Yup, you read that right. This is one of the first "Where will TDIFest 2011 be?" posts/threads. While most people on the west coast (and beyond) are more interested in TDIFest 2010 happening next week, it is also a perfect time to gather information from present and past organizers on what to expect and learn more about what is required to pull off a TDIFest. This is especially true if you are fortunate enough to make it to Portland to experience the 11th TDIFest.
While many larger meets have the same organizers and/or locations each year, TDIFest is a little different. While there is a steering committee that has been formed to help keep things on course and provide advice and guidance, the main work and 'local flair' comes from the group of dedicated local volunteers that put on each TDIFest. Since the location of TDIFest moves around each year, it gives an opportunity for people different parts of Canada and the US a chance to experience the event as well as providing a new location for the diehards a destination to plan their TDIFest excursion to and see the country side.
Now for the details:
Parties interested in hosting TDIFest 2011, please get a bid in by October 25, 2010 and a decision will be made by November 15th, 2010 on the location of TDIFest 2011. --edit: announcement delayed until November 22, 2010---
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 that 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. 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. You can also fire me an email if you wish.
Shalon (Organizer for TDIFest 2007 and again this year for TDIFest 2010) has provided a great summary 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!
----------------------------------------------------------
While many larger meets have the same organizers and/or locations each year, TDIFest is a little different. While there is a steering committee that has been formed to help keep things on course and provide advice and guidance, the main work and 'local flair' comes from the group of dedicated local volunteers that put on each TDIFest. Since the location of TDIFest moves around each year, it gives an opportunity for people different parts of Canada and the US a chance to experience the event as well as providing a new location for the diehards a destination to plan their TDIFest excursion to and see the country side.
Now for the details:
Parties interested in hosting TDIFest 2011, please get a bid in by October 25, 2010 and a decision will be made by November 15th, 2010 on the location of TDIFest 2011. --edit: announcement delayed until November 22, 2010---
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 that 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. 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. You can also fire me an email if you wish.
Shalon (Organizer for TDIFest 2007 and again this year for TDIFest 2010) has provided a great summary 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 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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