RMR PCA EVENT CHAIR TRAINING FOR DE AND

RMR PCA EVENT CHAIR TRAINING FOR DE AND AX EVENTS MARCH 18, 2019 VICKI COX-JONES, 2 ND VICE PRESIDENT

AGENDA • INTRODUCTIONS • CDI INFORMATION • SAFETY INFORMATION • TIMELINE – MOST IMPORTANT THINGS • REGISTRATION INFORMATION • BREAK-OUT OF IMPORTANT TIMELINE ITEMS • CHARITY INFORMATION • QUESTIONS • SPONSORSHIP INFORMATION • INSURANCE • TREASURER • WRAP-UP

CHAIRING AN EVENT IS FUN AND REWARDING THANK YOU FOR VOLUNTEERING TO CHAIR A DE OR AX FOR 2019. WITHOUT YOU OUR PROGRAM WOULD NOT RUN. LET’S INTRODUCE OURSELVES BEFORE WE MOVE ON.

CHIEF DRIVING INSTRUCTORS BRIAN LEARY Provide in-class training for new drivers • Overseeing drivers on track • Manning Black Flag station • Discuss with drivers reasons that they went off track or spun • Evaluate requests for movement between run groups • Approve solo status at track

SAFETY SCOTT HENDERSON New rules and regulations.

REGISTRATION VICKI COX-JONES • CHAIR – NANCY WARREN (ALL REGISTRARS HAVE BEEN ASSIGNED FOR ALL EVENTS) • SET-UP REGISTRATION ON MOTORSPORTREG • CHECKS DRIVER’S LICENSES • ASSIGNS NUMBERS • CHARGES CREDIT CARDS • DOES ONSITE REGISTRATION AT THE EVENT • ASSIGNS CREDITS

CHARITY FLORENCE MACKIN • DESIGNATED CHARITIES • THE EVENT CHAIR CAN DESIGNATE A CHARITY TO RECEIVE MEMBER DONATIONS, PROCEEDS FROM NOON-TIME RIDES OR EVENT PROFITS, IF APPROVED BY THE BOARD. • ALL RECIPIENTS MUST BE 501(C)(3) ORGANIZATIONS. • CHARITIES TIED TO SPECIFIC RELIGIOUS DENOMINATIONS OR ORGANIZATIONS SUPPORTING SPECIFIC POLITICAL VIEWS WILL NOT BE CONSIDERED. • PROCESS: • THE REGISTRAR FOR THE EVENT WILL SET UP AN ON-LINE DONATION BUTTON FOR DONATIONS TO BE MADE AT THE TIME OF REGISTRATION. ON-LINE DONATIONS WILL BE GIVEN TO THE CHARITY IN FULL. THE CLUB WILL ABSORB ANY CREDIT CARD PROCESSING FEES. • MONIES CAN ALSO BE COLLECTED AT THE EVENTS. CASH AND CHECK DONATIONS MADE AT THE EVENT SHOULD BE DEPOSITED INTO THE RMR CHECKING ACCOUNT. INFORM THE TREASURER OF THE AMOUNT DEPOSITED AND WHAT IT IS FOR. • THE TREASURER WILL VERIFY THE TOTAL AMOUNT DONATED, WRITE A CHECK FOR THAT AMOUNT AND SEND IT TO THE CHARITY COMMITTEE REPRESENTATIVE. • THE CHARITY COMMITTEE REPRESENTATIVE WILL SEND THE CHECK TO THE DESIGNATED CHARITY ALONG WITH A LETTER FROM RMR REGARDING THE DONATION. AT THE REQUEST OF THE EVENT CHAIR, THE CHECK CAN BE PRESENTED TO THE CHARITY BY THE EVENT CHAIR OR OTHER RMR MEMBER AS REQUESTED BY THE EVENT CHAIR.

SPONSORSHIP HOLLY JACKSON AND RUSS RYDBERG • THERE WILL NOW BE A SPONSORSHIP CHAIR • ALL SPONSORSHIP REQUESTS MUST BE SUBMITTED TO THE CHAIR • ANY NEW SPONSORS ARE TO BE BROUGHT TO THE CHAIR • THE BOARD IS WORKING TO QUICKLY DEVELOP A PROGRAM FOR SPONSORSHIP. MORE DETAILS TO COME SOON. • HAVE ANY SPONSORS BEEN CONTACTED YET? WE ASK (PLEAD) THAT YOU PLEASE BE PATIENT WHILE WE FORMULATE THIS NEW POSITION(S) AND DO NOT GO RUNNING OFF TO POTENTIAL SPONSORS ON YOUR OWN.

INSURANCE HARRY JONES • NEEDED FOR ANY EVENT TO OCCUR • THIS COMES FROM PCA NATIONAL AND REQUIRES AT LEAST 1 MONTH NOTICE • TO KEEP INSURANCE ALL WAIVERS MUST BE SIGNED AND ALL REQUIREMENTS MET

TREASURER • WILL WORK WITH YOU ON YOUR BUDGET • YOU WILL SEND YOUR RECEIPTS TO THE TREASURER FOR REIMBURSEMENT • ALL MONIES WILL EITHER BE DEPOSITED INTO THE BANK ACCOUNT OR GIVEN/SENT TO THE TREASURER

TIMELINE HIGHLIGHTS!

AT YOUR EVENT • POST THE INSURANCE CERTIFICATE • DRIVER’S MEETING - WELCOME PARTICIPANTS, ANNOUNCE CHARITY, OTHER ANNOUNCEMENTS – KEEP THIS TO 5 MINUTES, LET SAFETY CHAIR AND CDI GIVE THEIR SPEECHES. • HANG OUT AND ENJOY. HELP THE GOFERS. FINAL CLEAN UP AFTER THE EVENT. • IF PROBLEMS ARISE, CONSULT WITH STANDING CHAIRS, E. G. , CDI OR SAFETY

AFTER YOUR EVENT • REPORT TO PCA • MAKE SURE OBSERVER HAS COMPLETED AND FILED OBSERVER REPORT. • WRITE FINAL ARTICLE RECAPPING ALL THE FUN! INCLUDE PICTURES, IT IS REALLY IMPORTANT TO INCLUDE PICTURES OF NEW PEOPLE. WHEN THEY SEE THEIR CARS OR THEMSELVES IN HIGH GEAR IT WILL ENCOURAGE THEM TO RETURN FOR THE NEXT EVENT. • REPORT TO BOARD

THANK YOU!!