As of Feb 2/8/16 New BERETTA FEST LOCATION PROPOSAL RULES

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As of Feb 2/8/16 New BERETTA FEST LOCATION PROPOSAL RULES

Postby 3X00-Modified » Mon Feb 08, 2016 6:37 pm

As of Feb 2/8/16 New Bfest Location Proposal Rules.

For your proposal to be officially accepted by the Beretta Fest Committee, you need to abide by a few ground rules to keep this as simple as possible for everyone involved. Plus- the better organized the proposal, the better chance it has to win!

  1. Local help(Edited): It is going to be a REQUIREMENT that you're going to be the one traveling to this location to personally scout it, OR the area has local planners willing to help. We would hope that if you are proposing a site that you would be the obvious choice for doing the scouting at this location... just don't shout out a place if you aren't willing to back it up. If your proposal is accepted, you MUST be willing to fully plan this event and if needed, the Bfest Committee will be available to lend a hand. During the planning process, you will be asked to scout different sites in the area, and become familiar with the area.
    1. Reasonable Distance(NEW): Based on experience, the Committee recommends not proposing a location too far from your home or more than a reasonable distance for you to travel to plan the event in advance. (Everyone’s opinion on reasonable distance will differ, so we are leaving this judgement up to you.) Remember you will be responsible to scout this location in order to find a suitable picnic area, as well as scout the hotels in person to identify ones with sufficient parking and amenities for our group
    2. YOU WILL BE RESPONSIBLE FOR THE DIRECTIONS. We are looking to upgrade our directions over past years, and you WILL be an integral part of this.
  2. Presenting Proposals(NEW): Forum online submission will open up and run the entire month of June and July. Proposers can bring additional material in person and display at Bfest and answer questions.
  3. Voting(Updated): Bfest proposal voting will be held ONLINE ONLY. There will be no more picnic voting taking place. All voters will have to be a member of the forum to place their vote in polls that will be created for the event. Voting will open up the month of August and run for 3 weeks. This will leave us with enough time for a 1 week vote on the top two from the first vote. On Sept 1st the location will be revealed. Voting weight will be as it has been in previous years: 3 points for a 2+ year Bfest vet, 2 points for a 1 year Bfest vet, and 1 point for a person who has never attended. Once the primary vote is over a final vote will be held online between the top two with the same weight system above.
  4. HARD DEADLINES(NEW): The following are deadlines that need to be met within the committee and with the winning proposers. And I will add this in again, The committee is here to help AID you in planning the event so if you need assistance while doing so feel free to ask. We are here to HELP you climb the mountain, we do not expect you to do it yourself BUT we are not going to do it all for you either.
    1. Date range and Logo finalized by Oct. 1 so we can post it online. Typically the event lands on the last weekend in June, following Father’s Day.
    2. Park and Hotel set by New Year.
    3. Registration opens by 2/1
  5. The Proposal
    1. Hotels: Your proposal needs to have background info about potential hotels in the area. Are there many to choose from? What is the price range? You could go a step further and get group price rates, scout out parking, trailering has become more common so checking for availability to store tow dollies is suggested, and see if the neighborhood is nice. YOU MUST NOT INCLUDE SPECIFIC HOTEL INFO IN THE PROPOSAL . Keep your info "generic" if you have selected a specific hotel location so that the hotel identity, and group rate options can be kept confidential until the individuals register to attend Beretta Fest.
    2. Activities: Group- look for things that we could tour as a group. Is there a car plant nearby? Big accessory shop or performance parts shop (GM Heritage Center, Comp Cams, Extrude Hone, Petty Motorsports)?? Or just something that a variety of people will enjoy (Indianapolis Motor Speedway Tour)... keep the options open! Free time- look for things more specific that people could do in free time. Is there a touristy area that would be fun to visit? Theme parks? Zoo? It is a good idea to keep this broad as well.
    3. Optional Racing: Since our group is about 75/25 on drag racing, it is still a worthwhile activity to have mapped out. Look into tracks, prices, drive time, etc. Another thing to look at is other racing/driving opportunities. In past Bfests we have road rallied, rented a road course, and auto-crossed as well. Auto-crossing is a great alternative to drag racing. Look into possible auto-x groups that would run events and talk to the organizers... perhaps we could get an event set up for our weekend.
    4. Tentative Schedule: The proposal must include a tentative schedule based on the usual Thursday through Sunday format we have been running for the last few years.

The below items were REMOVED from the old proposal rules

Proposals: Proposals MUST be presented in person at the picnic of the current year's BerettaFest. For example, the proposals for 2013 MUST be presented at the 2012 picnic. Following BerettaFest, these proposals will be posted online for all members to see.

Proxy Presenters: In the event that a veteran of a previous BerettaFest cannot attend the current year's Fest but would like to propose a location for the next year, he/she would be able to do this through a proxy. The proxy presenter
would make the in person presentation of the proposal in the main organizers absence. IMPORTANT - The person doing the proxy presentation MUST then become that proposal's backup contact. In the event that the main proposer cannot make it to Bfest, and his/her proposal wins, the proxy would assume the lead of the presentation and work closely with the Committee to plan that year's BerettaFest.

Voting: With the change in proposal structure also comes a change in voting. There will now be an in person primary vote at the picnic following the in person presentations of the upcoming year's proposals. These in person votes will be weighted at 3 points each regardless of BerettaFest tenure. Then, following BerettaFest, there will be a traditional online primary vote with the current weight system of 3 points for a 2+ year Bfest vet, 2 points for a 1 year Bfest vet, and 1 point for a person who has never attended. Once the primary is over, a final vote will be held online with the current weight system of 3 points for a 2+ year Bfest vet, 2 points for a 1 year Bfest vet, and 1 point for a person who has never attended.



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