Guidelines for 928OC Event Support

Some questions and comments on the Guidelines document.

What does "expects to be able to support the event " mean in paragraph 2? Does it mean that:
1. The OC expects to have sufficient funds in its treasury to support the event.
2. The OC expects to have the opportunity to support the event.
3. The OC expects to have the organizational ability to support the event.
4. Something else?

Am I correct that the OC no longer provides general financial support to the OCIC but just support for the purchase of OC branded memorabilia?

The Guidelines in paragraph 3 seem to indicate that any member that organizes a Meet or Event notify the OC and fill out a form, whether or not they want financial support from the OC. If I happen to be a member and also want to organize a meet of 928 owners at a cars and coffee (at no cost to anyone), does the OC expect me to send in a form? I don't think that was the intent, but that is the way it seems to read.

One of the Guidelines recommends automatically embedding a years' membership into the OCIC fee. That seems strange in that it makes the event more costly (and therefore less attractive) for existing members. Given that most of the attendees will be existing members it can seem like a thinly disguised way for the OC to extend the membership of existing members rather than a way to encourage new members. Better to have two entry fees, one for members and one for non-members with the one for non-members being higher by the cost of membership plus, say, $10.00.

Document Scope:

Paragraph 3 also states that "This document provides guidelines for requesting support from the 928 Owners Club Board."

There's a portion of the Guidelines that provide criteria for the OCIC, however. Are these a condition for financial support or for the OCIC event itself? If it's only for financial support as the document emphasizes, then if an event organizer decides to call their event the 'OCIC' but does not request support do the criteria still apply? (Since they are not making a financial request there's nothing to approve.)

I think the intent was for the criteria to apply to any OCIC, but nowhere in the document is there a statement that the use of the words '928 Owners Club' or 'Owners Club' or 'Owners Club International Convention' in the context of Porsche 928s are reserved for the Owners Club itself and assignable to events at the discretion of the Club. If that were stated then the criteria and some of the Guidelines could be made requirements for the use of the name.

The Guidelines state that the "Organizer(s) are responsible for all financial aspects of the events. The total responsibility of 928 OC will be the contribution toward event memorabilia approved by the Board at the time of event approval". Again, does the OC approve the memorabilia support request or the event itself? I think the document needs to be clear about what the guidelines, criteria, and approval process describe and address. Is it just the memorabilia contribution, is it the event that uses the OC or OCIC name, or both? Or is it really a request to use the OC name which, once approved, provides some requirements, some guidelines, and a budget for memorabilia?

Bill has asked similar questions we have also.

The admin of collecting the incremental $28 per primary attendee is offset by possible support of memorabilia which from 2 of last years events I attended were tshirts that had the 928OC insignia applied.

Hi Bill, I'll try to take some of this...my replies will start with ** in the body below: (It should be noted these are only my replies and not word from the Board)


Some questions and comments on the Guidelines document.

What does "expects to be able to support the event " mean in paragraph 2? Does it mean that:
1. The OC expects to have sufficient funds in its treasury to support the event.
2. The OC expects to have the opportunity to support the event.
3. The OC expects to have the organizational ability to support the event.
4. Something else?

**Probably all of those. The document in this conversation is part of the support, as well as access to organizers with experience and the help of the Board and Members.

Am I correct that the OC no longer provides general financial support to the OCIC but just support for the purchase of OC branded memorabilia?

**These guidelines offer support in the form of an approved amount towards OC branded memorabilia. This is not to say the Board would not entertain the support in other ways as in sponsorship of a reception or help with a meal for example. There are many considerations obviously and are often quite different for each event.

The Guidelines in paragraph 3 seem to indicate that any member that organizes a Meet or Event notify the OC and fill out a form, whether or not they want financial support from the OC. If I happen to be a member and also want to organize a meet of 928 owners at a cars and coffee (at no cost to anyone), does the OC expect me to send in a form? I don't think that was the intent, but that is the way it seems to read.

**Nope, we don't want it to appear that way. This isn't Russia is it? We just sometimes don't edit everything perfectly. Thanks for pointing this out but we want to support any 928 event if the organizers wish some help but in no way are we expecting a form on any and every event.

One of the Guidelines recommends automatically embedding a years' membership into the OCIC fee. That seems strange in that it makes the event more costly (and therefore less attractive) for existing members. Given that most of the attendees will be existing members it can seem like a thinly disguised way for the OC to extend the membership of existing members rather than a way to encourage new members. Better to have two entry fees, one for members and one for non-members with the one for non-members being higher by the cost of membership plus, say, $10.00.

**Yes there was some discussion about this. It started as a way to increase the membership by embedding the cost of that for one year. In subsequent years if the attendee was a member then he was extended for a year. It is not disguised thinly or otherwise but is a logical way for the Club to encourage membership. Any complaints of tracking the fees and collecting are without merit. Having done this myself several times now all you have to do is print out an attendee sheet, identify the members and include $28 per member to the Club. It might take 20 minutes if you don't keep good records but as an organizer I submit you should keep good records!

Document Scope:

Paragraph 3 also states that "This document provides guidelines for requesting support from the 928 Owners Club Board."

There's a portion of the Guidelines that provide criteria for the OCIC, however. Are these a condition for financial support or for the OCIC event itself? If it's only for financial support as the document emphasizes, then if an event organizer decides to call their event the 'OCIC' but does not request support do the criteria still apply? (Since they are not making a financial request there's nothing to approve.)

I think the intent was for the criteria to apply to any OCIC, but nowhere in the document is there a statement that the use of the words '928 Owners Club' or 'Owners Club' or 'Owners Club International Convention' in the context of Porsche 928s are reserved for the Owners Club itself and assignable to events at the discretion of the Club. If that were stated then the criteria and some of the Guidelines could be made requirements for the use of the name.

**OK this is a good point and since there has been considerable effort by the Club and past organizers to adhere to a high set of standards with especially the OCIC, the Club could in subsequent conversations elect to make the use of certain names meet certain requirements. Thanks, we didn't expand the scope in this guideline piece. Are you available for consultation for future pieces? This Board doesn't profess to be lawyers but are trying to get down something to help the Members.

The Guidelines state that the "Organizer(s) are responsible for all financial aspects of the events. The total responsibility of 928 OC will be the contribution toward event memorabilia approved by the Board at the time of event approval". Again, does the OC approve the memorabilia support request or the event itself? I think the document needs to be clear about what the guidelines, criteria, and approval process describe and address. Is it just the memorabilia contribution, is it the event that uses the OC or OCIC name, or both? Or is it really a request to use the OC name which, once approved, provides some requirements, some guidelines, and a budget for memorabilia?

**Yep, there are expectations for the OCIC in particular about using that name and how to approach certain tasks. Perhaps we can revisit this and make this more clear. Please if you have suggestions for revisions I'm sure the Board would be all ears! Thanks a million! All good points. Marc White

__________________
Bill Van Vlack
Seattle, Washington
'89 S4 Dunkelblau/Linen

Mark,
I'm not a lawyer either, but my engineer's brain works in its own strange fashion.

I've made some changes to the document based on the discussion above - mostly re-arranging but also identifying and separating policy from guidelines. I sent you a PM requesting your email address because PMs don't allow file attachments; once I get that I'll send you my changes. Happy to post them here as well but I'd appreciate another set of eyes to correct any glaring issues before doing so.

In a somewhat different tangent... my personal opinion is that the OCIC should step up and produce the OCIC (and hold the annual meeting then and there as well), in partnership with a Regional group. I really think that if the Club and a Region pulls off an OCIC, the Club and the Region will end up being much stronger and cohesive. It also removes private handling of OC funds. Insurance is a non-issue; a few hundred dollars a year.

Either way, we have the makings of an OCIC Committee from the members that have already produced an event. They could provide guidance and experience to an organizer or Region, and demonstrate OC support. They could also review the applications and recommend to the Board. Nothing like volunteering someone else, right?

hb4;15161 wrote: In a somewhat different tangent... my personal opinion is that the OCIC should step up and produce the OCIC (and hold the annual meeting then and there as well), in partnership with a Regional group. I really think that if the Club and a Region pulls off an OCIC, the Club and the Region will end up being much stronger and cohesive. It also removes private handling of OC funds. Insurance is a non-issue; a few hundred dollars a year.

Not a lawyer either, another engineer

Not sure how the above works in international locations where the 928 population is spread very far and very thin.

The OCIC event last year held in Witchita, Kansas (central USA) had strong support from the local folks (Mark Lives there IIRC) as well the substantial Texas group (Roger and Jim organised the event).

Hi Malcom

malcolm;15164 wrote: Not a lawyer either, another engineer

Sorry to hear that .....

Not sure how the above works in international locations where the 928 population is spread very far and very thin.

If you were the Regional organizer, probably very well.