organising a rally

[Pink tiger]

hi, can anyone give me some advise, I am helping to organise a charity rally. who do you use for your public liability insurance? also what is the going rate to charge catering vans and stalls. many thanks
:)

[Shep]

Sorry, just can't take the name seriously.

Go on then, introduce yourself, are you a female or a poof?

Oh, BTW, the answer to your question will depend on how much experience you've got.

[Pigpen]

That's fuckin' sexist. :D
Not all poofs are called Tiger.

[matthewmosse]

They've been running articles in the magazine on this very subject, I'd start there if you've not read it already (back issues order form are in the site somewhere methinks)

[Pink tiger]

your right how rude not to introduce myself :D
known to most as Sam, female living in Sussex. Own several trikes, one running, others long term projects just need to find the time.

Humm now why the name because I am mad enough to drive around in a bright pink soft top landy with black tiger stripes down the side, dont ask what inspired me...blame the beer !

I have lots of experince in organising events,runs,rallies but I took a step out for several years and hence the reasons I am a little rusty on the going rates for trade/catering stands.

Thanks matthewmosse I will look into the mags

[Shep]

How we do it.

You can get public liability insurance with club membership of BMF, the fee relates to the club size, but the insurance is included. I don't think this is open to individuals.

What you can charge stalls depends on the size of the event, how many similar stalls are there, what sort of punters are you aiming for. Something based on 5% to 10% of (expected) takings would be reasonable.

How many caterers will there be, will there be several offering different products? 10% of takings from a sole caterer is reasonable for a start.

Of course, if the event is a resounding success, you put your prices up next year.....;)

[quasar]

we just ask for a raffle prize from stalls at the moment times are hard for them & depending on the size of rally about £50 from food van, insurance mag can do that ,

[Pink tiger]

thanks for your help, best I get cracking on with it all now :thumbsu:

[Creature]

as mentioned i had an article published over 4 mags with 100% - chek with Nik for issue numbers. that will give u a basic idea

oh and heres my too list for 2010 - as you will see its quiet big

4th any spare change rally too do list
tickets - post every wednessday
bank every Tuesday
do welcome envelopes
Pay and collect T-Shirts & Patches
WAITING ON LANYARDS TO ARRIVE

NEED TO BUY
ENVELOPES
BIN LINERS
TOILET ROLLS

23.04.2010 - made up spare welcome envelopes minus headlamp sticker
23.04.2010 - created 12 stall welcome packs
23.04.2010 - printed 12 stall welcome pack letters
23.04.2010 - processed todays ticket orders
22.04.4010 - processed todays ticket orders
21.04.2010 - finished welcome pack Rick Hulse & comedy Club
21.04.2010 - finished welcome pack Jester Tarts
21.04.2010 - finished welcome pack The Legendary Vertigo Tarts
21.04.2010 - finished processing stage crews welcome pack
21.04.2010 - found another box for blue ticket wel;come packs & other welcome packs
21.04.2010 - made up blue welcome packs
21.04.2010 - printed 20 more letters to go in welcome packs
21.04.2010 - made up red welcome packs
21.04.2010 - processed todays ticket orders
20.04.2010 - trphies arrived
20.04.2010 - processed todays ticket orders
19.04.2010 - printed 20 more letters to go in welcome packs
19.04.2010 - made up 20 small welcome packs - completed but with NO HEADLAMP STICKER OR WRITING ON ENVELOPE
19.04.2010 - printed 20 letters to go in welcome packs
19.04.2010 - ordered medium hoody to complete prebook blue 59
19.04.2010 - processed todays ticket orders
19.04.2010 - replaced mick rutherford band with jester confirmed
18.04.2010 - 150 small flyers ready to ship to Anemal post tommorow
18.04.2010 - 150 small flyers ready to ship to Colin & Lou post tommorow
18.04.2010 - printed 300 small flyers
18.04.2010 - added lanyards to 14 marshall passes & put in folder (run out of lanyards)
18.04.2010 - cut n laminated 24 marshal passes
18.04.2010 - printed 24 marshall passes
18.04.2010 - last 2 press passes printed, laminated and put in press welcome packs.
18.04.2010 - updated rally website.
17.04.2010 - PRINTED 8 press passes
17.04.2010 - completed rubicon band welcome pack
17.04.2010 - stage plans for stage crew - sorted by hew
17.04.2010 - stage plans for sound crew - sorted by hew
17.04.2010 - printed more rallie welcome packletters
17.04.2010 - processed todays ticket orders
17.04.2010 - cut & laminated 2 press passes for Brit Chopper
17.04.2010 - cut & laminated 2 press passes for 100% Biker
17.04.2010 - cut & laminated 2 press passes for BSH
17.04.2010 - cut,& lamiated stage passes
17.04.2010 - cut,& lamiated band passes
17.04.2010 - printed band passes
17.04.2010 - printed stage passes
16.04.2010 - completed stage crews welcome pack
16.04.2010 - completed exhibit A band welcome pack
16.04.2010 - completed The Almaboobies band welcome pack
16.04.2010 - completed Stevies band welcome pack
16.04.2010 - completed Tracey browns band welcome pack
16.04.2010 - updated facebook page
16.04.2010 - updated N.A.B.D forum post
16.04.2010 - updated britchopper forum post
16.04.2010 - updated 100% bier forum post
16.04.2010 - Updated Bikersweb forum post
16.04.2010 - Updated bikerlifestyle forum post
16.04.2010 - emailed artwork to mug stall
16.04.2010 - adjusted T-shirts unsold on spreadsheet
16/04/2010 - added sold T-Shirts to welcome packs
16.04.2010 - designed n printed red tickets 2 per page 12 pages
16.04.2010 - proceed todays tickets orders welcome envelopes
16.04.2010 - processed todays ticket orders
15.04.2010 - processed PAYPAL ticket requests.
15.04.2010 - emailed The Legendary Vertigo Tartsband contract
15.04.2010 - proceed todays tickets orders welcome envelopes
15.04.2010 - printed 10 welcome pack letters
15.04.2010 - processed todays ticket orders
14.04.2010 - printed and laminated 60 beer tokens.
14.04.2010 - printed blue headlamp stickers 144 to 335 & put in rally folder
14.04.2010 - printed red headlamp stickers 144 to 335 & put in rally folder
14.04.2010 - processed blue welcome packs uptodated to 56 todays total
14.04.2010 - processed blue welcome packs uptodated to 40
14.04.2010 - handed out A1 & A£ posters to all relvent shops.
14.04.2010 - Went to peter=boro to get some more A1 Posters done
14.04.2010 - processed blue welcome packs uptodated tp 24
14.04.2010 - processed red welcome packs uptodated to 108 todays total
14.04.2010 - Processed todays ticket orders
13.04.2010 - went to Black LIne Fever - Biggleswade - deliverd soem A3 posters & flyers
13.04.2010 - Went to peter=boro to get A1 & A3 Posters done
13.04.2010 - Banking
13.04.2010 - printed 1 - 96 BLUE headlamp stickers
13.04.2010 - punched holes in all laminated sheets and placed into folders
12.04.2010 - lamiated 130 A4 signs
12.04.2010 - collected rally T-shirts & 1st 50 patches from Sleaford.
12.04.2010 - brought 90 stamps for flyers n pre-books.
12.04.2010 - printed 5 tickets for smudgeonline - free as payment for adding this years date to unsold T-shirts.
12.04.2010 - RED welcome envelopes all done upto 102.
12.04.2010 - Printed - RALLY SIGNS STRAIGHT X 20
12.04.2010 - Printed - RALLY SIGNS LEFT X 20
12.04.2010 - Printed - RALLY SIGNS RIGHT X 20
12.04.2010 - Printed - DAY VISITOR BOOK PAGES X10
12.04.2010 - Printed - DAY VISITOR BOOK COVER X1
12.04.2010 - Printed - SECURE CAR PARK DONATIONS X5
12.04.2010 - Printed - NO SMOKING X5
12.04.2010 - Printed - FIRE POINT X7
12.04.2010 - Printed - FIRE EXIT X7
12.04.2010 - Printed - DRINKING WATER X10
12.04.2010 - Printed - KIDS PRICES X5
12.04.2010 - Printed - NO ENTRY X7
12.04.2010 - Printed - NO FIRES & BARBIES X10
12.04.2010 - Printed - NO RESPONSIBILTY NOTIC X 10
12.04.2010 - Printed - OTG PARICE & DAY PRICE X 5
12.04.2010 - Printed - ONLY DRINKS BROUGHT FROM BAR signs X14
12.04.2010 - Printed - PARENTS PLEASE LOOK AFTER YOUR KIDS X 10
12.04.2010 - Printed - PUT ANY SPARE CHANGE HERE X 5
12.04.2010 - Printed - Rally control X3
12.04.2010 - printed - SECURE CAR PAK X5
12.04.2010 - printed - NON POLITCAL CORRECT SIGNS X4
12.04.2010 - Printed - Bike show judging forms printed 30 pages.
11.04.2010 - ride to Hunstaton with load of small flyers.
11.04.2010 - designed A3 & A1 flyer and on memory stick ready to get printed.
10.04.2010 - stuck down last 67 flyers n prebook forms - now ready for posting.
10.04.2010 - printed 500 small flyres
09.04.2010 - completed first 60 red envelopes ( envelope,letter,bin liner,headlamp sticker & wristband)
09.04.2010 - posted 1st batch of flyers/booking form to previous visitors to rally.
09.04.2010 - posted prebook tickets orders
09.04.2010 - printed another 40 letters page 2 to go in welcome envelope.
09.04.2010 - printed another 20 letters page 1 to go in welcome envelope.
09.04.2010 - printed another 30 letters page 3 to go in welcome envelope.
09.04.2010 - printed another 40 letters page 3 to go in welcome envelope.
09.04.2010 - printed another 40 letters page 2 to go in welcome envelope.
09.04.2010 - printed another 40 letters page 1 to go in welcome envelope.
09.04.2010 - completed first 20 red envelopes ( envelope,letter,headlamp sticker & wristband)
08.04.2010 - printed flyers & preebooks on A4 (to address and post)
08.04.2010 - Printed Address & folded Flyer & preebook.
07.04.2010 - printed flyers & preebooks on A4 (to address and post)
07.04.2010 - Printed Address & folded Flyer & preebook batch of 40.
07.04.2010 - added stamp to folded Flyer & preebook batch of 10. -----just need pritstick
07.04.2010 - sorted ticket sales- ready to post back.
06.04.2010 - Printed Address & folded Flyer & preebook batch of 10.
06.04.2010 - printed last years blue names & addresses to be sorted & posted flyer.
06.04.2010 - printed last years red names & addresses to be sorted & posted flyer.
06.04.2010 - printed 1st 30 flyers & prebboks on A4 (to address and post)
06.04.2010 - printed 144 RED headlamp stickers.
06.04.2010 - sorted thru non email tickes and desposed of those with incomplete address.
06.04.2010 - continued to go thru last years tickets & email them flyer & pree-book form (just those i cant read to sort thru.
05.04.2010 - started to go thru last years tickets & email them flyer & pree-book form
05.04.2010 - started to sort thru tickets for thos without email but full address for mail shot
05.04.2010 - sorted thru rally boxes
30.03.2010 - created headlamp stickers printing sheet upto 300
25.03.2010 - emailed band contract to The Almaboobies - EMAILED
25.03.2010 - paid 100% Biker (cheque) for advertising
25.03.2010 - paid westcountycrystal (cheque) for trophies
19.03.2010 - emailed huw for band details & to confirm its ok for use of drums n backline
19.03.2010 - Sound enginner & PA confirmed as Cat Audio (only want £50.00 expenses) DONE
19.03.2010 - emailed who for backup bands deatils - DONE
19.03.2010 - band contract ready for Exhibit A - DONE
19.03.2010 - band contract ready for Stevie - EMAILED
13.03.2010 - emailed west county crystale with banner for trophy glasses
19.02.2010 - emailed band contract to Tracy Browne - EMAILED
19.02.2010 - emailed band contract to Rubicon - EMAILED
18.02.2010 - emailed band contract to The mick rutherford band - EMAILED
18.02.2010 - created band contract for Tracey Browne - DONE
17.02.2010 - print press passesto bsh - DONE
17.02.2010 - press passesto 100% - DONE
17.02.2010 - press passesto britchopper - DONE
17.02.2010 - press passesto Yoda - DONE
17.02.2010 - emailed all email supplied on prebooks last year -DONE
10.02.2010 - pay 100% for callender advert - DONE
01.02.1010 - take old T-shirts to Smudge to get this years date added - DONE
that covers about half the actual work not inc going to see bands venues etc to do as i always forget to update it
Still wanna do it ?

[Pink tiger]

Wow Creature, how long did it take you to write down all that :eek:

yes still going to go for it without a doubt, Ive been a busy girl.
Booked venue, insurance, bands, toilets, got camping and day entrance wrist bands, got sponsorship for the trophies and ordered, working on flyer/ticket artwork (printing nxt week), artwork/writing done various signs - no fires, first aid,fire point ect, set up an rally email,paypal account. organised banners to advertise the charity. found someone who will organise the run out/treasure hunt.

got my quotes for tee shirts & designs, looking into patches & quotes,
looking into more bands to join the play list
contacting folk regarding the borrow of a large marquee as a chill out tent.

got our first meeting this weekend with marshalls to really get things moving. (still need a few more)

so need to advertise, gather raffle prizes, organise silly games, book food wagon and stalls.sell tickets and .............. the list goes on.
its starting small but hopefully will grow as time goes on and raise loads of money for a local charity helping kids with cancer and their families.:)

If you can recommend any good companies who do patches or tee/shirts that would be helpful. and sorry if Im just being dim but why do you have different coloured packs is it family areas, pre-book??

Thanks for taking the time to list all you do I shall use it as a good reference

sam x

[Creature]

it didnt - just cut n paiste from last years too do list :)

diff coloured tickets help speed up sign in when it gets busy

red & blue are pre-book & grey are OTG

also makes the book keeping easier :)

[minxy]

Can do tshirt printing :) PM me for details.

[John Hopkins]

Hi Pink Tiger.

Welcome to the forum.

How rude of Shep to suggest you were an uphill gardener..

None of us real gentlemen would even dream of allowing the posibility of the mere thought of an idea of such a thing cross the road in front of our minds..

He's obviously an uncouth sheep shagger.

So now that we know you are a bit of totty, where are you holding this rally and when.

John.

[Creature]

if ya need a dj - www.dejavuroadshow.tk :)

[womble]

Hi PT
i have a lil stall that we take to rallies
we sell sweets for those munchie moments as well as hot & cold drinks
we stay open from friday to sunday & supply free coffee to those poor souls that have to stay up all night doing security

[kez_ireland25]

Hey I just wondered how you go about getting your bands etc? Charges? Where is your rally at?

Thanks

[Creature]

Kez rally details at http://www.anysparechangerally.tk/

bands - thats easy goto other rallies rock nites - pubs with live music, i watch new bands at several diff types of venues. Get to know them, see how they interact with the peopel who have booked them and the people who come and watch them. Many often becoming friends with them.

For me it dont bother me if the performances are not 100% - What I am looking for is bands who have fun on stage - involve the crowds, that crowds respond too and possably a certain ruffness around the edges.

All the acts that appear at the ASC rally have become personal friends.

as for fees - teh rally is a N.A.B.D FUNDRAISER. all the acts are there because they want to be there, and belive in what we are doing. Not for the money. oh they are offered £50.00 to help cover expenses. theres as much bottled water on stage as they want and I try to make sure they each get at least a few beers in.

It would be a different matter payment wise if the bands were booked to play at other events.

There are some bands who will pay for petrol money as they try to break into the rally scene - then again yu could pay £150.00 - £1000.00 for bands

[kez_ireland25]

Hey, not sure what that link is at all!

The reason I ask about bands is that I have a friend that is looking to get more exposure for his band. And I wondered how you go about these things. Not too worried about the money side, they can sell their merchandise I presume after the gigs.

How many people do you usually get at these rallys?

Thanks

[Creature]

Kev retry the link forgot to add a "e" in there

email the clubs involved in organising events around you - giveing as much details as poss - poss offer to send demo cd or links to sites were material is uploaded - also provide details of were gigs are...

eventually someone will attend and if tehy liek ya prob offer afternoon slot or early evening slot - if people like you you may get offered paying gigs

as to numbers depneds on teh event anywere from 150 til 6000 or so

[womble]

hey pink tiger dont you read your emails ?

[piglet]

hey pink tiger dont you read your emails ?

Hey Womble, havn't you forgotten something? ;)