You’ve volunteered to help us out with making our stand run smoothly during the day, so first of all, Thanks. Organising nearly 50 cars in such a short space of time is far too much for 1 or 2 people to handle on their own, so without dedicated people like yourself it would be a real struggle for the admin team.
Ive broken the tasks down, with a few guidance notes of how I see things working best. Im totally open to suggestions so please let me know if theres something which would work better another way.
The Welcome Team.
If you are manning the entrance to our stand, your main task is to try and spot members arriving, wave your arms around and make sure they spot us as there are a lot of clubs and a lot of stands there which can be a little overwhelming when you arrive. Once members arrive at our stand, make sure they are with our club (their stand pass will have the same number as yours). Introduce yourself, and usher the member onto the parking marshall team.
Parking Marshall team.
2)AJA (arriving 7am)
Arguably the most stressfull job so try and keep a cool head and don’t be afraid to shout for help if needed. Your main task is to usher the cars sent from the entrance of our stand, into the agreed parking layout. The layout needs to be agreed first thing by all the parking marshalls and the admin present. If you are camping at the pod, try and sneak a look at the stand the day before to give you a head start. If people start arriving before the layout has been agreed, park them up in the stand (keep them off the entry roads at all costs!) and ask them to stay near their car as they will be needed to move it shortly. Re the layout design, We don’t want a Tesco’s car park, so try and come up with something creative. If all else fails, arranging them around the edge on an angle (fronts pointing to centre of stand) works ok. If there are a few ‘feature’ cars, bear these in mind as they may make good centre pieces. Im constantly pestering the show organizer for a layout of the club stands that will enable me to preplan the layout, in which case everyone will get a plan of a proposed layout.
Don’t be afraid to keep asking owners to shuffle their cars. If we run out of room before everyone is inside, it will be even worse asking 40 cars to all budge up. Try and keep them just over an open door width apart. We don’t want people having to scrape past, but then we also don’t want huge gaps between cars.
Gazebo Construction Team
Anyone with a gazebo should bring it over to the rear of the stand when they arrive. They will probably help to erect their own gazebo. The aim is to create a large undercover area by fixing all the gazebo’s together. This makes them more stable and provides a better shelter from the sun or rain. It also looks better than half a dozen gazebos dotted around. The BBQ will also be located here, so bear that in mind. It would be helpful if the gazebo team (or part of) could be present at stand planning discussions so you can shout up to agree the location of the gazebo village.
Ian (Yorkshire Ro)
Only the main club banner should be displayed at PVS. This is because we are there as a single club coming together under one heading and not as separate regions so please save regional banners for the regional meets/events or until we are large enough for every region to have a banner. The Banner should be placed at the entrance to our stand, allowing enough room for cars to get past. This can be erected last if needed.
Flag Pole team.
Not 100% sure where to put these yet. They may look good at the entrance to our stand or may look better around the gazebo’s. Something to judge on the day?
Head chef phil knows what hes doing with the BBQ, but would appreciate help from the BBQ team to set up the BBQ’s, give him a break etc.
Once again, thanks for helping us out. I’ll be arriving at 7am but subject to the entry queue may not be on the stand by then. I’ll run around between everyone helping whoever needs help. (probably the Parking team!!)