TDIFest FAQ

[Zippy_car]

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?

 

[thebigarniedog]

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 .......

 

[Zippy_car]

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
http://forums.tdiclub.com/forumdisplay.php?f=7

 

[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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[Zippy_car]

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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