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Organizing future Blazer Bashes-meeting at BB16

mrk5

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We made an announcement at the ORD BBQ this year that 2017 will be the last year Nicole and I can organize the event. Our 2 sons are getting old enough their extracurricular school activities are going to conflict with the event. This year was tough and we had to drive out in 2 vehicles a day apart to make things work.

We are looking for a volunteer(s) to take over the event organization. Ideally we'd like to have it figured out before the next event so we can get a good turnover done with the 2016 and 2017 events.

I still plan to help with graphics work as much as I can even after 2017, but here are some of the things that need done:

  1. Maintaining the non-profit corporate filings yearly with the state
  2. Reserving Old City Park several months in advance
  3. Creating PayPal buttons for purchasing registration
  4. Line up the event schedule for what trails on what days
  5. Line up the trail leaders for each trail
  6. Submit application for BLM Special Recreation Permit with minimum deposit
  7. Submit post event report with BLM along with final payment within 30 days of event end date.
  8. Submit application for SITLA Right of Entry Permit with minimum deposit 90 days before event
  9. Submit post event report with SITLA along with final payment within 30 days of event end date.
  10. Order event shirts
  11. Put together registration bags including:
    • shirts
    • event stickers
    • truck number for windshield
    • Jason Payne Memorial Trophy ballots
    • Donors' marking materials
    • other goodies
    • get the bags themselves
  12. Solicit for door prize donations which also requires a few follow up contacts to make sure products arrive in time.
  13. Transport door prizes to the event.
  14. Secure and pay for liability insurance each year 90 days before the event, also get additionally insured documents for BLM & SITLA
  15. Maintain binder for Jason Payne Memorial Trophy as well as making sure the traveling trophy makes it back to the next year's event. Acquire trophy for the winners to keep.
  16. Trail handouts for each trail
  17. At the ORD BBQ
    • Check-in participants
    • Organize raffle prizes
    • Sell extra raffle tickets
    • Sell extra shirts
    • Hang sponsor/donor banners
    • MC the trophy presentation the raffle drawing
    • Help clean up
  18. Maintain event budget for payment of city park fee & security deposit, BLM & SITLA permit fees, insurance premium, apparel costs, and other incidentals
  19. Maintain Facebook page
  20. Moderate BB forum on CK5.com
I realize there is some of that stuff that doesn't NEED to be done, but it's nice to have. We're not looking to have someone come in and do everything exactly like we have been. I think it's good to infuse some new ideas into the event.

If anyone is interested, shoot me a PM and we can chat. Or post up here. I would like to get some conversation flowing on this so we can make sure the event doesn't drop off.
 
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mrk5

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It could be on the table but it would have to be a May/June thing and it would depend on what the BLM has available.
 

Blazooki

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A date change to May/June would make it much easier for me to be more involved.

what state is the non-profit corporation filed in?
 

mrk5

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Scott I hope this opens some eyes to how much time/energy you put into this event...Thanks!!
Thank you. I hope not so much as to scare people off from volunteering. :doah: We've got the framework laid out so it's just a matter of "filling in the blanks" on a lot of it.

The hard part is like this year when our insurance agent in Moab passed away at the same time we normally get the insurance lined up. We spent a month finding a new agent because this is an unusual policy type.
A date change to May/June would make it much easier for me to be more involved.

what state is the non-profit corporation filed in?
We file in CO. It is a 501-3d if I remember correctly. It's the designation for clubs. It's definitely worth keeping the corporation because our lack of claims has our insurance premium at the minimum.
 

Truckman4life

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I'm new to this and missed Blazer Bash this year but I may be able to help in the future since I live here in Moab if that helps.
 

mrk5

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I appreciate all the offers of help but to be clear we're looking for a person(s) to take on the overall organizational responsibility. They will certainly need help just like we've been fortunate to have.
 

Metrodps

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This is where I step up and say form a group with a director and staff. I am only able to do this to help.
"Solicit for door prize donations which also requires a few follow up contacts to make sure products arrive in time."
I have skills and experience in this area. I can also do internet related work and contacts.

I owe so much to so many and this is one way I can give back. I can not guarantee how long I can do it but I am hoping at least two more years to be around. I have knowledge on shirt ordering and that could help too.
 

mrk5

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I think that's a fine idea, just need to find someone to fill the "director" role.
 

muddysub

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i say we put together a blazer bash staff.

Scott, if you had a spreadsheet listing everything that needs to be done, when they need to be done and contacts for everything organized into a book it would help a lot. Sort of a blazer bash owner's manual.
 

mrk5

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Yeah that's not a problem. Ultimately needs done regardless of who or how it's organized.
 

mrk5

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There are a few things with dates set in stone and others not. But dates could be assigned for the sake of getting things done timely.

Then there can be unexpected things come up like this year or insurance agent died right when we'd normally be getting our policy so we had an ordeal of finding a new agent that knew about the type of insurance we need.
 

Russell

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I can help maintain the facebook page and moderate the forum. That's about all I'd be able to do from my distance.
 

TDAWG1

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Yeah Scott I'd volunteer to take this whole thing over for you. But I know I'm not the man for the job. I don't have a tenth of the organization you and your wifey have. (is it weird that i think i could be president of the United States of America though)
It is a true inspiration what you two have done.
 

Jason4x4

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Yeah Scott I'd volunteer to take this whole thing over for you. But I know I'm not the man for the job. I don't have a tenth of the organization you and your wifey have. (is it weird that i think i could be president of the United States of America though)
It is a true inspiration what you two have done.
you can do it, you always shush everyone at the bbq anyway.
 
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