TDIFest 2010, Where will it be?

VW Derf · September 16th, 2009, 22:34

It's that time again, with the buzz of TDIFest 2009 still lingering in the air, it is time to think about TDIFest 2010. Thanks to a lot of work over the years by different organizers, more and more information is being compiled and documented to assist future planners. Anyways, on to the details.

Here are the requirements:

Parties interested in hosting TDIFest 2010, please get a bid in by November 9th, 2009. A decision will be made by November 23rd, 2009. (Delayed from November 16th)
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/budgets and registration.
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. Remember these event 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 as 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.

Shalon (TDIFest 2007) has summarized some great info below:
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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.. I'm pushing back the deadline this year to give people a little more time to get a good proposal together (almost 2 months, but I'll gladly take a completed proposal before 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!

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airwolf · September 17th, 2009, 06:04

I am interested to see what groups are working on a submission this year.

If any group needs to ask any questions while they are putting their plan together feel free to contact me via PM or email.

I am here to help!

VeeDubTDI · September 17th, 2009, 12:17

Mmm, TDIFest 2010! I can't wait.

Zippy_car · September 18th, 2009, 14:33

Woo Hoo! go Fest 20-10!

Lug_Nut · September 18th, 2009, 19:57

Yeah, what's the 10-20 of the 2010?

VeeDubTDI · September 18th, 2009, 22:01

A few of us are working on something that I think you'll like.

Stay tuned...

TT71 · September 18th, 2009, 22:37

If anyone in the Illinois-Wisconsin area wants to form a group. I'll be willing to join. I have an idea or 2 as to where in the area. Send me a pm.

VeeDubTDI · September 19th, 2009, 04:26

PM sent.

TT71 · September 19th, 2009, 09:21

Lawson- PM sent back at you

dzcad90 · September 19th, 2009, 15:08

Quote:

Originally Posted by TT71

If anyone in the Illinois-Wisconsin area wants to form a group. I'll be willing to join. I have an idea or 2 as to where in the area. Send me a pm.

Interested..

What do you have in mind?

TT71 · September 19th, 2009, 18:07

PM sent to you dzcad

Zippy_car · September 19th, 2009, 18:34

Quote:

Originally Posted by Lug_Nut

Yeah, what's the 10-20 of the 2010?

lol - good question. looks like there's some stiff competition going on right now. Good luck, everyone.

airwolf · September 19th, 2009, 19:35

I think everyone is thinking the same place right now....

Details should be coming.....

petea4 · September 19th, 2009, 19:44

'10's location should be near tourist spots for a large attendance.

Could it be '09 was so big because it was near DC?

That's was the deciding factor for me to attend '09.

Pete

airwolf · September 21st, 2009, 18:23

Quote:

Originally Posted by petea4

'10's location should be near tourist spots for a large attendance.

Could it be '09 was so big because it was near DC?

That's was the deciding factor for me to attend '09.

Pete

I feel '09 was so large because:

Probably biggest part was it was in a 'central' location for a huge concentration of the TDI's. This is vital for attendance. It makes it easier for people to plan and travel.

The quality of the hotel was also a factor. That was a very nice hotel, and it was a good deal as far as charges for the rooms, considering what some of the 'normal' business rates are. The hotel staff was also great in accommodating the needs of the club.

Location (bigger city) was another good factor, there was plenty to do in the area that you could get out and enjoy yourself and not be tied to a parking lot.

The above things are what makes a fest well attened. Location (near a concentration of TDIers), quality of hotel, location(being in a city that offers plenty of diverse activities).

Having a good set of organizers also help in promoting it!