of the event.

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Old March 26th, 2011, 23:58   #8
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Default How much does it cost?

TDIClub is supported privately by the founder, owner, president -Fred Voglmaier - and relies solely on donations to keep it up and running, advertisement free, and free membership. TDIFest is a primary funding source to keep TDIClub a free source of information, and the #1 source of TDI information on the web.
With this information in mind, TDIFest relies on you to make it successful. The registration fees are vital to supporting TDIFest. Registration fees vary every year and it depends on the expenses that TDIFest faces in its budget. The goal of the staff is to try to keep costs as low as possible for the members and simultaneously raise approximately money to offset the cost of running TDIClub.
When you register, the money that you pay is put into a TDIFest expense account to pay for: hotel fees, awards, materials & supplies, T-shirts, merchandise, meals, and more. Your registration fee pays for the foundation of TDIFest. Without the registration fee and donations TDIFest would not be able to move forward.

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Old March 27th, 2011, 00:02   #9
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Default Where do the proceeds go?

TDIFest is a fundraiser for TDIClub. All the funds that are collected through donations, registrations, auctions, raffles, etc. are used in support of TDIClub. TDIFest uses the money collected from registration and TDIFest donations to pay for awards, T-shirts, merchandise, advertising, events, meals, supplies, unexpected expenses, etc. Any remaining funds are added to the money collected during the Raffle and Auction events (the primary fundraising events). No money is ever taken for personal use or is used for profit. While TDIClub is a registered as a corporation, all proceeds are used to offset the costs associated with running TDIClub.
TDIClub is privately owned and operated by founder Fred Voglmaier. He uses the money from TDIFest and other donations collected during the year to pay for electricity costs, servers and technological equipment, server upgrades and maintenance, fundraiser merchandising, and for support for the next years TDIFest. No funds are used for personal profit.

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Last edited by VW Derf; September 20th, 2012 at 20:13. Reason: clarified the organization status of TDIClub.
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Old March 27th, 2011, 00:03   #10
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Default What do I do when I get there?

Upon arriving at TDIFest you must Check-In both with the TDIFest organizers and the hotel (only if you have a reservation with them). The check-in process is quick and easy. You walk up, provide your name, the staff look up your registration on the registration site, mark your attendance, sign a liability waiver, give you a goodie bag and t-shirt and send you on your merry way. At that point you are free to look over the agenda, decide which events you’d like to attend and what attractions you’d like to see. TDIFest is usually a 3 day event –Friday thru Sunday. Friday holds the meet-n-greet event where you can formally meet other members of TDIClub, face-to-face and make new connections and friendships. Saturday holds a variety of numerous events throughout the day into Sunday. Sunday continues the events and usually concludes TDIFest with a closing banquet ceremony in which a dinner is usually held, with award presentations, and a closing auction, with all proceeds going to TDIClub.

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Old March 27th, 2011, 00:04   #11
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Default Can I sign up for meals and events when I get there?

In some cases yes, in most case no.
With events surrounding the hotel, such as meals, the planning committee is required to provide number estimates to the hotel as early as 3 days in advance of the event. In this case we do not have the flexibility to allow onsite registrations. The same can also be said for any local events that require specific numbers. It is sometimes difficult to add new people in later. For this reason it is best to sign up for as many events as you can during the registration process. This also helps us get an idea of how many people to plan on attending the event, to help us make it the best we can.
Some events can be signed up for onsite, such as the show-n-shine. These events directly benefit TDIClub/TDIFest and are not affiliated with the hotel or an outside company. These events are usually more flexible and are able to handle late sign-ups.

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Old March 27th, 2011, 00:06   #12
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Default Should I bring my family with me?

TDIFest is a family friendly event. Over the years the planners have made arrangements with local companies and organizations to make them aware of our event and in some cases negotiate special entry rates. Local elements such as amusement parks, zoo’s 7 aquariums, museums, shows, restaurants, tourist sites, etc are all part of TDIFest and you’re welcome to take the time to visit the area while you’re in town. Family friendly activities have also been incorporated over the years to support a family friendly community.

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Old March 27th, 2011, 00:07   #13
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Default What’s in it for me?

Our members have free access to an open online community, without annoying advertisements and NO membership fee. If you attend TDIFest or voluntarily register for it as a donation, that can be considered your membership fee, but it’s a voluntary donation to the forum. As a result you get this warm fuzzy feeling inside that tells you just did a good thing by supporting your community of TDI enthusiasts.
If you attend TDIFest, then the benefits to you are bountiful and the relationship becomes symbiotic. Not only does TDIClub and TDIFest benefit from your kind donation and attendance, but you have an opportunity to meet people face-to-face, see what others have done to their cars (modifications, fixes, adjustments, etc), experience the beauty of these cars in full “bling” at the show-n-shine event, get a chance to purchase parts and supplies from known and trusted vendors without the hassle of shipping and fees, free goodies just for signing up (bags, swag, t-shirts, etc.), a chance to travel to a new area and look around (if you’re traveling to fest and are not from the location), an opportunity to show off your vehicle in many events and conversations, and an overwhelming sense of community and camaraderie that goes on at TDIFest with people you already know!
These are just some examples of what goes on and what you can get by attending a TDIFest. It also gives you an opportunity to get some hands on experience with TDIFest to see if you may want to host one in your area!

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Old March 27th, 2011, 00:12   #14
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Default I’m a vendor, why do I care about TDIFest?

TDIFest is a great time for TDIClub to show its appreciation to vendors who have shown their support to TDIClub and TDIFest. TDIFest is always looking for donations to help with its raffles, auctions, good bags, supplemental funds, awards, etc. We rely on vendors for those donations. In return the vendors get certificates of appreciation at the awards banquet. Some vendors who show extra support for TDIFest by participating in Tech Sessions, making large donations (T-shirts, awards, etc), or go above and beyond to show great support for the event on a local level are rewarded with other recognitions at our closing awards banquet and marketing opportunities as an added result.
TDIFest is a wonderful opportunity for vendors to participate by renting space/tables to sell their products or serves onsite at TDIFest. This is a great chance for member to meet the vendors who come so highly recommended on TDIClub, make deals, pick up orders, ask questions and see the products/services in person, witness product demonstrations, and more. In short, TDIFest is a great marketing tool with a potential for high weekend revenue!
TDIClub, TDIFest, and the TDI-related vendors hold a symbiotic relationship with one another. We depend on the vendors to support TDIFest, and the vendors depend on TDIClub for free marketing and sales. By helping each other out, both parties can mutually benefit form this partnership.

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Old March 27th, 2011, 00:13   #15
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Default I’m a Vendor; can I participate in TDIFest Planning?

This is a tricky situation. We have had vendors on the TDIFest planning committee in previous years. However, it has come to our attention that this is a strong conflict on interest for both TDIFest/TDIClub and for the vendor. As a result, the final determination on this conflict is decided by Fred Voglmaier, Owner/Founder of TDIClub, should a vendor be asked to join the committee or volunteer for the planning process.It should be noted that due to the potential for a conflict (or perceived conflict) of interest, product vendors cannot be part of the core organizing committee. Other ‘vendors’ (such as hobbyist mechanics/gurus) on the TDIClub forums are permitted because they will not directly profit from business obtained while working as a TDIFest staff member. This means, that those guru’s are not wrenching on cars, during TDIFest, soliciting their services. Their primary duties are to TDIFest alone. This is different from a product vendor who may be able to sell products and directly benefit from sales made at TDIFest, while working with us that weekend. Exceptions can be made, provided the potential for conflicts are properly address or noted in advance. If there are any questions regarding this policy or a vendor being on the core organizing committee, please contact Fred Voglmaier who the final say if a TDIClub forum vendor can be part of the core organizing committee.

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