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Discussion Starter #1
TF 2014 is scheduled for June 6th and 7th.

Currently I do not have anyone offering to pony up the cash for the drag strip. The cost for the track is $2500. Last year we only had about 25 cars pay to race, which is half of what was needed. We either need to get more people to race, find a sponsor willing to pay for at least half of the track, or cancel the drag strip rental.

The major expenses for the meet are:

1. The DJ (which I gladly pay for myself)

2. The drag strip (I make the deposit out my own funds because I love the drag strip event. So much fun)

3. The T shirts (I ordered less in 2013 trying to eliminate the leftovers, which I still have plenty of 2XL and 3XL. Sorry for those who did not get one. Please preorder!!)

4. The police escort. (This is a huge expense, $1300 if I remember correctly, but people really seem to like it.)

Thoughts?

Veronica and I took some notes about last year. I will update this thread with our thought when I get home.
 

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Tim,
How short were you for the escort this year? I know that I would be happy to pay a bit more for the drag night and the escort (if I'm not late for helping some people put their cooling system back together). Also, if there is anything I can or you need me to do for next year just let me know.

-Allison
 

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I'd cancel the drag strip and the dyno day (although that doesn't cost you anything) or make people pay up front for the drag strip well in advance and if you don't get enough people to pay then don't rent it.

The police escort isn't my thing so no comment there, but people do seem to really like it and to pay up for it :)
 

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I'd cancel the drag strip and the dyno day (although that doesn't cost you anything) or make people pay up front for the drag strip well in advance and if you don't get enough people to pay then don't rent it.

The police escort isn't my thing so no comment there, but people do seem to really like it and to pay up for it :)
I agree, Rob, the drag strip could be dropped if there is insufficient desire or willingness to pony-up (it's an Amish thing) ahead of the event. Perhaps, a drop dead date for a paid commitment for the drag strip before Tim has to commit for the event.

As far as the escort, was there and issue getting everyone who participated to put forward their fair share like last year? I don't mind paying for an unknowing newbie, but I would mind paying for ten. Maybe I'm not as big hearted as Tim, or I'm too poor, or both.

Paging Bob, Bob Cratchit.
 

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Tim,

I went in 2012 and had an absolute blast especially the drag night even though I had to leave early. I appreciate what you and everyone else do to organize this. For me it would be good to understand the total cost of putting on the event and how many people attend. I know there was a donation to the Wounded Warrior Project that year as well.

My thought is that if everyone knew what the average cost was for them to attend they would hopefully contribute at least that. I did not make 2013, but will be there for 2014 and cover more than my cost.

Also put me in for an XL Timmayfest 2014 shirt.

Cheers,
Josh
 

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Discussion Starter #6
Allison,

We were short about $300 for the escort if I remember correctly. I appreciate people paying more than their fair share, but I don't WANT anyone to. If people would just chip in, that would take care of the issue. I will definitely need help, as always, next year!

Rob,

I tried to get people to preregister last year for the drag strip, but too many people wanted to wait and see what the weather was like, what time they would arrive, etc. Too many variables.

Josh,

I post this last year in the 2013 thread, breaking down the costs.....

It has been brought to my attention by one of our wonderful members that the whole "donation" situation is a bit confusing. How much to send, for what, when. Let's make this easy.....

ALL PROCEEDS BENEFIT THE ALS FOUNDATION!!!

Drag Racing Preregistration - $50 (We have decided to make it $50 preregistration, $60 at the door)
Police Escort - $5 (more if you would like, the total cost is $900 for the escort, which I paid most of last year)
Stickers - $5 for 2 stickers
T-shirt - $20 S/M/L/XL $25 XXL/XXXL
Raffle Tickets - $1 each, 6 for $5 (List of prizes from our sponsors will be announced at a later date)
Optional donation for the ALS FOUNDATION

If you would like everything shipped to you, please add $10, if not, everything can be picked up from me when you arrive.

Example:

Drag Registration - $50
Police Escort - $10
Stickers (2) - $5
T shirt (L) - $20
24 raffle tickets - $20
Donation - $20
Shipped to my door (shirt and stickers) - $10

Total = $140 PayPal'd to timmayfest (at) yahoo (dot) com with ALL of your information in the notes section. PLEASE PLEASE PLEASE remember to do so.

Name.
Address.
Screen name, on which forum.
Break down of what the payment is for.

REMEMBER - The dyno day is a completely different registration done through IPS Motorsports.......

I know, it is a bit confusing and expensive. You should try organizing it and keeping everything straight! LOL!!

Think of it like Visa does:

Drag Racing - $50
Police Escort - $10
Donation - $20
Weekend with a bunch of crazy gear heads just like me - MORE than priceless......
I underestimated the cost of the escort. It was actually $1200 if I remember correctly. I'd have to check my records.

The costs add up quick. Makes a simple trip to Bimmerfest seem easier, $20 and you're in the gates.
 

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Tim,

OK, looks like you did it. Now we just need more people to contribute and ask those that can contribute to the Timmay Discretionary Fund to do so as well. You should not be the one out money when you put all this time to put something like this together.

Let me know what I can do to help out. I would be happy to help with transportation of the Fabtech Girls again.

Josh
 

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Tim,

OK, looks like you did it. Now we just need more people to contribute and ask those that can contribute to the Timmay Discretionary Fund to do so as well. You should not be the one out money when you put all this time to put something like this together.

Let me know what I can do to help out. I would be happy to help with transportation of the Fabtech Girls again.

Josh
That is a completely selfless and most generous offer my friend.

I like the idea of setting up a Timmayfest Discretionary Fund. If this happens I'm in.
 

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That is a completely selfless and most generous offer my friend.

I like the idea of setting up a Timmayfest Discretionary Fund. If this happens I'm in.
Allison,

Thank you for noticing. I try to help out where needed. :cheers::cheers:

Josh
 

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The drag strip is neat, Tim. However, for the two years that I have been, it seems like it is more about the camaraderie while there rather than the actual dragging. Obviously, this is a good thing socially and friendship-wise, but you wind up with more attendees than paying participants. And you wind up eating even more costs (obviously not a good thing). So, cancellation needs to be given serious consideration.

Lots of folks like the escort. Last year, you asked people to prepay for the escort via Paypal and at least one person, Adam, was collecting at lineup from those that had not pre-paid. With those two collection efforts and 100+ cars participating, you should not have come up short $300. That is disappointing. Maybe we need more people walking around at lineup to collect $$$ in hand...
 

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The drag strip is neat, Tim. However, for the two years that I have been, it seems like it is more about the camaraderie while there rather than the actual dragging. Obviously, this is a good thing socially and friendship-wise, but you wind up with more attendees than paying participants. And you wind up eating even more costs (obviously not a good thing). So, cancellation needs to be given serious consideration.

Lots of folks like the escort. Last year, you asked people to prepay for the escort via Paypal and at least one person, Adam, was collecting at lineup from those that had not pre-paid. With those two collection efforts and 100+ cars participating, you should not have come up short $300. That is disappointing. Maybe we need more people walking around at lineup to collect $$$ in hand...
I really liked the drag event this year, not so much in 2012 as I wasn't there. It is fun to give the beast the beans, or to watch Clemster do it right. ouich But like all things TimmayFest it is more about the camaraderie than shredding Michelins, Conti's or whatever you happen to be rolling. Still, worth the entry fee if just to go and play and hang out with the best people.

BTW, my King
 

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Discussion Starter #12 (Edited)
The drag strip, to me, helps set the event apart from other events. It also seems to get the "need for speed" blood out of people so they don't get a ticket during the weekend. We either need to raise the price of those participating, or get more participants.

As far as the escort goes, I am thinking about selling tickets to participate. $10 per ticket, collected at the entrance to the gathering spot prior to the escort. They can be repurchased online, at the meet during the day, or at the meeting spot for a premium price of $15 for making me sweat about it. LOL.

Dinner is another huge PITA. Finding a restaurant that will let us pay per person for a party that big is almost impossible. We can't really do a catered dinner or rent a hall with prepaid food because we have absolutely no idea how many people show up. There is always a few first time attendees who don't know about the dinner until the meet. Last year's restaurant was almost embarrassing. The food was mediocre and the facilities were not really up to snuff. Sorry about that. We have a very limited set of options with what we are trying to accomplish.
 

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hmmmm i may be down for this... sounds like a fun ride to meet a bunch of bimmer nuts in a state i hv yet to visit... dont see many reasons to not join!
Likewise, I might join up with the DC Metro area caravan this year.
 

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is timmayfest being held in Columbus again?
 

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Discussion Starter #16

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Dinner is another huge PITA. Finding a restaurant that will let us pay per person for a party that big is almost impossible. We can't really do a catered dinner or rent a hall with prepaid food because we have absolutely no idea how many people show up. There is always a few first time attendees who don't know about the dinner until the meet. Last year's restaurant was almost embarrassing. The food was mediocre and the facilities were not really up to snuff. Sorry about that. We have a very limited set of options with what we are trying to accomplish.
Can you find a business that has one of those rolling BBQ outfits (not food truck) where they bring it all to you setup all the grills and will grill all kinda of meats and bring catered sides for a package price? The kind of place where they tow the smokers and grills behind them. The issue will be payment but I bet you'd be able to find it for fairly inexpensive and include the cost in the fee upfront. Provide them a base count as an average over the last few years and have them work up a menu and cost per person and build that into the cost to attend. If the weather is questionable you can also use some portable tents which are cheap to rent from local party rental store or that facility might be able to provide. Maybe the place that opens up their lot to you all can also set aside a corner of the lot to accommodate this or at the drag strip lot?

I have not been involved or attended Timmayfest so if Im stepping in someones playpen I apologize and Ill back off. Your right that you have become a victim of your own success growing so large its difficult to be housed in a sticks and bricks establishment. I have seen this concept above work at a few club events I have attended locally and works quite well. Not very classy like a restaurant but serves its purpose.

Jus my .02
 

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Discussion Starter #18
Can you find a business that has one of those rolling BBQ outfits (not food truck) where they bring it all to you setup all the grills and will grill all kinda of meats and bring catered sides for a package price? The kind of place where they tow the smokers and grills behind them. The issue will be payment but I bet you'd be able to find it for fairly inexpensive and include the cost in the fee upfront. Provide them a base count as an average over the last few years and have them work up a menu and cost per person and build that into the cost to attend. If the weather is questionable you can also use some portable tents which are cheap to rent from local party rental store or that facility might be able to provide. Maybe the place that opens up their lot to you all can also set aside a corner of the lot to accommodate this or at the drag strip lot?

I have not been involved or attended Timmayfest so if Im stepping in someones playpen I apologize and Ill back off. Your right that you have become a victim of your own success growing so large its difficult to be housed in a sticks and bricks establishment. I have seen this concept above work at a few club events I have attended locally and works quite well. Not very classy like a restaurant but serves its purpose.

Jus my .02
We had considered this, but there where too many problems with the plan. Where do we hold it? The dinner is Saturday night after the meet. The drag strip is an hour away, and serves their own food, so that won't work. The Saturday night dinner could be considered "formal" I guess. We spend the rest of the weekend in parking lots near the cars or at the drag strip and dyno. We want to give a different atmosphere here. The largest problem is cost. EVERYONE (restaurants/caterers wants us to pay "per person" which is almost impossible to do. If we estimate based on previous years, we could still be way off. I'd either over estimate and be out a few hundred dollars (of my own personal money) or guess low and some people wouldn't be able to eat. The dinner is one of the toughest things to arrange, so I gave that duty to the wife. LOL.

Good suggestion though, thank you!
 

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We had considered this, but there where too many problems with the plan. Where do we hold it? The dinner is Saturday night after the meet. The drag strip is an hour away, and serves their own food, so that won't work. The Saturday night dinner could be considered "formal" I guess. We spend the rest of the weekend in parking lots near the cars or at the drag strip and dyno. We want to give a different atmosphere here. The largest problem is cost. EVERYONE (restaurants/caterers wants us to pay "per person" which is almost impossible to do. If we estimate based on previous years, we could still be way off. I'd either over estimate and be out a few hundred dollars (of my own personal money) or guess low and some people wouldn't be able to eat. The dinner is one of the toughest things to arrange, so I gave that duty to the wife. LOL.

Good suggestion though, thank you!
Figured you had already thought of it given as to how thorough you are with this whole event. Good delegation skills BTW with wifey
 
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