A Good Time Gathering (GTG) can be anything where club members gather to get together and socialize.
It could be an event at your home, a club house, a park, a restaurant, winery or brew pub, bowling alley, baseball or hockey game – locations are only limited by the host’s imagination.
IN HOME EVENTS
Many of our most popular GTGs have been in home events. Here are some tips on putting one together.
THEME: Think of a theme-not necessary-but fun!
Examples: Chili cook-off, Best meatball competition, Soup or Pasta Night, Sausage/mustard tasting
DATE: Decide on a date and time for your GTG. Notify the Post Editor, Activities Director, Web Master and Vice President hopefully 3 months in advance.
ACCOMODATIONS: How many people can you comfortably accommodate at your GTG? You may want to set a limit and restrict RSVPs to that limit.
WHAT TO SERVE: Decide what you want to serve (this is where a theme comes in handy). If you would like to supply the main dish or meat, charge enough per person to cover this. $10 per person is the suggested MINIMUM event fee that the Board has established for Pot Lucks and GTG’s based on our Policies and Procedures. You will want to have some waters and sodas available but for beer and wine it should be BYOB.
FOOD SIGN UPS: Have all members, as they RSVP, sign up for an appetizer, salad, side dish or dessert. You may even want to have someone bring the soda and waters.
MONEY: The money brought in that evening should more than cover your costs. The objective is to have GTG’s break even financially. Hosts are exempt from the event fee and may have up to 4 non-member guests without charge as stated in our Policies and Procedures. For events charging more than $25 per person it may be beneficial to use MotorSportReg.com as then attendees can use credit cards. Work with the club V.P. to set this up.
RSVP: Advertise a cut-off date for accepting RSVPs. This will help when figuring out your expenses to income. The night of the GTG provide your RSVP list to the Vice President to aid in collecting the event fee.
PRIETA POST: As people RSVP, ask someone to do a write up for publication in the Prieta POST.
HELP: Reach out to LPR’s V.P. regarding any questions.
ALTERNATIVE LOCATION EVENTS
Alternative location GTG’s offer lots of fun but without having to clean your house ;-)
LOCATION: Contact the restaurant, winery, bowling alley etc. to check on available dates, minimum/maximum attendance and deposit requirements for group. Also, ask how much time prior to your event you are required to submit your attendance numbers. Many locations will have a lot of this information on their web sites.
DATE: Once you have the date and time secured notify the Post Editor, Activities Director, Web Master and Vice President hopefully 3 months in advance.
MONEY: The money brought in that evening should more than cover your costs. The objective is to have GTG’s break even financially. For events charging more then $25 per person it may be beneficial to use MotorSportReg.com as then attendees can use credit cards. Work with the club V.P. to set this up.
DEPOSIT: If a deposit is required at the GTG location you may put the deposit on your credit card and use the Request for Reimbursement Form found on the LPR website (lprpca.org) or you can contact the club treasurer and request a check be sent.
RSVP: Advertise a cut-off date for accepting RSVPs. This will help when figuring out your expenses to income. The night of the GTG provide your RSVP list to the Vice President to aid in collecting the event fee.
PRIETA POST: As people RSVP, ask someone to do a write up for publication in the Prieta Post.
HELP: Reach out to LPR’s V.P. regarding any questions.