Co-Chairs To Do:

HOTEL:

• Research and book hotels
• Ensure contract allows us to cancel as late as possible, and that we are not liable for any rooms not booked
• Room or area for welcoming reception
• Parking

BANQUET:  

• Location
• Catering menu
• Set up/decorations
• Thank guests

T-SHIRT/POLO:

• Tshirt ordering options
• Polo options
• Hoodie options?  People can buy?
• Hat options?  People can buy?

REGISTRATION:  John Beck will be in charge of this portion.

• Track incoming registrations, including all info, tshirt size, registration fees
• make sure Treasurer is given all checks to deposit
• Keep website updated with registrants

Misc:

• Insurance

 
Mazda money and swag order.

Window signs for local sponsors

CONSIDERATIONS

• Do we want to offer other merchandise options [hats, pins, hoodies] that people may be able to order directly from the vendor?  Or smaller items at the event?
• It may be a little difficult to add multiple pages to the existing website - do we want to consider a sister site that we link to for participants and to share the run info that people can also get the registration info from?
• We have narrowed down the hotels to Timberline Lodge and The Resort at the Mountain, both of which have rooms available for our dates.
• Biggest consideration right now is availability of food and gas near those locations

Hotel Reviews 4.13.2014

NOTE: These were hotels we researched as a possibility of Mt St Helens being our mountain choice.  We will save these for future use as needed.  We have selected Mt Hood as the base camp for 2015's Hot Lave Event.

Red Lion Hotel

Kelso, WA

• Banquet room options with catering
• Lots of rooms available [156]
• They will give us a dedicated area of the parking lot with enough room for all cars
• They will provide hose/bucket for washing as needed
• Breakfast buffet, the size of a full size restaurant, enough seating for over 70 people
• Coffee bar
• May be able to use the breakfast room for registration, or a smaller banquet room.  Banquet/group person was not there when we stopped in.
• Waiting for group pricing info.

Comfort Inn

Kelso, WA

• Smaller hotel
• Rooms are fine, 57 rooms, they will reserve a block of 30 for us, might have to use both hotels
• Breakfast buffet, breakfast room is part of the lobby and holds 20 people 
• Enough parking for approx 55 cars total, will not be dedicated
• Half a mile from Red Lion Hotel if we use that for the banquet
• Do not have a meeting room so we would have to use their breakfast lobby area for registration
• Have group pricing info, will post it here shortly

Lewis River Inn   http://lewisriverinn.com/

Woodland, WA

• Have not looked at it
• May have better access to Mt St Helens
• May be a lower cost
• Some recently remodeled rooms

All three have microwave and small fridges in most rooms.

TO DO LIST

1. Order Zoom-Zoom box from Mazda.  Becks will take care of this.
2. Send in Maza sponsoring form [$1000].  Becks to take care of this.
3.

Things To Bring

Roads & Run Options

Roads closer to Woodland, WA

• Clark County Scenic Loop
• Wind River Road
• 503 Lewisville Hwy (north of Battle Ground) to Mt St Helens Natl Forest

Roads closer to Castle Rock, WA

• Spirit Lake Highway

Roads closer to Hood River, WA

• Columbia Gorge Forest Loop
• The Klickitat Loop

More...

• www.motorcycleroads.com
• http://www.openroadjourney.com/rides-and-roads/view/mt-st-helens-mt-adams-loop/2140
• 
  

Publicity To Do:

LOGO:

Updated

FLYER:

• Develop flyer, review with planning committee - Save the Date done
• Flyer on website - working on
• Send flyer to other clubs [bcc to each club email]
• Print flyers for handing out and for club members to share
• Include information on what the registration fee covers
• Banquet
• Welcome reception
• Welcome packet
• Tshirt
• Advertising & Printing [minor costs] 
• Name badge

[The expenses, once determined, can be smaller at the bottom]

Schedule

Sponsors

Vendors

Tshirts:

• Ellison