Guidelines for 928OC Event Support

Roger,
I don't think the OC is a 'sponsor' of the event in the sense that a vendor is a sponsor. Rather, they are entering into a contract where the producer offers to provide the OC with an International Convention where the mission of the OC is furthered and the OC agrees to lend its name and limited funding to that purpose.

Gary makes the point that the OC has a fiduciary responsibility to its members for the funds it expends. I think that's valid for those funds, but not for the financials of the entire event. I think that's true unless or until the OC itself produces the event; at that point the members should expect a full accounting of the entire event.

As a member, I would like to be shown how the funds that the Club provides is used to further the mission of the Club.

For example, " 'X' dollars will be spent on supporting the use and maintenance of the 928 by funding a demonstration and documentation of the installation of a supercharger, and 'Y' dollars will spent to foster camaraderie by setting up a webinar during the event for the non-attending 928 community". If that is the basis for the funding, then the accounting is really the proof that the activities proposed actually happened rather than which dollars went where.

Bill,

OK I see what you're thinking now. However, I think that having four different fee levels for an event makes things too complicated. Having a single fee is a better way to go, in my opinion.


Gary,

Since 928-related gatherings are not designed to make a profit, they generally come close to breaking even, or, if the organizer does not plan correctly there can be significant losses. So, a successful event (financially) is one that comes close to breaking even, and there are no "huge profits" to be made. It's been my experience that by taking the time to develop a realistic budget spreadsheet up front, the organizer has a much better chance of minimizing losses.


Roger,

Obviously the main difference between your $200 sponsorship of Frenzy and the OC's potential $2000 sponsorship of OCIC is one of magnitude. Also, Frenzy tells you up front what you get for your sponsorship dollars: web presence, display table at event, honorable mention and business logo on event shirt. It seems proper that the OC should have some type of accounting for how the member funds are being expended.

This is the first year in quite a while for the 928 Frenzy to be a sanctioned PCA event. When I approached the local PCA board I was told that I had to provide a detailed budget in order for the event to be approved. They wanted to see that the event was designed to break even plus have a couple hundred dollars of buffer. I thought that was a reasonable request, and I was happy to comply. Perhaps using a similar approach for the OCIC would work well. What do you think?

Greg, I think the PCA is just a wee bit bigger than the OC and comes with all the red tape associated with an organization of its size. I don't know that we want to emulate them.

I still don't see why the OC wants, needs, or thinks it's owed a full monetary accounting. I would think the OC would mainly be interested in:

• how many people attended the event
• how many were OC members
• how many new members were signed up

This would let the OC know if the club's money was used effectively.

As it currently stands, I must ask - Why the need for full accounting? What will the OC do if the organizers make a bunch of money - ask for their money back??? Conversely, if the organizers lose their shirts on the event, which has happened before, will the OC be right there to step in and make them whole? I think NOT! So what's the point???

Look, you know nobody is getting rich off these things. As such, the whole OC required full accounting just reeks of bureaucracy. Part of the beauty of small organizations is the LACK of rules and regs. I think this may be what's setting Roger off. He's willing to bust his ass and bear significant financial risk to put on an OCIC, just to have someone whose only involvement is a mailing a check (and furthermore benefits from new members signed up at the event) who is demanding a full accounting of funds. I'd be resentful, too.

Bottom line - Let the people who volunteer to organize these events, and bear the financial risk, do their thing. If you don't trust them to be good stewards of the OC's financial support, then don't give them any money to begin with.

Just my .928 cents. Thanks

very well said Jarrod, exactly our view as we finalise for our event next year.

I would add, I loan money for a living - often times into the millions of dollars and with a darn good track record of being repaid. Key word: loan. Of course I require financials, I want to make sure the person or entity I'm lending to has the capacity to pay me back. This is not the case here - the club is not expecting to be repaid, it's simply providing a sponsorship.

Maybe it's a matter of perspective, too. I have a hard time getting all wound-up and thinking we need to run volunteer organizers through the ringer over $2,800. Gets back to the trust issue I mentioned in my last post. I realize the club is relatively small and has limited funds, but still...

Jarrod,

When $2800 is roughly 25% of what you will bring in over an entire year, then I think a bit of accounting is not to much to ask for... Now, "full disclosure", well perhaps we can look in to that and alter it. It is a matter of showing members who have given their money to the club just what their money is being spent on. Dinner for guys who did attend an OCIC or shirts for the OCIC...whatever it is I think the members ought to be informed and the only way that can happen is if the organizer of the event chooses to inform the club of the expenditure.

As for embedded costs like a required $28 membership fee. I suspect most clubs only let members participate fully in their signature event. An OCIC would be the signature event of the 928 Owners Club. Is it not reasonable to request that attendees be members??? A PCA Parade will allow you to walk around the parking lot to look at the cars, but to be an "event participant" or to enter the Concours or the banquets you will be REQUIRED to be a member (or the assigned affiliate member...ie the spouse/family member) of the club to participate. I personally think that is a good idea and shouldn't require any serious effort on the part of the organizer.

People sign up, then they pay...each family will have ONE $28 fee that will be sent to the OC and they will either then have an existing membership extended by a year or they will be a new member with a one year membership. The membership chairman will have the list of attendees and he will check the records to see what gift that person should receive. A renewal gift or a new members packet. He will then send that out. The only thing the organizer will need to do is provide a list and a check...

This is all still evolving. And that will continue as it does with all organizations. We just want (as a board) to continue working towards being a financially viable club that can help its members with the Tool Loaner Program, Roadside Assistance Program and other programs that cost money and need volunteers.