Minutes of February 9th meeting discussing the outline for our upcoming VairFest 2012.
Event is to take place on the weekend of June 22, 23 and 24, 2012 at Heritage Park in Arroyo Grande, CA. Friday is the kick-off event with spaghetti feed, movie and popcorn. Saturday is the car show, raffle, car awards, BBQ and a Corvair Caravan to a local winery. Sunday is a completely optional day with an informal gathering for breakfast at the Village Café in downtown Arroyo Grande. Our typical Friday feed remains the same as in the past while Saturday’s events are scaled down in time to allow a late afternoon caravan to a local winery. The BBQ and awards will be earlier in the day on Saturday. Since Sunday’s events have been scarcely attended we decided to eliminate the wine tasting on Sunday and insert an optional breakfast meeting before folks head off to their final destination. Here is the lowdown:
Masonic Lodge rental: (per Jim Pennell) has been increased to $350 for full use of the lower floor and BBQ area out back. Insurance coverage is required by the Masons and we will either buy it from them for $60 or go to CORSA for our coverage. Bob O will get in touch with Harry Jensen to determine what course of action we will need. As of this writing an email has been sent to Dave Palmer and Harry Jensen on how to secure said insurance.
Friday: Mason’s Hall Arroyo Grande, CA
Spaghetti feed: Whole Wheat penne pasta, regular semolina penne pasta and a meat and non-meat sauce will be served. In addition there will be garlic bread, salad with a variety of bottled dressings, soft drinks, iced tea, coffee, ice cream dessert cup, and copious amounts of Two Buck Chuck. The pasta sauces will be self-serve out of crock pots at the buffet table. During the film we will have table munchies with chex mix, and pre popped popcorn in small bowls available to all. Is dinner starting at 6PM?
Mike Thomas will secure the sound system and the necessary AV equipment to project the film and to have music playing while we eat and prior to registration. Ambiance is crucial. At the meeting we discussed a Tony Curtis early 1960’s race car film to be shown as the feature presentation of the evening. In subsequent phone conversation with Jim Pennell that particular film ( I can’t recall the name right now) is unavailable in dvd format. Other suggestions are welcome…how about Some Like It Hot? As I have never seen this “must see” movie!
Jim Corey will provide the wine glasses once again as I don’t think we have broken any in the last few years! He also said he could get a screen yet I completely forgot that I have a screen and projector that we could use. Let me know if I need to provide it.
Mike Thomas will take over the registration for the event as well as get the who, what , where, when, why out to CORSA Communique, Hemmings and other places that car folks gather for upcoming event information. How about the donut shops, Mid State Cruisers and Donut Derelicts?
Bob O will get the information out to all West Coast Clubs as well as the Central Coast StreetRods calendar of events.
Catherine O will design a flyer that we can use to send to clubs via email, or print for other outlets using last year’s logo design provided by Jim Corey.
We will decorate the hall for the event with flowers in vases, candles for the tables and assorted crepe and what have you.
Saturday: Heritage Park, Arroyo Grande, CA.
Car show begins to park cars at 7:30AM and will park cars until 8:30 AM. Ballots will be handed out at the registration table located under the Bandstand. Registration will open at 7:30AM with a table located under the Bandstand.
BBQ will once again be headed by Don Hemwall. The BBQ pit we used from Chuck Smith will NOT be available for our use. We will need to secure a rental or find a willing someone who will let us have one……. We will of course serve: Chicken, tri tip, salad, beans and will provide soft drinks and water during the entire day. Ice: we will need lots of ice and several coolers. I have one…….
Announcement of awards will be at 1:30 during the BBQ. Grand prize raffle winner will also be announced. We will have a couple, or several smaller raffles during the day to keep things interesting and moving along. Mike Thomas will once again provide the AV equipment to play music during the day as well as a microphone to use for announcing the awards.
Corvair Caravan Wine Tour:
At 3 PM we head off to a local winery for a late afternoon wine tour and tasting. At press time we discussed Wolff Winery as a possibility and Jim Pennell will get in contact with those fine folks to see if they can host.
Don Hemwall will once again secure the awards for the car show as well as offer his exquisite BBQ services.
Jim Corey will provide wine glasses, logo art work to use on t-shirts and other press as well as able bodied in Friday’s kitchen. He will also keep me (Bob O) entertained as he does so well. He will also see that T-shirts are printed with logo and colors that are indeed in the rainbow of color options.
Bob O will head the Friday event securing wine, utensils, drinks, ice, cooking pasta, sauces, salad, desserts, coffee, snacks for film, decorations for hall and other assorted comforts as they arise. He will contact all West Coast Clubs, Street rods calendar and Mid State Cruisers to be included in their calendar of events. He will also get a Trader Joe gift bag for raffle opportunities. I would be happy to MC the awards ceremony, raffle, and Friday night’s welcome if it be deemed.
Jim Pennell will secure the Mason’s Hall for Friday, table and chair rentals and coordinate delivery and pickup, park cars on Saturday morning, provide ballots and the counting thereof.
Mike Thomas will provide all AV equipment to be used on Friday and Saturday, provide registration services (perhaps a schedule of events to be included?), and contact noted media for announcement our event. He will also be in charge of our FREE swap meet event to take place adjacent to the parked cars. (Near the White fence)
There is a Farmers Market happening across the swinging bridge from our event and of course the beautiful downtown shops of Old Town Arroyo Grande.
Sunday:
We have decided to have an informal Sunday Breakfast event at the Village Café in Arroyo Grande as a meeting place and send off for our VairFest participants. This is a voluntary and encouraged event before folks travel to their final destinations. This event will be included in all our press releases that indicate a schedule of events.
DID I LEAVE ANYONE OR ANYTHING ELSE OUT ? PLEASE LET ME KNOW
And this addendum from our treasurer:
Hi Guys!
Our checking acct balance has been the same since 8-8-11.
Last statement was thru Jan 9, 2012 @ $6683.15
Vair Fest 2011 Accounting: Credits = $2657.00
Debits = $2564.30
Net gain = $92.70
Note: This does not include any donated resources by members, or left over assets, such as T-shirts, prizes or other supplies.
