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Thread: So you want to put on a Se7ens Gathering. Here are some pointers

  1. #1
    Join Date
    Jan 2007
    Location
    Shawnee, Ks
    Posts
    958

    Default So you want to put on a Se7ens Gathering. Here are some pointers

    Here are some pointers for organizing a “Gathering”. Feel free to add more suggestions. Russ:

    Most of the cars burn Premium non-ethanol gas. So be sure to know where the gas stations are that carry it are. Also gas stops can be a good opportunity for the locals to see our cars.
    Gas tanks on our cars are not very large and the cars vary in their MPG so plan on gas and rest stops every 100-150 miles MAX!!

    Breakdowns are common so have the phone number of a tow service that has “flat –tow” trucks

    On the subject of breakdowns, be sure to allow extra time in your schedule to allow for these. Don’t have your schedule so tight that you can’t make a reservation if someone breaks down.

    Don’t leave too early in the morning. Some of the drivers are old, retired, and not “Morning People”. 9-10:00am are good start times.

    Try to have most of the drives end about 4:00pm. This will allow time to get back to the hotel to clean up before dinner.

    Have emergency routes on your maps just in case someone has to leave the group and find a quick way back to the hotel.

    Know how to get to the closest hospital from anywhere along the route
    .
    Remember some cars are not as fast as the others or the driver does not like to drive fast. You are only as fast as your slowest driver. So plan on stopping and waiting for the string to catch-up. It is best to keep the slower drivers toward the front of the pack. That keeps the fast drivers from pushing the lead car too much. Don’t turn off the road that you are driving on until everyone catches up. Have a set vehicle be the” tail end Charlie”. It is always best to have it be a brightly colored one so it is easier to spot.

    If it takes you 2 hours to do a specific part of your route while you are scouting, figure it will take at least 2 ¾ hours for the actual event. Traveling with a group takes a lot longer.

    Everyone should have everyone’s cell phone number. This is good just in case someone gets lost. Two way radios never seem to work and sometimes even cell coverage is questionable. I always have my phone around my neck so when I get a call I can feel it vibrate. You can’t hear the phone ring in one of our cars at speed.

    Have some free time for people to do what they want to do
    .
    Try to have several picturesque spots picked out to have a group photo.

    Some people can’t afford expensive hotels so know where to find cheaper ones or where to camp nearby.

    Plan on visiting a few local points of interest but try to not spend a lot of time there. Everyone came there to drive.

    Always warn local restaurants several days ahead of us arriving so they can have extra staff on hand to handle the crowd. It is always a good idea to call them the day that we are going to be there to give them a more accurate count and to remind them we are coming that day.

    Long boring trips on a high speed, straight freeway, should be avoided if possible.

    It is nice if everyone has a route sheet with them for that day’s drive. It allows them to know where they are on the route. Also a good state map should be given to each driver. Chamber of Commerce is a good place to find maps and things to do and see. Most CoC’s will put together packets for your group if you give them enough time ahead of the event.

    I guarantee it will rain on at least one of your drives. So live with it!!!!! Most of the guys do not like driving in the rain. Think about modifying the route.

    An evening that we can “sit around the campfire” to BS and tell stories, drink, relax, and pass out awards and prizes is always a nice touch.

    Tell everyone when driving in a convoy to have their lights on. It makes them easier to see the string of cars. Remind everyone to turn them off at stops.

    When driving through cities with stop signs and traffic lights it is very easy to lose people. So try to avoid them if possible or have a rallying point on the leaving side of the town.

    Be welcoming of all types of cars to join the drives. Don’t PooPoo non-Se7en cars.

    Wineries and distilleries are always a good idea.

    Name tags for each participant are nice but the peel off kind NEVER stay on and are a waste of money.

    Participation awards are nice but they are expensive. So if you are doing that be sure you can afford them.

    Be sure to plan ahead. People are coming from all over the country for your event. Be organized but flexible.

  2. #2
    Join Date
    Aug 2006
    Location
    Pasadena, CA
    Posts
    1,614

    Default

    Good recommendations!

    From the trips that I planned a few more:

    - Try to find old style budget motels where you can park the car in front of the room (I know, not always possible). This gives a much better feel for the car's safety than a big box business hotel where you park the car in a dark remote corner. A side benefit is the option of gathering at night around the cars with a beer and chat.

    - If you have a larger group (let's say >10), be prepared it will break up into several subgroups to accommodate different speed, starting time or whatever. But that is just fine. You will meet them during the day occasionally.

    - A downloadable GPS route is useful for many people.

    - At least somebody in the group should carry general spares like connectors, hose clamps, fuses, and an extensive set of key tools. I always do but was surprised that some people travel even without a screwdriver.

    - As organizer feel responsible for the group. If somebody is missing don't rely on catching up, go back and check.

  3. #3
    Join Date
    Oct 2006
    Location
    South Lyon Michigan
    Posts
    203

    Default Trips organization

    Russ
    Here a couple more suggestions.
    Plan for gas stops every two hours. A few cars only have 5 gal tanks. Plus time to stretch your legs a little.
    Trip tickets:, with the following, plus copies for each car.
    LH or RH turns and road names [possible cross roads] I like to even color code the lettering for L or R turn. ID the direction of the turn such as N for north or NW for a NW turn.
    SOS phone number at the top of the ticket, or right on the name tag.
    The trip ticket needs to be small and narrow so it can be clipped or taped on the dash or console.
    Hi-lite warnings on trip ticket, such as Rough RR crossing, pot hole, or a turn that is easy to miss.
    The last car in the convoy should carry a flag that sticks up several feet, so you can be sure everyone is still with you and that car has a phone that works in the boonies.

    Dave W

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