Love The Open Road?... How about a CCCA CARavan?

Have you ever thought about planning your own CARavan? Your favorite roads, activities, resturaunts, boutique Hotels?  

 

TABLE OF CONTENTS

Introduction

Rules & Policies: By-Laws
Legal Responsibilities Policies

Safety Standards & Rules Authenticity
Handbook
Approval

Other Rules

Organizational Models: Coordinator
On-Tour Requirements

Planning: Sample Timeline

Financial Planning:
Cancellations, Drop-outs & Refunds Part-time Caravanners
Financial Officer

Route Planning: Dry Run
Route
Route Detailing Lead Car

Chapter Three

Chapter Four Chapter Five

Chapter Six

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Chapter Seven Chapter Eight

Hotels

Meals & Activities: Sightseeing Visits
Meals
Cocktail Parties Orientation Meeting Ticket Handling
Itinerary & Time Schedule

Publication:
Letters to CARavanners Publicity & Advertising Tour Book
Video

Requirements:
Security
Trouble Truck
Awards
CCCA Banner
National Trophies
License Plates
Registration Desk
Tour Packet
Name Badge
Orientation Meeting Checklist Final Banquet Checklist

Sample Excel Spreadsheets See Next Page

Chapter Nine

Chapter Ten

Appendix Preamble

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--PREAMBLE --

CARavanning is a very important tradition in our Club. We have been doing it since 1953. It is becoming increasingly popular with the membership. Touring provides us with the opportunity to enjoy a nice vacation while driving our beloved Classics. Quite frankly, it gives us the chance to ‘strut’ a bit and answer all those questions we have had at car shows. “Does it run?” “Do you ever drive it?”, and “Can you go anywhere in it?”

The purpose of this booklet is to provide a set of guidelines for hosting a CARavan. Our membership expends a great deal of time, effort and money to attend CARavans and in return they expect certain standards to be met. National has the responsibility to provide a framework and it is up to the sponsoring region to fill in the blanks.

“What’s in it for my Region?” you may ask . . . a variety of responses come to mind. Foremost is the simple fact that a CARavan provides an opportunity to ‘show off’ your corner of the world. There are also definite benefits to your Region. Aside from the financial ones, a CARavan invariably strengthens the Region by providing your membership a common goal in which to participate.

We, at National, hope this will answer some of your questions relative to the nuts and bolts of running a CARavan. We invite your inquiries and hope this will excite you about the prospect of hosting a future CARavan.

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--CHAPTER ONE--

INTRODUCTION

The purpose of this Handbook is to encourage and promote Regional interest in planning and staging Classic Car Club of America National CARavans. Annual CARavans have been a cornerstone of Club activities since the formation of the CCCA. The first CARavan, traveling from Harrisburg, Pennsylvania to Detroit, Michigan in August 1953, set the pattern for future Club tours. For many years, CARavans were traditionally held in August of each year.

The Classic Car Club of America has membership of over 3500 worldwide, with most of those spanning the continental United States and Canada. Additionally, touring has become increasingly popular with our members. Therefore, it became apparent that a single annual August CARavan could no longer meet the needs of the Club.

In response, several years ago the National CARavan Committee began to offer multiple CARavans each year at times that would not conflict with one another or with other regularly scheduled National activities. Members could then join in the excitement and good fellowship so abundant on CARavans, and more importantly, they could, at the same time, enjoy their Classics doing what they were originally intended to do-- convey passengers from one place to another in luxury, comfort and style. A CARavan is, after all, the ultimate test of preservation, one of the stated purposes of our Club.

Numerous surveys and questionnaires have made it very clear that a vast majority of CARavanners favor these multiple

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CARavans. They indicated, however, that these CARavans must take place in different locales and not follow too closely one upon the other. Members made no preference as to season, except to avoid areas of the country during their seasons of temperature extremes. Other than that, our membership eagerly supports Spring, Summer, Autumn and even mid-Winter (as illustrated by the success of the Florida CARavans) tours. Therefore, we, on the National CARavan Committee, believe that multiple CARavans can successfully attract the desired number of cars without draining attendance from one another.

CCCA CARavans are quite different from those of other car clubs by design. Over the years and under the guidance of a great number of talented people, CARavans have developed a personality not unlike that of our cars-- a Classic quality, if you will. We tour in fine cars, stay at top-notch hotels, enjoy above- average meals and expect excellent service. A CARavan is also distinctive in that it is not merely a series of day trips. We actually travel toward a destination in the style of the period when our cars were new. For example, in keeping with some of the fine hotels at which we stay, we sometimes dress for dinner. Does this mean that CARavans are stuffy and formal? Of course not! We simply try for a balance between comfortable, casual and an occasional elegant affair.

In the chapters that follow, you will find all the steps necessary for a Region to host a successful CARavan. Just like any worthwhile undertaking, you will notice it requires effort. However, that effort will be rewarded by a stronger, more cohesive Region. At first glance, this looks like an overwhelming process, but like most tasks, it becomes easier when broken down into component parts. We recommend a large local CARavan Committee. You’ll have more fun, less work and a better tour if you involve more people in the planning stages.

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This Handbook is part of a complete package, which includes a sample tour book, forms, letters, budgets, sources of special supplies and other elements, which have been found through past experience to insure a smoothly running CARavan.

Once your Region decides to hold a CARavan, the complete package will be available to you. At that time, we, the National CARavan Committee, cannot stress too strongly that you study and follow this Handbook. Trust us on this one! It will answer your questions and greatly reduce your workload. Just remember, both careful preparation and attention to detail are ESSENTIAL components of a successful CARavan.

We recommend that you first read this entire Handbook through, and then we suggest that you go back and study how specific tasks are accomplished. The following chapter deals with specific rules, policies and by-laws that pertain to CARavans. Other than this particular chapter, the contents of this Handbook should be treated as a set of guidelines, and not a list of unbreakable rules. Each and every CARavan is unique, which adds to the charm of CCCA tours. We, at National, provide the essential framework, but we leave it to you and your Region to provide the details that will enrich your own CARavan.

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--CHAPTER TWO--

RULES & POLICIES

This Handbook should be treated as a set of guidelines with the exception of this Chapter. These rules, unfortunately, are written in stone. Since most of them are in the CCCA Handbook and Members’ Roster, we will paraphrase where appropriate.

1) Policies:

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A.

CARavans can be hosted and run by the
National organization under the leadership of a designated Club member and Regions may host and run CARavans with another region or their own region alone. Under the case of a region sponsored CARavan, National will not cover any deficit arising from the event. Likewise, any profit earned by the region will not be shared with National.

CCCA National will establish and collect a CARavan Registration Fee for each Classic participating in a National CARavan. The Registration Fee, payable at the time of registration, is presently $300.00 per car of which 50% will be retained by National to cover the estimated expenses. The balance would be forwarded to the Region. The entire is non- refundable and is non-transferable to another registrant. It is intended that the Regional portion of the Registration Fee principally cover car- related costs including security, license plates, tour books, trouble truck, dry run expenses if any, as well as certain other pre-CARavan expenses (e.g. letters to registrants, postage, etc.). The National portion is used for office staff time to update registrant lists, verify

B.

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CCCA membership, CARavan insurance, CARavan awards, and 2 ads in the “Bulletin”. The Registration Fee is distinct from the Activities Fee applying to each person on the tour. The latter will be determined and collected by the sponsoring Region.

C. It is CCCA policy that all participants will be required to sign an Assumption of Risk and Hold Harmless Form available at the registration desk.

D. All members driving an automobile on a CARavan complete a CCCA Indemnification and Hold Harmless Agreement Release form at the beginning the CARavan. A member who declines to sign the liability waiver must provide his own emergency towing service.

E. In the event that a Luggage Truck is available, each participating attendee will be required to sign a liability waiver at registration.

2) CCCA National Safety Standards for CARavans:

  1. Drivers of Classics on National CARavans will be

    instructed to obey all traffic laws and regulations of the states included in the CARavan route.

  2. Owners/drivers of CARavan cars are solely responsible for the drivability and safety of their cars and passengers.

  3. Owners are responsible for having valid registration and licenses at the time of the CARavan.

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  1. CARavan cars must have liability and physical damage insurance provided by the owner/driver and in effect during the CARavan.

  2. All CARavan cars must carry Underwriter’s Laboratories approved fire extinguisher(s).

  3. All CARavans must provide a Trouble Truck to follow CARavan cars. Safety is the first priority of the Trouble Truck, and its duty is to assist in getting disabled cars off the highway/shoulder to the next CARavan stop. The second priority is to provide gas and the third priority is MINOR repair in route.

3) Authenticity of CARavan cars:
The basic rule is that any Classic that is eligible to be displayed at a Grand Classic may take part in a CARavan. It is the Club’s position that all of our cars be as close as possible to the appearance and function of our cars when new.
In the interest of safety, safety glass and an Underwriter’s Laboratories approved fire extinguisher are mandatory. We recommend turn signals, and seat belts. Additionally, modern wiper blades and sealed beam headlights are permitted. For drivability, electric fuel pumps and overdrive units are also permitted. However, cars with an engine of a different make or design are NOT permitted. For example, a Lincoln Continental with a V-8 engine is unacceptable.
The Club’s CARavans are designed to be driving events for Classic Automobiles. With this in mind, non-Classics are NOT permitted. Occasionally, a Classic will suffer a serious breakdown on the way to or during a CARavan. Under these circumstances only,

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may a driver follow at the tail-end of a CARavan in a modern car. However, this must not be a “collector” or “special interest” car. Modern cars are NEVER to be parked amongst the Classics, since many a fine photograph of Classics have been ruined by one modern car right in the middle.

4) Approval:
The National CARavan Committee would like
early notification from Regions considering a CARavan. This permits advance scheduling to avoid conflicts. It is not a commitment. For ‘approval’ of a National CARavan, the Region must submit the following:
• ProposedCARavanName
• Start&EndDates
• CARavanCoordinator’sName
• PlannedRoute
• TentativeItinerary
This approval step must be completed more than one year prior to the starting date.
The CARavan Coordinator and CARavan Financial Officer must set up a telephone conference with the National CARavan Chair to discuss the financial safeguards and processes including the set-up of an excel spreadsheet to monitor revenue and expenses, which needs to be one of the first duties of the Financial Officer. This will reduce the chance of surprises or financial shortfalls throughout the planning process.

5) Oversubscribed CARavan Procedures:
See current “Handbook and Members Roster”

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  • IfaRegionfeelsadifferentprocedureis necessary for their CARavan they may submit their proposal, and the reasons for the request to the National CARavan Committee at least 15 months prior to the CARavan. Approval of the National Board is required followed by publication of the procedure in the Bulletin both prior to, and in the same issue with the Application Form.

  • Postmarkeddateisthedate“printed”onthe application envelope by the post office, FedEx, etc. Ask the post office to hand stamp your application. The office cannot accept E-Mail applications. On faxed or hand delivered applications, it is the date received in our National office.

    6) Other Rules:
    For liability reasons, no driving activities are to
    be scheduled immediately following cocktail parties. After a dinner, however, a drive back to the hotel in Classics is permissible.

    7) Functions of National:

  • Handlealldetailsofthe$300percarnon-

    refundable Registration Fee including the printing

    of the Registration forms

  • DeterminethatcarisarecognizedClassic

  • V erify CCCA membership of driver; CCCA

    membership is not required for passengers.

  • V erify car insurance and State registration

  • Collectregistrationfunds--cash,check,orcredit

    card

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I.

  • AcknowledgereceiptofRegistrationFeetothe Event Coordinator

  • Assign entry number to the Event Coordinator

  • Periodicallyfurnishupdatedlistofregisteredcars,

    which includes driver, passengers, entry number, mailing and email addresses to the CARavan Chairperson; and copies of registration forms

  • Periodicallyforwards50%portionofRegistration Fee to the CARavan Financial Officer/Event Coordinator

  • Providestrophiesand2advertisementsin The Bulletin (Region provides the copy)

  • Furnishesblanketinsurancecoverageforthetour

    8) CCCA CARavan Policy – 1/7/00
    The following CCCA CARavan Policy is printed in the Handbook and Members Roster. Please refer to the Members Roster for updates to this policy.

    Classics

  1. The outward and under hood appearance of all CARavan

    Full Classics ® must be in keeping with the marque and year. Non-Classic era engine, wheels, etc., are not

    allowed. On any questionable item, such as wire wheels on 1940s American cars, reasonable documentation is required.

  2. High Speed gearing and overdrive units are acceptable, as are non-authentic items such as power steering, air conditioning, brake booster and other special equipment including handicap controls. Note: Non-authentic items that are acceptable on CARavans might result in authenticity deductions in a judged meet.

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C. New Coachwork (replica bodies, etc.) and Altered Cars must have been previously approved by the National Board.

  1. Attendance and fees for CARavans

    1. The CARavan Registrant must be a CCCA member. The

      basic National CARavan Registration fee includes a spouse, or one adult passenger and children under 21 riding with the registrant. Additional adult passengers may be subject to a Passenger Fee as established by the Region in addition to the customary Activity fee(s). If there are additional adult passenger(s), a registration fee of $50 per adult passenger will be made to National. (Exception, see B below.) A fee for an extra tour book for passengers may be added to activity fee sign-up sheet.

    2. An adult passenger opting to pay the full National CARavan Registration fee must be a member of the Club and shall receive all “goody bag” items and a license plate. He/she may bring one adult passenger (No Regional Passenger Fee).

    3. National Registration Fees are nonrefundable and nontransferable. Exception: If a CARavan is oversold, registrants on the standby list that cannot be accommodated on the CARavan will receive a refund. Registrants on the standby list may request a refund any time prior to acceptance. CARavans: full deposit returned.

  2. Distribution of License plates
    A. A numbered License plate will be given only if:

    • CARavanRegistrationfeeispaid; • MemberattendstheCARavan,
    • AClassicisontheCARavan.

    Exception 1. If a member departs home in (or ships) a prepared Classic that develops a mechanical problem, or

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received accidental damage affecting safety that is not repairable in time for the CARavan, the member shall receive the numbered plate originally assigned. Numbered License plates may be attached to the exterior of Classic Automobiles only.

  1. If the member is unable to bring a Classic but has paid the full CARavan Registration fee, said member shall receive a CARavan plate. No seniority credit for any number originally assigned in this instance.

  2. Plates without a number may be affixed to modern replacement vehicles and trouble truck(s) as an identifier.

IV. Assignment of CARavan License plate numbers

  1. Plate numbers will be assigned by CARavan Coordinator

    using the following formula:
    #0 will be sent to National Headquarters
    #1 will be assigned to the CARavan coordinator
    #2-10 will be available to the CARavan committee for assignment to its committee members (unused numbers revert to National). The CARavan Coordinator will assign these plates to the committee members. Exception: Caravanners requesting one of these numbers and having seniority of 10 or more CARavans with that specific number shall receive said number.

  2. There shall be no duplicated numbered plates.

  3. Members’ requests for specific numbers will be honored.

    When two or more members request the same number, the following priority sequence will prevail:

    • Hadthenumberthemosttimes • BeenonthemostCARavans
    • Lowestregistrationnumber

  4. Numbers assigned by National shall not be changed without permission from National.

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V .

Ombudsman
An Ombudsman will be the National CARavan Chairperson in consultation with CARavan Coordinator (or designated representative). The duties of Ombudsman are to arbitrate and make determinations relating to Club CARavan Policy and procedures, i.e., car compliance, modifications, license plates, etc. Ideally the Ombudsman will be an experienced CARavanner with moderator skills. If the Ombudsman cannot resolve the issue, the National CARavan Chairman shall be contacted for a final resolution.

General Information and Comments
The CARavan requires considerable work for the hosting Region and is for the benefit of Club members. Members are strongly encouraged to bring their own Classic whenever possible (or borrow a Classic) rather than planning to ride with someone else.

If a member’s Classic is rendered unusable due to the conditions listed in Exception 1. of III above, a modern vehicle may be substituted (this does not include collector cars, street rods, kit cars, etc.), and it should follow behind the group as should any member’s trailer and/or truck. Also, they should remain a discreet distance from the Classics whenever possible including while parked. There are additional Policy statements relating to CARavan Policy and New Coachwork and Altered Cars in the Handbook and Members Roster.

The sale of (or display of signs) offering cars, parts, merchandise or services for sale is not permitted.

VI.

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Any commercial activity, whether car related or other, is inappropriate during CARavan and cannot be permitted.

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--CHAPTER THREE--

ORGANIZATIONAL MODELS

Before the CARavan, a Coordinator must be selected. While this may seem obvious, the Region must discuss it. It is imperative that the Coordinator have good organizational skills, a clear understanding of the task at hand and the ability to work with people. While it is best for the Coordinator to be an experienced CARavanner, there have been cases where the Coordinator has had only limited experience and the result was outstanding. The key here is to identify someone who is willing to learn, be receptive to positive suggestions, understand the concepts of CARavanning, and works well with others. With so many talented people in our Club and in your Region, there is nothing that can’t be done when we put our minds to it. It is also an excellent idea to have clearly defined areas of responsibility between the Region’s Board of Managers and the CARavan Coordinator. Once a Coordinator has been selected, it is time to choose the CARavan’s second most important person--the Financial Officer. This essential position will be discussed in detail in Chapter 5.

Let’s look now at two organizational models: #1:

Coordinator Assistant Coordinator

Financial Trouble Route Tour Hotels Meals Activities Parking Registration Security Officer Truck Book

The advantage of this first model is the direct linear areas of responsibility. Each task has its own committee who reports directly to the Coordinator. Therefore, a single Committee is responsible for a particular task-- let’s say the meals-- for the entire CARavan. The disadvantage is that areas often overlap. For

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example, the committee representatives for hotels, meals, activities and parking may be dealing with the same hotel person, which can be a bit confusing for them.

#2:
Financial Trouble Tour Registration Route Day/Stop1 Day/Stop2 Day/Stop3 Etc.

Officer Truck Book

Hotel Meals

Activities Parking

Hotels Hotels Meals
Activities
Parking

Coordinator

The primary advantage of this model is the fact that a committee chairman only has to concern himself with the responsibility of one or two days of the CARavan. He is then able to relax and enjoy the rest of the tour. Additionally, a single person is dealing with each hotel. A side benefit of this organizational plan is that it is often easier to recruit volunteers for a shorter duration.

Either of these models or a combination of the two has worked well in the past and will work for you. The key is to have a definite formal plan and stick to it. Your Region’s members are more likely to respond favorably to a plea for help if they are given a clearly defined task.

Meals Activities Parking

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--CHAPTER FOUR--

PLANNING

While CARavans in the past have been planned in as little time as a year, this is definitely NOT the recommended method. A minimum of two (2) years is needed to plan a successful tour.

Why? Obviously, a well-run tour does not just happen.
Also, many of the better hotels are booked several years in advance for large groups (especially in resort areas during their ‘high’ season). Additionally, a part or all of the tour route can be used for Regional weekend tours, which provides an excellent opportunity to test your ability to write directions for the Tour Book. If your local members have trouble following your directions, you can bet that someone from halfway across the country will end up lost, frustrated and angry with you.

A recommended timeline follows. Please study it closely. This method works!

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Prior to Start Of CARavan:

2 Years:

CARAVAN PLANNING RECOMMENDED TIMELINE

Preliminary route planning Initial Hotel contacts CARavan Committee formed:

Coordinator chosen Responsibilities defined

All Hotel Reservations made
If the starting and ending points of the CARavan are greater than 100 miles, National CARavan Committee approval must be obtained.

Logo for CARavan designed
Create and test your accounting using an Excel spreadsheet
Final Route determined
(Regional tours can often become dry runs) Advertisement for ‘Bulletin’ prepared and submitted to National CARavan Chair and must include rough estimate of activity and hotel fees. This is to be published in the next 6 months.

If necessary, submit request for change of Oversubscribed CARavan procedures.

Hotel re-confirmed
Dry Run final route with detailing for Tour Book

Initial Mailing to CARavanners: Welcome

Brief outline of where we will be going & what we will be doing

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1 1/2 Years:

15 Months: 1 Year:
8 Months:

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7 Months:

6 Months:

5 1/2 Months:

5 Months:

3 Months:

6 Weeks:

Preliminary Budget Determine costs: Tour Book

Security
Bus Transportation Activities
Meal prices negotiated

Design Souvenir license plates

Request a partial payment on Activity Fee All Menus ordered
License plates ordered

Mailing of Newsy letter- “All preparations are being finalized. On _______, you will receive an activities bill and hotel information”.

All material gathered for next mailing
(hotel brochures, reservations forms, etc.)

Arrange for location to receive cars being shipped by commercial carrier

Bill for Activities Fee or final payment of Activity Fee List of Hotels with dates there and telephone numbers Hotel reservation forms & brochures
Provide attendees a list of participants as it might be helpful in setting up commercial transporters

Deadline for Activities Fee Tour Book ready for Printer

(except for specific activity times, CARavan participants & route details)

Mailing: Last chance for those not yet paid Information requests:

What car are you bringing? Names you want on nametags Any other information needed Re-confirm Hotels

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4 Weeks:

3 Weeks:

2 Weeks:

Choose final deadline to cancel without a forfeiture of fees. Make certain that that the refund policy has been clearly stated in ALL written correspondence.
Final Dry Run: Last minute route changes

Check all parking
Check all meal & activity sites Re-confirm hotels again

Print Tour Book
Final Mailing: Directions to Starting Hotel

Trailer parking information Transporter unload information

All registration packets (goody bags) completed Final PERSONAL check of all hotel & meal stops Check for unanticipated road closures on the route

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--CHAPTER FIVE--

FINANCIAL PLANNING

There is an old business axiom, “Nothing happens until something gets sold”. A similar situation exists in CARavanning-- nothing happens until money changes hands, and the event is not successful until all the bills are paid. When does this process start? It begins at least six months before the beginning of the tour when National accepts the Registration Fee of $300 per Classic. Remember, this fee is non-refundable and non-transferable.

50% is forwarded to the sponsoring Region. It is designed to help meet the following CARavan expenses:

License Plates, Mailings,
Tour Books,
Dry Run expenses, etc.

The Registration Fee, collected by National, is different than the Activities Fee, which is determined and collected from each participant by the sponsoring Region.

The true purpose of any CARavan is to be a fun filled experience for our members. A CARavan should not be looked upon by the sponsoring region, primarily as a fund raiser. Having said that, however, a properly budgeted CARavan should provide a profit for the region without overcharging participants. CARavans should be designed to be self-sufficient and prudent financial planning should provide for enough of a profit so that unforeseen circumstances will not result in a financial loss for the region. National will not share any of the profits nor will they help make up any deficits.

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The sources of profit come from careful negotiation (to be discussed in Chapter 7), realistically budgeted fixed costs, and not paying for meals that are not consumed (discussed in Chapter 8). As for fixed costs, let’s all review Accounting 101. . .

The fixed costs remain the same whether 20 cars or 120 cars show up for your tour. Even some seemingly variable costs such as license plates become fixed because they must be ordered long before you know how many participants you will finally attract. If you use 50 cars to compute the fixed cost portion of the Activities Fee, you should easily be able to cover all your fixed costs as well as to give yourself a cushion for unexpected expenses. The only time this will not hold true is when you are planning to have an extraordinarily small CARavan. Please study the sample budget at the end of this chapter for details and examples.

A TTRITION:

This is a term on the hotel or banquet contract, which guarantees a specific number of guests. Resort hotels may have a one-year deadlock on numbers of reserved rooms. For instance, if you see that the 75 rooms that you requested twelve months earlier are more likely to be 61 rooms actually needed, you may be required to pay for 75. It is for this reason that we strongly insist that you pass all contracts by an attorney. Contracts in excess of $5,000 must be reviewed by CCCA’s Executive Director and/or the CARavan Chairperson. Comments/approval by the Region’s attorney must be included.

It is never too early to begin to think who will fill the most important position on your CARavan Committee-- yes, even more important even than the Coordinator-- the Financial Officer/Treasurer. We cannot emphasize too strongly how important it is to find a qualified person. He/she will have to handle sums that will approach or exceed six figures. Therefore,

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considerably more than casual accounting and bookkeeping practices are a must. The CARavan financial officer/treasurer must be separate from any of the other committee chairs. And finally, it is essential that a separate CARavan checking account be established. Experience has shown us that, without exception, the co-mingling of CARavan and regular Regional funds is at best confusing and at worst, a disaster. An accounting to the Region and a turning over of CARavan funds to the Region must be in a timely manner, as soon as all bills for the CARavan are paid.

It is important to remember that all contracts for a CARavan where the possible liability to the Region or to National exceeds $5,000 must be approved by the Club attorney prior to being signed.

HANDY TIPS:

  • AskpreviousCARavanFinancialOfficerstosharetheir knowledge and experiences with you-- don’t try to re-invent the wheel.

  • Don’t assume anything-- check it out. You would be astounded how much costs can vary. Security, for example, can vary from $7 per hour to $25 or more depending upon city versus rural, armed versus unarmed, etc.

  • IfyourCARavanwillbeinthesummer,itisagoodideato offer children’s activities and prices.

  • RefundPolicy-
    Establish a clear and concise refund policy for your CARavan that has been articulated in written materials.

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The CARavan does not issue refunds until all bills are paid. If there is a deficit, then the Region can decide not to make a refund.

Late refund requests often occur close to the beginning of the CARavan. The CARavan is in contract with hotels, restaurants, and activities; often with guaranteed attendance. In the event that a cancellation should occur, it may not be possible to refund the participant based on the deadlines in each contract. Efforts should be made to invite those on the waiting list to fill those reservations and, perhaps, a partial refund could be granted.

SAMPLE BUDGET:

Since this is a sample budget for a fictitious CARavan, we will need to make certain assumptions. For example, we are assuming that our CARavan is now only 6 months away and we have, through careful negotiation, secured the best firm prices.

We will also assume:
1) 80 cars have signed up for the CARavan with

National
2) The drop-out could be up to 25%.

However, it may rise to 33% for a CARavan that takes place a great distance from the majority of the membership (the ‘91 Canadian CARavan is a good example).

3) Fixed costs are: Trouble Truck

Bank Charges Security Entertainment

$

750.00

100.00 3400.00 1800.00

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Dry Run Expenses License Plates Tour Book Telephone Charges Printing & Postage Misc.

Contingency

Total Fixed Costs:

$

750.00

550.00 1250.00 400.00 600.00 750.00

2000.00 12,350.00

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4) Variable Costs (per person) are: Meals (including tax & tip)

Breakfast--$ Lunch-- Dinner--

Name Tags Goody Bag Special Activities:

Boat Ride
Museum Admission Park Entry Fee
Ice Cream Social

Bus Transportation

Total Variable Cost $ (per person)

37.50

57.50 135.00

3.50 5.00

15.00 5.00 4.00 6.00 20.00

288.50

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With 80 cars signed up and a 25% drop-out rate, we can safely say that 60 cars will actually show up at the start.

So that is. . . 60 cars at 2 1/2 people per car = 150 people Total fixed costs = $12,350.00

Now, subtract the revenue you receive from National: (that’s $150 from the registration fee per car)

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$150 x 80 cars = - 12,000.00 Balance after activity fee subtracted $ 350.00

Then, divide fixed costs ($350) by number of people (150) to find out the fixed cost per person:

$350 divided by 150 = $ 2.34

Now add to that figure the variable cost per person + 2.34

Obviously, this or any method is only as good as the information you are working with. It is, therefore, ESSENTIAL to have firm figures in writing 6 months before the CARavan’s start date. The hotel and restaurant business tend to have a very high employee turnover rate, even among the management. Therefore, a firm contract and frequent follow-up is a MUST!

You should prepare yourself for dealing with two different people at each location during your negotiations. You may even find a completely new management team. A well written contract, reviewed by your lawyer, is imperative.

It is strongly recommended that an Excel spreadsheet is developed early in the process to track individual participant choices, amount paid, cost of sponsored events etc. This provides an immediate overview of your current financial situation.

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--CHAPTER SIX--

ROUTE PLANNING

Planning the route, like planning your own vacation, is often one of the most enjoyable parts of preparing a CARavan. Just as it is fun to show off your little part of the world to favorite friends or relatives, it is a pleasure to show Club members from across the country the special parts of your state or region. The best way to start is with a road map from your State’s Visitor’s Bureau complete with a list of highlights, or ‘must’ places to see. They will tell you what tourists want to see. So often we forget about what is located in our own back yard simply because it is so familiar to us. For example, many native New Yorkers have never been to the Statue of Liberty, or residents of our Nation’s Capital have never been on the White House tour. Yet, these are things a first-time visitor wants to see.

We are sure that once all the “must see” are listed, you will find a week is not enough time to visit them all! Keep in mind the following while planning the route:

Total CARavan distance-- 500 to 1,000 miles depending on the length of the CARavan.

  • AllCARavansshouldendwithin100milesorlessfrom the starting point. Exceptions to this policy must be approved by the National Committee 24 months prior to the start of the CARavan. Distance between starting and ending points must be published in all Ads for CARavans.

  • Don’tlookforthefastestorthemostdirectroute. Remember, we are driving for fun. This is not a race.

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  • Itisagoodideatohaveamultiplenightstayevery other night or so to avoid constant unpacking and repacking.

  • AfreedayinthemiddleoftheCARavanisanexcellent idea. This allows for mid-week car repairs, laundry and relaxing. However, CARavanners become restless with a drive-a-day, rest-a-day schedule.

  • Maximumdailymileageshouldbe250mileswiththe bulk of this in the mornings to avoid the heat of the day. Theoptimumdailymileageshouldbe150-175 miles.

  • Avoidcitiesasmuchaspossible.Smalltownswillgo out of their way to welcome us, but 70 or more Classics are considered a nuisance by city drivers trying to get somewhere.

  • Avoidfreewaysifpossible.Eighteen-wheelersand seventy-year-old roadsters do not mix well (although main highways are often the most efficient way to get around cities).

  • Considerhavingthefirstdayofyourtouraneasyday trip-- perhaps 50 miles out, a nice luncheon, and 50 miles back. This serves the purpose of allowing everyone to drive immediately while at the same time providing an opportunity for a shake-down for the Classics with mechanics and parts stores nearby if necessary.

  • Alwayskeeptheavailabilityofgasstationsand adequate rest rooms in mind. Note the availability of non-ethanol gas

  • Trytoanticipatebottlenecks.

Google maps is an excellent way to look at routes,

distance and timing. In the "satellite" mode, one can

even see buildings and greenery. However, it does NOT

replace driving the route.

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• Trytoplanaroutethatwillaccommodateearly Classics. When the route appears to be a forced march or a series of steep grades, mostly 40’s cars will show up. It is always more fun to tour with a wide variety of Classics, both in marque and year.

Once the route is determined, it is time to do the route detailing. Simply put, this is the list of instructions that appear in the Tour Book. This can ONLY be done by driving the route-- there can be no cheating here!! Check previous Tour Books for help with this extremely important part of planning. Writing the Tour Book will be discussed in detail in Chapter 9.

The final step in route planning is the dry run drive the entire route as though you were on the CARavan. This is best accomplished in a Classic that most closely represents the ones your guests from across the country will be driving. In the past, Regions have found that weekend Regional tours are often an excellent opportunity to carry out dry runs.

HANDY TIPS:

  • Run the route the first time in a modern car-- the odometer is more accurate.

  • The route must be run at least once in its’ entirety.

  • Take a hand-held tape recorder with you to record

    instructions and mileage that can be transcribed later.

  • After you have determined the route and written the final

    tour instructions, have someone who is unfamiliar with the

    route drive it. They will be invaluable critics.

  • A final dry run should be done a week prior to the CARavan

to check for sign changes, gas stations closures or (gulp) road construction.

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--CHAPTER SEVEN--

HOTELS

Hotel and route planning go hand in hand. It can sometimes be a challenge to find accommodations that can handle a group of our size (between 75 and 125 rooms) along the proposed route-- so start early. Three years ahead of the CARavan is not too soon for popular resorts in high season. In some cases, even more time is needed for choice properties.

The logical place to start is with the General Manager and Sales Manager. Always have at least two contact people, since hotels change employees more frequently than we change the oil on our Classics. It is very frustrating to contact a hotel to reconfirm only to discover the managers you have worked with have left the hotel and left no record of your reservation.

The initial contact should include discussion of the following topics:

  • Dates

  • Anticipatednumberofrooms.Bereadytosharpenyour

    pencil to receive a favorable room rate. It is often advantageous before you meet with the hotel people to have called the registration desk anonymously to ask for their best (perhaps ‘weekend’, ‘business’ or ‘special’-- i.e. AAA or AARP) rate. This gives you a good place to start your negotiation. Checking with Expedia or Travelocity can also provide information.

  • Complimentaryrooms(tobeusedforthetrouble truck driver, photographer or hospitality). The

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industry standard is one free room for every 50 paid rooms

  • Parking area for the exclusive use of Classics. If a parking garage is involved, be sure to check

    clearance.

  • Security--sometimesfreesecurityforourClassics

    can be negotiated (it never hurts to ask). If hotel security is to be used, get this into the contract. Upon departure, you may find a charge for security that you thought was free.

  • CarWasharea.Ifyouask,thehoteloftenprovides towels for our use (this is in their best interest since they don’t want us using their good towels for cleaning our cars).

  • Expeditedcheck-inandcheck-out.Thisismost important! Unfortunately, many hotels simply don’t believe that check-in could be a problem. Experience has taught us to compare 75-100 hot and tired CARavanners coming in at one time to a bus tour. Only then do they seem to understand the temporary rush their registration desk will undergo. Be sure to stress this point!

  • RoomforaCocktailParty

  • PossiblefreeHorsd’oeuvres

  • Luggagehandling

  • Askaboutanyspecialtiesthehotelmightoffer.For

    example, a western cook-out, a clambake, an ice

    cream social, etc.

  • Checkfor:specialeventsintownduringthetour,

    nearby gas stations, repair facilities,

    parts stores, shopping malls, etc. • Ifthisisthestarthotel,addtoyourlist:

    Trailer parking
    Registration desk area in lobby
    Orientation Meeting & Banquet Room (if it is the

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end hotel, you’ll need a room for the Final Banquet)
Ascertain, if there is a need for secure parking for commercial shippers dropping off early or departing after the CARavan.

Remember, dealing with hotels is like buying a used car— everything is negotiable. If you don’t ask for it and expect it, they will charge you for it. This may sound like a distasteful nickel- and-dime practice, but it is not. In the past, careful negotiation has saved a CARavan hundred and even thousands of dollars.

You can also plan on hotels and restaurants asking for a deposit. As the Club has been CARavanning since 1953, has always paid its bills, and can furnish references from such world class facilities as the Grand Hotel in Mackinac Island, and the Broadmoor in Colorado Springs, it has been our policy to attempt to negotiate deposit-free contracts. We recommend that you proceed in this manner. However, if you are unable to accomplish this and are of limited funds in your Region, two possibilities present themselves:

• Acreditcardswipe(eitherpersonaloroneobtainedstrictly for CARavan purposes) in the amount of the deposit, is given to be held in the contractor’s possession but not processed unless payment is not made by check or cash when final billing is presented.

We cannot emphasize too strongly the necessity of continually checking and re-checking hotels. In addition to management changes, we have had last minute ownership changes (a Sheraton magically becomes a Marriott), bankruptcies, and have even arrived with over 100 CARavanners at one hotel only to find that it had closed without warning that very morning. Deposit? We often think they should give us a deposit!

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CONTRACTS:

National CARavans: All negotiated contracts must be sent to the Executive Director at National Headquarters and approved and signed. The Regions must have their attorney review contracts and make comments before sending them to National.

Regional CARavans: If a Region is incorporated, all contracts must be signed with the Region’s name only, and a copy of the contract sent to National..

If a Region is not incorporated, the contract must be sent to the Executive Director at National Headquarters and approved and signed by the Club President or Vice President.

One final reminder. . . The CARavan makes the group reservation and sends out hotel forms or lists to each CARavanner. This usually takes place about 3-6 months prior to the start of the tour. It is then the responsibility of each registrant to make and pay for their own reservations. Hotel charges are not part of the Activities Fee.

HANDY TIPS:

  • Usually10%moreroomsareneededthantheanticipated number of cars.

  • Avoidhotelsintheheartofthecity.

  • IfyouplantostartorendtheCARavannearacity,checkfor hotels in a suburban business or industrial park. They cater to businesspeople and are usually empty on the weekends, thus very favorable rates can usually be negotiated for Friday and Saturday.

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  • Avoid night after night of one-night stays. CARavanners hate tore-packeveryday.

  • Whenbookinganexpensiveluxuryresort,makethestayfor more than one night. It’s hard to enjoy the amenities when you arrive in the late afternoon and have to leave early the next morning.

  • CARavanparticipantsshouldbeadvisedtoonlyutilizethe designated hotels included in the CARavan itinerary. CARavans often have contractual guarantees for a specific number of rooms in hotels and not meetings those numbers could be costly.

  • Therearenowanynumberofverynicemoderatelypriced hotel chains that are more than adequate for one-night stops- Fairfield Inn, Executive Suites, Suites by Carlson, La Quinta, Holiday Inn Express-- check them out also. No one would want to spend a two-week vacation there, but for one night, they’re clean, comfortable and convenient. Most even offer a complimentary continental breakfast at no charge.

  • Avoid splitting up the CARavan at stops. Sometimes, however this just isn’t possible, especially in more remote areas.

  • WhenengaginghotelsandothervenuesforyourCARavan, please consider our members who may have trouble with steps or long walks.

  • Researchareaforpossibleconflictslikegraduations,large festivals, parents weekends etc.

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If it is necessary for the success of your CARavan to include these venues, you MUST note on your registration sheet that there will be “lots of walking” or “stairs to climb.

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--CHAPTER EIGHT--

MEALS & ACTIVITIES

Meals are a most important part of CARavanning. Beyond the obvious need to eat is the opportunity for the good fellowship that comes with a well-served meal. Our members expect and deserve a variety of quality food. They demand it when they go out to dinner and we, as tour planners, should insist on it also. Does this mean the most expensive items? Of course not. Variety and quality are the keys. If you have beef one night, try chicken or fish the next.

Breakfast can be the most important meal of the day, but not for the reasons your Mother gave you. On driving days, a group breakfast is important from an organizational standpoint just to get everyone up and on the road. It doesn’t have to be fancy-- coffee, juice, Danish (avoid just coffee and sweet rolls) and cereal are often adequate, but not every day. Often, with a little negotiation, the hotel will include breakfast.

Given the current CARavanning style of less in-line and more on your own, a group lunch is less important than it once was. Often members enjoy seeking out the unique lunch stop. It is beneficial to make suggestions in the tour book-- “Mom’s”, famous for pies, or “Ed’s Place”, home of a great chili cheeseburger, etc. There are times, however, when a group lunch stop is desirable or even necessary; perhaps there are an inadequate number of restaurants in a remote location to serve our group. Now is the time for creativity. Church groups, volunteer fire departments or local service organizations are always looking for fund-raisers. They are often eager to prepare a delicious lunch at a modest cost and serve it to us in the town square. We get a great lunch and they raise money for their worthy cause-- everyone wins!

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Banquets night after night are a bore. Use your imagination. What is the hotel’s specialty? More importantly, what is the area famous for? A lobster feed in Maine, a smorgasbord in Minnesota, and a barbecue in Texas have all been great hits. Our members are always anxious to sample the local fare. Who knows, perhaps the local VFW is famous for their old-fashioned hamburgers & watermelon in the City Park or a ski area for their sunset supper atop a mountain. . . The key is to ask locally and be receptive to new ideas. While we may all enjoy fried chicken with mashed potatoes and peas, it loses its appeal after the third day.

It has been suggested to vary the dinner choices from buffet and plated dinners with one of a couple choices.

Be certain to inquire about dietary needs of participants and work with food vendors to make arrangements for them.

Cocktail parties have long been a CARavan tradition. Whether or not members partake of alcoholic beverages, virtually everyone appreciates the chance to unwind with friends and swap ‘war stories’ after a long day. This socialization and friendly conversation are one of the more important aspects of CARavanning. It is a chance to renew old friendships and make new ones. For many years, hosted cocktail parties were a part of every CARavan. Unfortunately, it seemed the same few generous members were always asked to provide the cash for these parties. As the result, ‘no-host’ cocktail parties have become commonplace. A good compromise may be hosted hors oeuvres with people buying their own beverages. Make sure your benefactor knows exactly what the cost will be-- no surprises here! At no time should hosted cocktail parties come out of CARavan funds.

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The CARavan may find itself in a locale with a large number of outstanding restaurants, which provides an excellent opportunity for a ‘dinner-on-your-own’ night. Even though we may not dine together every night, some sort of daily group activity should be planned. It doesn’t always have to be the standard cocktail party. Perhaps a local winery will provide a wine and cheese party, or a local microbrewery may be amenable to host a sampling of their special brew. Ice cream socials have also proven to be very popular. How about an old-fashioned watermelon feast?

Earlier we mentioned that the meals portion of the Activities Fee was an excellent opportunity to make money for your Region without overcharging participants. Now, let’s discuss how this is done:

It is rare indeed to have 100% attendance for any meal on a CARavan. The trick is to pay a hotel or restaurant for only the meals consumed. If 200 people are registered and have already paid for a particular meal, but only 190 actually show up, your region then retains the money for those 10 meals. Simply put-- don’t pay for restaurant meals not consumed. How, you ask, can I do this without running the risk of a food shortage? Perhaps it can be best explained by example. Let’s start with some assumptions:

  • YourCARavanhas200participants

  • Mealcost,includingtaxandtipforthishypotheticalmealis

    $30 per person

  • Therestauranthassaidtheycansetplacesforandserve10%

    over your guaranteed number of meals

  • Youdonotguarantee200meals(youalreadyknowthey

    will serve you 10% over your guarantee)-- instead you guarantee 182 meals. Their 10% overage assures you that everyone will have a meal, even if all 200 CARavanners show up for dinner

  • IssuetheCARavannerscolor/date-codedticketsintheirtour packet at registration. Have the restaurant (or you)

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collect a ticket for each of the 190 dinners actually

served
• Voila! You pay the restaurant only for those 190 meals

consumed. The $300 (10 x $30) for the extra 10 meals, which was collected as a part of the Activity Fee, is sitting in your Treasury. It’s a win-win situation. Everyone who wanted to be with the group has done so and your Region makes a little profit for all their hard work. Since you have at least one group activity and sometimes more per day on the week-long tour, the total at the end of the CARavan can amount to several thousand dollars for your Region.

For years our Club’s CARavans have been more than an opportunity to drive our beloved Classics and kick tires in the parking lot. For many members, they are a much-anticipated family vacation and an opportunity to learn about a different part of the country. For this reason, activities are a most important part of our tours.

Here, it is necessary to be open-minded and a bit creative. Try to think of what you would like to see and do if this were your first visit to your part of the country. Virtually all of us enjoy seeing car collections, but for the sake of the wives, don’t be limited to just that. Our membership has an extraordinary variety of interests, and the scope of knowledge in this Club is astounding. Ask your local tourist bureau what visitors want to see. You may be surprised to learn that something you have driven past on your way to work for twenty years is the most popular attraction in the state. You didn’t think of it because it is too familiar.
For example, how many San Franciscans have never been on the Alcatraz tour?

Often these activities are moderately priced, but occasionally, they can be expensive. If this is the case, you might want to make

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them optional, listing the cost as well as any physical requirements beside your suggestions in the Tour Book. Remember, not all of our members are up to that marvelous sky diving excursion you have planned!

HANDY TIPS/SUMMARY

• CoffeeStops,especiallyinthemorning,areimportant. Make sure there are adequate rest rooms available.

  • Remembertogetquotesformealsthatincludetaxand gratuity. These can add as much as 30% to the bill.

  • Buffetlines--Toavoidlonglines,havesomeonecalldiners up by table. Our members would much rather wait seated at their table until it’s time to get in line rather than wait in a mob scene that stretches halfway across the room. Also, have the restaurant form two lines and serve from both sides of the buffet table.

  • Whencontractingformeals,itisimperativetoaskthe provider what percentage of people they will be able to serve over your guaranteed number.

  • CocktailParties--Insistthatthehotelorrestaurantprovide an adequate number of bars and bartenders. Our members love social hour but hate to stand in line.

    • Activitiesthathaveprovenpopularinthepast--boatrides, steam train rides, auto factory tours, historic area tours, white water rafting, National Parks, ice cream factory tours, historic battlefields, antique shopping-- anything unusual that the specific locale has to offer.

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• NohostedcocktailpartyfromCARavanoriginatedfunds.

• Becertainthateachdayhassomekindofgroup-widesocial event.

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--CHAPTER NINE--

PUBLICATIONS

The Publications portion of planning your CARavan consists of three areas-- publicity, letters to CARavanners and the Tour Book.

Note: The word CARavan with the first 3 letters capitalized is the proper spelling. Please use this spelling in all communications with Club members.

Advertisements in the CCCA Bulletin

Obviously, no one will come to your CARavan if they are unaware of it. You will receive two (2) free registration ads, plus one free promotional write-up in the Club’s Bulletin. Additional ads may be purchased. These should appear approximately one year and then six months prior to the start of your CARavan. The ads need to be prepared and sent to the Editor at least 2 months prior to the publication date (14 months before the start of the CARavan). As with any ad, yours needs to be exciting, informative and to-the-point. It is a teaser. More verbiage is not necessarily better. For guidelines, look through old Bulletins to see what other Regions have done for previous CARavans. Distance between starting and ending points must be published in all CARavan ads.
Approximate Activities Fee, and an average per night hotel rate MUST appear in your ad. The National CARavan Chair must approve your ad before it is submitted to the “Bulletin” editor.

Presentation at the Annual Meeting

Hand in hand with the ad is a short presentation (no longer than 2 minutes) to be given at the concluding banquet of the previous year’s CARavan and at the Annual Meeting. This should only be done by someone who is a good speaker. Remember, you

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are selling your CARavan. If your speaker is boring, your CARavan will also be perceived as boring.

Material for the “CARavan Commentary” Column in the Bulletin

I’m sure you are aware of the “CARavan Commentary” that appears in each issue of the Bulletin. The National CARavan Chairman is often looking for material for this column, and this provides an excellent opportunity for you to promote your CARavan in detail. Just contact him or her.

Outside Publicity

Invite car clubs along the way to visit cars at lunch stops or see the cars at overnight stops. A letter to the local newspaper announcing the arrival of our cars into their city would be a good way to promote our Club in these areas.

Communications to Registrants

Just because a member has registered for your CARavan, there is no guarantee he will actually attend. It becomes your responsibility to communicate with your registrants frequently. This should be in the form of a series of friendly, informative letters (via email or snail mail). These letters should be sequentially numbered since CARavanners generally keep a file of all correspondence prior to the event, e.g. “Off to Alaska Letter #4, What to Pack.” The first should be a welcoming letter that you will send upon registration, followed by a newsy update every month or so. Give them a daily overview and list of activities so they will know how to pack. Try to anticipate their questions and concerns-- Where are we going? What is the terrain like? How should we dress? Should I bring any special type of clothing for any special activities? Where is the trailer parking?

Obviously, you don’t want to burden them with too much detail, but you will find that the more general questions you can

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answer in advance, the fewer telephone calls you will have to return later.

Approximately 3-4 months prior to the start of the CARavan (or earlier if appropriate), a mailing should be sent that includes:

  • Alistofhotels(remember,CARavanparticipantsmakeand pay for their own reservations). This list must provide each hotel’s name, location, date(s), reservation phone #, and the rate that has been negotiated for CCCA members. Participants should understand they need register for each hotel under the CARavan “block” as the organizers have guaranteed a certain number of rooms to the hotels. Staying at other hotels should be discouraged.

  • ArequestfortheirActivitiesFee.Oftenthecollectionofthis fee can be done in 2 stages – one halves now and the second half 2 months prior to the CARavan’s start. This will effectively weed your registrants to those who actually plan to attend. This is the place to state your Region’s refund policy.

  • Apreliminaryrosterofparticipantsshouldbeincludedatthis time as this list could be helpful to other CARavanners in planning their trip to the starting point, collaborate with others to arrange commercial shipping or just want to know which friends plan to attend.

    Then, a few weeks prior to the starting date, a final letter should go out. Try to put yourself in the position of a first-time CARavanner from a different part of the country. What information would you need? Here are a few things that should be included:

    • Amaptothefirsthotel,trailer-parkinginstructions, transporter unloading location.

    • Theregistrationdeskscheduletellingthemwhenandwhere to pick up their tour packets.

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• Anupdatedlistofparticipants. Article for “The Classic Car” Magazine

THE FINAL, AND ONE OF THE MOST IMPORTANT ISSUES TO BE DISCUSSED IN THIS CHAPTER, IS THE ARTICLE FOR THE CLASSIC CAR MAGAZINE.

You have hosted a well-attended, interesting CARavan and now is the time to let the rest of the Club know about it. The key here is to not treat this article as an afterthought. Know well ahead who is going to write your article and be responsible for the photographs that will go in it. Then, have this person contact the editor of The Classic Car magazine, who will provide requirements and vital deadlines.

A few pointers:

  • Peoplelovetoseepicturesofthemselvesaswellasthoseof

    their cars.

  • Avoidmakingyourarticleamerelaundrylistofparticipants

    and daily activities.

  • Humorisveryeffective.TheseCARavansarealotoffun,

    and people enjoy reading about them.

    While not a requirement, it is strongly recommended that you might consider producing a video or photo journal of your CARavan. These homemade productions were often corny, but they provided years of wonderful memories.

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The Tour Book

Now we come to the single most important tool of a successful CARavan-- the Tour Book. This is the glue that binds us together. As you can see, the Tour Book is vital because it fulfills many functions – an itinerary, a road map, a guidebook, an activities planner, and last but certainly not least, a souvenir of your Region’s CARavan.

The Tour Book should be a complete guide to a CARavan, and it should enable participants to successfully navigate an entire CARavan, even if they have no other information. In addition, a Tour Book should be organized so that people can find whatever information they need quickly and easily.

It would be very valuable for you to browse past Tour Books. Please contact your National office to borrow sample copies.

At a minimum a Tour Book MUST include:

  • AnitineraryincludingtimesforeachdayoftheCARavan

  • Anaccuratedailyroutedetail,whichincludesmile-by-mile

    directions

  • Alistofparticipants,bothalphabeticallyandbytheir

    CARavan license plate number

    In addition, the most successful CARavan tour books also include historical information, interesting optional side trips, location of auto parts stores, gasoline stations (especially if any gas stations carry non-ethanol gas), restaurants, etc.

    Including a copy of the CCCA membership application can be a useful recruitment tool when encountering interested non- member along the way.

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Here are some sections successful Tour Books from past CARavans have contained:

  • GenerallettersfromCARavanchairperson(s),regional officers, state officials, etc.

  • AlistofCARavanofficials

  • TipsandRulesforCARavanning

  • CARavanAwards(DeutschandCrossett)

  • Historicalinformationaboutplacesalongtheroute

  • Arosterofparticipantsinalphabeticalorderandinorder

    by CARavan license plate number

  • AscheduleofallCARavanactivitiesandtimeswhere

    applicable

  • Aseparatesectionforeachdaywhichcontainsaschedule

    for that day, information about the day’s activities and the

    directions for that day’s tour

  • Formsforuseoftroubletruckorifavailable,luggage

    truck

    Here are some additional tips:

  • Inserttabsatthebeginningofeachsectionandateach

    day’s information and directions.

  • Spiralbindingisprobablythebestasitallowsthebookto

    be folder to show only one page at a time. This can be

    most convenient for navigators.

  • Considersellingadvertisementstohelpdefraythecostof

    the Tour Book. Some CARavans have been fortunate to have a generous benefactor pay for the entire book!

    Tips for Writing Directions

    Be kind to your CARavanners. Imagine yourself driving the CARavan in a 60-year-old Classic by yourself. You must be able to easily read the tour directions out of the corner of one eye while guiding your beauty through traffic or along winding roads. PLEASE make your directions easy to read!

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  • Atthebeginningofthedirections,givearoutesummary, note how many miles will be traveled and give an approximate travel time. If the tour is divided into segments, provide this information before each one.

  • Foreachcheckpoint,notethetotalmileagetothatpointas well as the incremental mileage (distance from the previous checkpoint).

  • Usedoublespacingbetweencheckpointsandabrief,bulleted style.

  • Avoidawordy,narrativestyle,andneverspelloutnumbers.

  • Donotincludealotofinformationaboutacheckpointas

    this can be time consuming to read and can make it easy to miss the next checkpoint. Detailed information should be included in the Historical Information section or other appropriate place.

  • UseboldfontandcapitalizeLEFTturn,RIGHTturn,bear RIGHT, bear LEFT, etc.

  • Makeallturnseasytoidentifyusingtrafficsignals, landmarks, etc. Try to avoid noting a turn based only on mileage as this makes the turn harder to identify.

  • Aftermakingaturn,trytoincludereferencetoalandmarkso people know they made the correct turn and are on the correct route.

  • Whenturningontoanewroute,notehowmanymilesonthat route. For example: “Turn RIGHT onto Route 20. You will follow Route 20 for the next 33 miles.”

  • Besuretonotethingsthatcouldbeaproblemforearlycars. For example: “ BE ALERT Steep hill with a stop sign right at the bottom!”

  • Iffeasible,amapcanbehelpfulasitpresentsapictureofthe route to be followed.

    On the following pages are the first few pages of a daily section from a CARavan Tour Book.

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Today we tour the White Mountains and the famous scenic Kancamagus Highway. We will make a loop around Mount Washington by heading southwest to Lincoln, then driving east over the Kancamagus Highway before turning north through Pinkham Notch to Gorham, and finally looping around to the west and back to the Mount Washington Resort. There will be places to stop for lunch along the way.

This evening we’ll have the Welcoming Banquet and entertainment by comedian Jimmy Keyes.

Schedule of Events

7:00 a.m. – 10:00 p.m. parking

7:00 a.m. – 9:00 a.m. use your

8:00 a.m. – 9:00 a.m. 9:00 a.m.
5:00 p.m. – 6:00 p.m. Foyer

6:00 p.m.

Car washing station open in service

area on south side of main building.

Breakfast on your own. Be sure to

gift card when dining at a Mount Washington Hotel facility.

Depart for today’s tour. The Trouble Truck leaves.

Reception with cash bar Presidential Garden or Presidential

(depending upon the weather) * Buffet Dinner

Saturday September 10

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Presidential Ballroom
Following dinner * Entertainment by Jimmy Keyes.

* = Included in the Activity Fee. Be sure to wear your name tags.

  • Today and tomorrow we will be touring around the White Mountains Region of New Hampshire. See Pages 2 through 8 in the “Historical Notes” section for some information about the area and about the Kancamagus Highway that we will travel across.

  • On today’s tour, there are no gas stations for 38 miles starting at Mile 42.

  • This evening we will have a buffet dinner followed by special entertainment by comedian Jimmy Keyes.

    Directions

    This tour is approximately 133 miles.
    Driving time, exclusive of detours and stops, is approximately 3 hours and 40 minutes.

    Route Summary:

    • Route 302 West to Bethlehem

    • Route 142 South to Route 18 West

    • Route 18 West to Route 116 South in Franconia

    • Route 116 South to Route 112 East to Lincoln

    • Route 112 East (the Kancamagus Highway) from Lincoln

    • Kancamagus Highway to Bear Notch Road

    • Bear Notch Road to Route 302 East

    • Route 302 East to Route 16 North to Gorham

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Tips and Notes For the Day

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  • Route 2 West to Route 115 South

  • Route 115 South to Carroll

  • Route 3 South to Route 302 East back to the Mount Washington

    Hotel

    Total Incremental Miles Miles

0.0 0.0 Route 302.

10.5 10.5

13.2 2.7 Route

  1. 18.3  5.1

  2. 18.4  0.1

North.

19.2 0.8

21.4 2.2

28.4 7.0

30.3 1.9 East.

Turn RIGHT out of the hotel driveway heading west on

You will be on Route 302 for 13 miles.
Entering Bethlehem. Stay on Route 302 West.
Turn LEFT just past an Irving gas station on the left onto 142 South toward Franconia.
You will be on Route 142 for just over 5 miles.
Pass under I-93.
Stop sign at “T” intersection. Turn RIGHT onto Route 18

You will be on Route 18 for only 8 tenths of a mile. Blinking yellow light. Turn LEFT onto Route 116 South. You will be on Route 116 for 11 miles.
Notice the Franconia Inn on the right.
Sharp “S” curve.
Stop sign at “T” intersection. Turn LEFT onto Route 112

You will follow Route 112 East for the next 341⁄2 miles.
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34.8 4.5 Parking.

35.7 0.9 38.6 2.9

40.9 2.3

Beaver Pond on the right followed by Appalachian Trail

12% downgrade for the next 2 miles.

Route 118 comes in from the right. Continue straight on Route 112.

Tire Barn on the left.

Total Incremental Miles Miles

41.2 0.3

41.5 0.3 train

41.9 0.4 here.

Traffic light at Route 3. Continue straight on Route 112.

Note Antique Car Museum, Kancamagus Collection, and old

on the right.

Entering Lincoln. Visitor Center on the right. Restroom

(To enter, make right turn just before traffic light and cross railroad tracks.)

Note: There are three gas stations coming up.

After that, there is no gas for the next 38 miles.

Hobo Junction with cabooses, etc., on the left. McDonald’s on the right followed by a gas station, a Dunkin Donuts and then a Rite Aid Pharmacy.

Then on the left just after the next traffic light will be a NAPA store followed by an Irving gas station.

Loon Mountain ski area on the right.

Entering the White Mountain National Forest.
This is the beginning of the Kancamagus Highway. Watch for several switchbacks.

44.3 2.4 45.7 1.4

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52.6 6.9 54.4 1.8

60.7 6.3 63.4 2.7

Small scenic lookout on the right. Peak elevation 2855 feet. Scenic overlook on the left.
7% downgrade for the next 4 miles.
Sabbath day Falls Picnic Ground on the right.

Russell Colberth Historic Site on the left.

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--CHAPTER TEN--

REQUIREMENTS

While we try to give the sponsoring Region as much latitude as possible, there are certain requirements that CARavanners have come to expect and National must insist upon-- security, trouble truck, awards, license plates, a registration desk and name tags.

SECURITY- Over the years, our members have come to expect their Classics to be kept secure at night and in heavily populated areas while they are on CARavan. We all understand that our cars are being driven and few CARavanners are afflicted by the “don’t touch” syndrome. However, at night, they are unattended on a hotel parking lot, and mischief can occur. While this may seem an unnecessary expense to some, the majority of CARavanners will happily pay a few extra dollars in their Activities Fee to assure themselves that their cars are safe.

Common sense is the watchword. In a busy city, expensive professional security is a ‘must’ as contrasted to a rural, low-crime area. There, it is often wise to investigate a local car club or volunteer fire department. They are usually looking for a fund- raiser and can do a good job of protecting our cars.

TROUBLE TRUCK- It should be remembered that the purpose of the Trouble Truck is to render minor emergency roadside repairs or to transport a disabled Classic to the next stop. The Trouble Truck is NOT there to do a mobile mechanical restoration or to serve as a trailer for a sick Classic for the balance of the CARavan.

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It must be emphasized the trouble truck repair limitations must be

communicated to the participants and a plan worked out with the

driver in the event that someone wants/expects more extensive

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repairs. The CARavan coordinator must clearly communicate to

both the Caravanners and driver what repairs are considered to be

reasonable and direct the driver to say “no”, if unreasonable

requests are made.

Sometimes local members will volunteer their talents as well as a truck and trailer. This is usually done in exchange for room and board on the tour. However, this person is to be considered as a part of the CARavan and NOT the hired help!

Make sure, by asking for a Certificate of Insurance, that your trouble truck driver/owner has a sufficient amount of liability coverage on his vehicle. In the unlikely event that the CCCA would be brought into a lawsuit, the Club’s liability policy would come into effect after the owner’s is exhausted. In addition to this, the Club has prepared a “Hold Harmless” form for members to sign prior to their Classic being loaded onto the trouble truck trailer.

If the Trouble Truck is hired, different rules apply, and a copy of his commercial insurance policy must be required.

Collecting for a tip for the Trouble Truck Driver/Mechanic while on CARavan is strongly DISCOURAGED. Instead, inform CARavanners at either the Orientation Banquet and/or in the Tour Book Instructions, that if a CARavanner uses the services of the trouble truck, it is strongly encouraged to show their appreciation DIRECTLY to the driver and/or mechanic. (A tip may be added to the Activity Fee by the hosting Region.)

AWARDS- The Tarnopol Award is presented to the Region having the most cars on CARavan at the Club’s National Annual Meeting

There are two additional trophies. Your Registration desk must supply the information relative to “who brought what car from what Region”. Additionally, you must provide a listing of the first-time cars on CARavan under present ownership. This is

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used to determine the winner of the Crossett Award for the “Best Full Classic completing its first CARavan under present ownership”. The Deutsch Award is given to the “Most Helpful CARavanner”. The Crossett and Deutsch are chosen by the National CARavan Committee and the Chairman’s designated representatives and are presented at the tour’s Final Banquet. National will provide forms that must be copied and distributed to each CARavanner for the Deutsch Trophy. While National provides the silver bowl for the Crossett, it is the sponsoring Region’s responsibility to have it engraved with the winner’s name and sent to him or her. The CARavan Chairman will be happy to help you with these details.

In addition to these required awards your Region may want to consider some awards of your own. You don’t want to overdo it, but you can often have some fun by recognizing the most dramatic foul-up or the oldest car, etc. Let your imagination rove and have some fun with it!

LICENSE PLATES- It is a CARavan tradition to have a distinctive souvenir license plate. These are to be affixed to the front of each participating Classic for the duration of the tour. In the early years of the Club, these were usually supplied by the state in which the CARavan commenced. In recent years, however, these have become more difficult to obtain as state officials became less receptive to special requests.

The CARavan Chairman can furnish the names of commercial suppliers to you who do an excellent job. CARavan Coordinator will assign the numbers to participants because certain numbers are highly coveted and are given out on a seniority basis. It cannot be emphasized too strongly that you allow plenty of time to design and order your license plates. They should be completed and, in your hands, at least 3 months prior to the start of the CARavan.

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It is absolutely forbidden to allow numbered CARavan license plates to be attached to non-Classics.

REGISTRATION DESK- Obviously, with an event of the size and scope of a CARavan, a well-run registration desk is imperative. This is your opportunity to put out the welcome mat for members from across the country. Therefore, it becomes essential that the desk be well staffed with lots of helpers to welcome CARavanners. The functions of the desk include:

  • Greetmembers

  • Answerquestions

  • Providedirectionstotrailerparking,washareas,

    etc.

  • Confirmingnecessaryinformationoriginally

    provided by National: name, Region, year and make of Classic, participant’s first CARavan, Classic’s first-time CARavan under present ownership. (Give this information to National CARavan Committee member on your CARavan).

  • ObtainparticipantsignatureontheCCCA Assumption of Risk, Hold Harmless and Indemnity Agreement

  • Distributethetourpacket

    Mandatory items in the tour packet include:

  • Licenseplate

  • Tourbook,DeutschAwardForms

  • Release and Hold Harmless Forms the Trouble

    Truck and the Luggage Truck (if applicable)

  • Nametags--eachmemberofthetourMUSThave a name tag and. . .please, please, please print the name large enough to read! (preferably on both sides.) Ask in advance how each member wants

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his/her name tag to read, Aloysius Q. Johnson probably goes by Al Johnson. Many Roberts go by Robert or Rob, rather than Bob. It is also a good idea to mark your nametags in some way to designate both CARavan committee members and first-time CARavanners. A dot or a badge of a different color works well. This assists all CARavanners to identify committee members in case of CARavan questions. It also assists all CARavanners to make a special effort to make first-time CARavanners feel welcome.

Additionally, it is common to provide some ‘goodies’ in
the packet. This may include such useful things as pens, note pads, polish cloths, or a nice souvenir of the tour.

Although not mandatory, the idea of a luggage van is a good option to consider. This van would be used only for those Classics carrying more than two persons and when luggage space is at a premium. It’s possible, if funds cannot be obtained to hire a van and driver, that a committee person or the like could agree to drive a luggage van with little compensation. (The need for a liability rider on your insurance for a non-professional would apply here, also). A signature would be required on the Release and Hold Harmless Agreement for utilization of the luggage truck.

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CARAVAN ORIENTATION MEETING CHECKLIST

INTRODUCTIONS-

• ByNationalCARavanChairmanorLocalCARavan Coordinator

*All National Officers, Directors, Past Presidents and Regional Directors by name, who are in attendance

* Have all first timers stand for recognition

* Local Committee Members RULES-

• Wearnamebadgesatalltimes,etc. AWARDS-

  • Deutsch–MosthelpfulCARavanner–getnameandcar#of candidates, complete form, and return to committee member

  • Crossett–ThenicestClassiccompletingitsfirstCARavan under current ownership (determined by committee chosen by National)

  • SpecialAwards–theseare“fun”awards–usuallytothe CARavanner who made the biggest “goof” of the day

    TROUBLE TRUCK-
    • Introducetroubletruckdriver(s)

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  • Reminder–troubletruckisforemergencyrepairsand transport of disabled vehicles to the next stop, NOT a mobile garage. Advise that it will follow the tour route, so if a Classic deviate from the route in the tour book, the person will be on their own

  • SafetyConsiderations:
    * Disabled Classics should be off the road as far as possible

    * Don’t gather around a disabled car unless you can be of help

    * If you have stopped for photos or the view, or whatever, give passing CARavanners the “thumbs up”, so they will know you are okay

    * Stress an accident-free, safe CARavan

    OTHER-
    • Gooverupcomingschedule,specialinstructions,etc.

    Remind everyone that our purpose is to have fun. The CARavan rules are just common sense and should be kept at a minimum.

    To promote friendliness, the National CARavan Committee strongly suggests that new dinner companions be chosen each night. We want everyone to leave the CARavan with at least one new friend. Special care should be taken to make first timers feel welcome.

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CARAVAN FINAL BANQUET CHECKLIST

A head table is not required for the final banquet. In fact, a simple podium often works best as it promotes a more intimate, friendly atmosphere.

Introductions by Coordinator:
1) National Directors, Officers, Past Presidents, Regional

Directors

2) Regional CARavan Committee Chairpersons and members

Facts and Fun: (This portion of the program should be used to have a little fun!)

1) Special Awards—The biggest “goof;” the most miles in a Classic to the CARavan, the largest family, etc.

2) Number of CARavans attended by members—(have everybody stand, then those attending their first CARavan sit, those attending their second, sit, etc.)

3) Facts and Figures—Number of miles driven, earliest car, latest car, person(s) that traveled the furthest to attend the CARavan, if desired.

Announcements of the next CARavans Awards: Deutsch

Crossett

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ACKNOWLEDGMENTS

When I became a member of the National Board in January 1987, my first job assignment was as a member of the CARavan Committee. Now, nearly 12 years later, my final job assignment is once again as a member of the CARavan Committee. In the interim, however, I also have had a few other jobs with the Classic Car Club.

Lee Davenport was CARavan Chairman in 1987 and undertook the long overdue task of writing a CARavan Handbook. His fine effort was very well received, but it recently became apparent that an updated version was needed.

With the encouragement of President, George Holman, and CARavan Chairman Dan Gernatt, writing a new CARavan Handbook became my final task for the Board. As a veteran of twenty-four CARavans to date, be assured it was truly a labor of love. What follows is the result of those efforts.

I would like to thank my wife, Betty, for all her help. She has been my co-author, editor, friend and soul mate. She deserves not only my thanks, but the appreciation of the Club as a whole for her efforts.

Jim Hull
October 1998
Past CARavan Chairman, Past President, and avid CARavanner.

Handbook Approved by the CCCA Board 6/2020

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The Committee would like to thank Jim and Betty Hull for providing this Handbook that has served as a framework for decades of fun-filled and successful CARavans.

This Handbook was thoughtfully revised with the help of many Club members to reflect the changing needs of current times. We wish to thank the following individuals for their input:
Steve Babinsky

Jim Cowan
Jeff DeMarey Lonnie Fallin
Ray Giudice
Dianne Kernan Dale Lillard
Dick Marrs
Jay Quail
Rich Ray
Susan and Skip Tetz Frank Wemple Vicki Zeiger

Appendix:
Sample Excel spreadsheets

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be a challenge to find accommodations that can handle a group of our size (between 75 and 125 rooms) along the proposed route-- so start early. Three years ahead of the CARavan is not too soon for popular resorts in high season. In some cases, even more time is needed for choice properties.
The logical place to start is with the General Manager and Sales Manager. Always have at least two contact people, since hotels change employees more frequently than we change the oil on our Classics. It is very frustrating to contact a hotel to reconfirm only to discover the managers you have worked with have left the hotel and left no record of your reservation.
The initial contact should include discussion of the following topics:
• Dates
• Anticipatednumberofrooms.Bereadytosharpenyour
pencil to receive a favorable room rate. It is often advantageous before you meet with the hotel people to have called the registration desk anonymously to ask for their best (perhaps ‘weekend’, ‘business’ or ‘special’-- i.e. AAA or AARP) rate. This gives you a good place to start your negotiation. Checking with Expedia or Travelocity can also provide information.
• Complimentaryrooms(tobeusedforthetrouble truck driver, photographer or hospitality). The
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industry standard is one free room for every 50 paid rooms
• Parking area for the exclusive use of Classics. If a parking garage is involved, be sure to check
clearance.
• Security--sometimesfreesecurityforourClassics
can be negotiated (it never hurts to ask). If hotel security is to be used, get this into the contract. Upon departure, you may find a charge for security that you thought was free.
• CarWasharea.Ifyouask,thehoteloftenprovides towels for our use (this is in their best interest since they don’t want us using their good towels for cleaning our cars).
• Expeditedcheck-inandcheck-out.Thisismost important! Unfortunately, many hotels simply don’t believe that check-in could be a problem. Experience has taught us to compare 75-100 hot and tired CARavanners coming in at one time to a bus tour. Only then do they seem to understand the temporary rush their registration desk will undergo. Be sure to stress this point!
• RoomforaCocktailParty
• PossiblefreeHorsd’oeuvres
• Luggagehandling
• Askaboutanyspecialtiesthehotelmightoffer.For
example, a western cook-out, a clambake, an ice
cream social, etc.
• Checkfor:specialeventsintownduringthetour,
nearby gas stations, repair facilities,
parts stores, shopping malls, etc. • Ifthisisthestarthotel,addtoyourlist:
Trailer parking
Registration desk area in lobby
Orientation Meeting & Banquet Room (if it is the
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end hotel, you’ll need a room for the Final Banquet)
Ascertain, if there is a need for secure parking for commercial shippers dropping off early or departing after the CARavan.
Remember, dealing with hotels is like buying a used car— everything is negotiable. If you don’t ask for it and expect it, they will charge you for it. This may sound like a distasteful nickel- and-dime practice, but it is not. In the past, careful negotiation has saved a CARavan hundred and even thousands of dollars.
You can also plan on hotels and restaurants asking for a deposit. As the Club has been CARavanning since 1953, has always paid its bills, and can furnish references from such world class facilities as the Grand Hotel in Mackinac Island, and the Broadmoor in Colorado Springs, it has been our policy to attempt to negotiate deposit-free contracts. We recommend that you proceed in this manner. However, if you are unable to accomplish this and are of limited funds in your Region, two possibilities present themselves:
• Acreditcardswipe(eitherpersonaloroneobtainedstrictly for CARavan purposes) in the amount of the deposit, is given to be held in the contractor’s possession but not processed unless payment is not made by check or cash when final billing is presented.
We cannot emphasize too strongly the necessity of continually checking and re-checking hotels. In addition to management changes, we have had last minute ownership changes (a Sheraton magically becomes a Marriott), bankruptcies, and have even arrived with over 100 CARavanners at one hotel only to find that it had closed without warning that very morning. Deposit? We often think they should give us a deposit!
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CONTRACTS:
National CARavans: All negotiated contracts must be sent to the Executive Director at National Headquarters and approved and signed. The Regions must have their attorney review contracts and make comments before sending them to National.
Regional CARavans: If a Region is incorporated, all contracts must be signed with the Region’s name only, and a copy of the contract sent to National..
If a Region is not incorporated, the contract must be sent to the Executive Director at National Headquarters and approved and signed by the Club President or Vice President.
One final reminder. . . The CARavan makes the group reservation and sends out hotel forms or lists to each CARavanner. This usually takes place about 3-6 months prior to the start of the tour. It is then the responsibility of each registrant to make and pay for their own reservations. Hotel charges are not part of the Activities Fee.
HANDY TIPS:
• Usually10%moreroomsareneededthantheanticipated number of cars.
• Avoidhotelsintheheartofthecity.
• IfyouplantostartorendtheCARavannearacity,checkfor hotels in a suburban business or industrial park. They cater to businesspeople and are usually empty on the weekends, thus very favorable rates can usually be negotiated for Friday and Saturday.
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• Avoid night after night of one-night stays. CARavanners hate tore-packeveryday.
• Whenbookinganexpensiveluxuryresort,makethestayfor more than one night. It’s hard to enjoy the amenities when you arrive in the late afternoon and have to leave early the next morning.
• CARavanparticipantsshouldbeadvisedtoonlyutilizethe designated hotels included in the CARavan itinerary. CARavans often have contractual guarantees for a specific number of rooms in hotels and not meetings those numbers could be costly.
• Therearenowanynumberofverynicemoderatelypriced hotel chains that are more than adequate for one-night stops- Fairfield Inn, Executive Suites, Suites by Carlson, La Quinta, Holiday Inn Express-- check them out also. No one would want to spend a two-week vacation there, but for one night, they’re clean, comfortable and convenient. Most even offer a complimentary continental breakfast at no charge.
• Avoid splitting up the CARavan at stops. Sometimes, however this just isn’t possible, especially in more remote areas.
• WhenengaginghotelsandothervenuesforyourCARavan, please consider our members who may have trouble with steps or long walks.
• Researchareaforpossibleconflictslikegraduations,large festivals, parents weekends etc.
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If it is necessary for the success of your CARavan to include these venues, you MUST note on your registration sheet that there will be “lots of walking” or “stairs to climb.
37

--CHAPTER EIGHT--
MEALS & ACTIVITIES
Meals are a most important part of CARavanning. Beyond the obvious need to eat is the opportunity for the good fellowship that comes with a well-served meal. Our members expect and deserve a variety of quality food. They demand it when they go out to dinner and we, as tour planners, should insist on it also. Does this mean the most expensive items? Of course not. Variety and quality are the keys. If you have beef one night, try chicken or fish the next.
Breakfast can be the most important meal of the day, but not for the reasons your Mother gave you. On driving days, a group breakfast is important from an organizational standpoint just to get everyone up and on the road. It doesn’t have to be fancy-- coffee, juice, Danish (avoid just coffee and sweet rolls) and cereal are often adequate, but not every day. Often, with a little negotiation, the hotel will include breakfast.
Given the current CARavanning style of less in-line and more on your own, a group lunch is less important than it once was. Often members enjoy seeking out the unique lunch stop. It is beneficial to make suggestions in the tour book-- “Mom’s”, famous for pies, or “Ed’s Place”, home of a great chili cheeseburger, etc. There are times, however, when a group lunch stop is desirable or even necessary; perhaps there are an inadequate number of restaurants in a remote location to serve our group. Now is the time for creativity. Church groups, volunteer fire departments or local service organizations are always looking for fund-raisers. They are often eager to prepare a delicious lunch at a modest cost and serve it to us in the town square. We get a great lunch and they raise money for their worthy cause-- everyone wins!
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Banquets night after night are a bore. Use your imagination. What is the hotel’s specialty? More importantly, what is the area famous for? A lobster feed in Maine, a smorgasbord in Minnesota, and a barbecue in Texas have all been great hits. Our members are always anxious to sample the local fare. Who knows, perhaps the local VFW is famous for their old-fashioned hamburgers & watermelon in the City Park or a ski area for their sunset supper atop a mountain. . . The key is to ask locally and be receptive to new ideas. While we may all enjoy fried chicken with mashed potatoes and peas, it loses its appeal after the third day.
It has been suggested to vary the dinner choices from buffet and plated dinners with one of a couple choices.
Be certain to inquire about dietary needs of participants and work with food vendors to make arrangements for them.
Cocktail parties have long been a CARavan tradition. Whether or not members partake of alcoholic beverages, virtually everyone appreciates the chance to unwind with friends and swap ‘war stories’ after a long day. This socialization and friendly conversation are one of the more important aspects of CARavanning. It is a chance to renew old friendships and make new ones. For many years, hosted cocktail parties were a part of every CARavan. Unfortunately, it seemed the same few generous members were always asked to provide the cash for these parties. As the result, ‘no-host’ cocktail parties have become commonplace. A good compromise may be hosted hors oeuvres with people buying their own beverages. Make sure your benefactor knows exactly what the cost will be-- no surprises here! At no time should hosted cocktail parties come out of CARavan funds.
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The CARavan may find itself in a locale with a large number of outstanding restaurants, which provides an excellent opportunity for a ‘dinner-on-your-own’ night. Even though we may not dine together every night, some sort of daily group activity should be planned. It doesn’t always have to be the standard cocktail party. Perhaps a local winery will provide a wine and cheese party, or a local microbrewery may be amenable to host a sampling of their special brew. Ice cream socials have also proven to be very popular. How about an old-fashioned watermelon feast?
Earlier we mentioned that the meals portion of the Activities Fee was an excellent opportunity to make money for your Region without overcharging participants. Now, let’s discuss how this is done:
It is rare indeed to have 100% attendance for any meal on a CARavan. The trick is to pay a hotel or restaurant for only the meals consumed. If 200 people are registered and have already paid for a particular meal, but only 190 actually show up, your region then retains the money for those 10 meals. Simply put-- don’t pay for restaurant meals not consumed. How, you ask, can I do this without running the risk of a food shortage? Perhaps it can be best explained by example. Let’s start with some assumptions:
• YourCARavanhas200participants
• Mealcost,includingtaxandtipforthishypotheticalmealis
$30 per person
• Therestauranthassaidtheycansetplacesforandserve10%
over your guaranteed number of meals
• Youdonotguarantee200meals(youalreadyknowthey
will serve you 10% over your guarantee)-- instead you guarantee 182 meals. Their 10% overage assures you that everyone will have a meal, even if all 200 CARavanners show up for dinner
• IssuetheCARavannerscolor/date-codedticketsintheirtour packet at registration. Have the restaurant (or you)
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collect a ticket for each of the 190 dinners actually
served
• Voila! You pay the restaurant only for those 190 meals
consumed. The $300 (10 x $30) for the extra 10 meals, which was collected as a part of the Activity Fee, is sitting in your Treasury. It’s a win-win situation. Everyone who wanted to be with the group has done so and your Region makes a little profit for all their hard work. Since you have at least one group activity and sometimes more per day on the week-long tour, the total at the end of the CARavan can amount to several thousand dollars for your Region.
For years our Club’s CARavans have been more than an opportunity to drive our beloved Classics and kick tires in the parking lot. For many members, they are a much-anticipated family vacation and an opportunity to learn about a different part of the country. For this reason, activities are a most important part of our tours.
Here, it is necessary to be open-minded and a bit creative. Try to think of what you would like to see and do if this were your first visit to your part of the country. Virtually all of us enjoy seeing car collections, but for the sake of the wives, don’t be limited to just that. Our membership has an extraordinary variety of interests, and the scope of knowledge in this Club is astounding. Ask your local tourist bureau what visitors want to see. You may be surprised to learn that something you have driven past on your way to work for twenty years is the most popular attraction in the state. You didn’t think of it because it is too familiar.
For example, how many San Franciscans have never been on the Alcatraz tour?
Often these activities are moderately priced, but occasionally, they can be expensive. If this is the case, you might want to make
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them optional, listing the cost as well as any physical requirements beside your suggestions in the Tour Book. Remember, not all of our members are up to that marvelous sky diving excursion you have planned!
HANDY TIPS/SUMMARY
• CoffeeStops,especiallyinthemorning,areimportant. Make sure there are adequate rest rooms available.
• Remembertogetquotesformealsthatincludetaxand gratuity. These can add as much as 30% to the bill.
• Buffetlines--Toavoidlonglines,havesomeonecalldiners up by table. Our members would much rather wait seated at their table until it’s time to get in line rather than wait in a mob scene that stretches halfway across the room. Also, have the restaurant form two lines and serve from both sides of the buffet table.
• Whencontractingformeals,itisimperativetoaskthe provider what percentage of people they will be able to serve over your guaranteed number.
• CocktailParties--Insistthatthehotelorrestaurantprovide an adequate number of bars and bartenders. Our members love social hour but hate to stand in line.
• Activitiesthathaveprovenpopularinthepast--boatrides, steam train rides, auto factory tours, historic area tours, white water rafting, National Parks, ice cream factory tours, historic battlefields, antique shopping-- anything unusual that the specific locale has to offer.
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• NohostedcocktailpartyfromCARavanoriginatedfunds.
• Becertainthateachdayhassomekindofgroup-widesocial event.
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--CHAPTER NINE--
PUBLICATIONS
The Publications portion of planning your CARavan consists of three areas-- publicity, letters to CARavanners and the Tour Book.
Note: The word CARavan with the first 3 letters capitalized is the proper spelling. Please use this spelling in all communications with Club members.
Advertisements in the CCCA Bulletin
Obviously, no one will come to your CARavan if they are unaware of it. You will receive two (2) free registration ads, plus one free promotional write-up in the Club’s Bulletin. Additional ads may be purchased. These should appear approximately one year and then six months prior to the start of your CARavan. The ads need to be prepared and sent to the Editor at least 2 months prior to the publication date (14 months before the start of the CARavan). As with any ad, yours needs to be exciting, informative and to-the-point. It is a teaser. More verbiage is not necessarily better. For guidelines, look through old Bulletins to see what other Regions have done for previous CARavans. Distance between starting and ending points must be published in all CARavan ads.
Approximate Activities Fee, and an average per night hotel rate MUST appear in your ad. The National CARavan Chair must approve your ad before it is submitted to the “Bulletin” editor.
Presentation at the Annual Meeting
Hand in hand with the ad is a short presentation (no longer than 2 minutes) to be given at the concluding banquet of the previous year’s CARavan and at the Annual Meeting. This should only be done by someone who is a good speaker. Remember, you
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are selling your CARavan. If your speaker is boring, your CARavan will also be perceived as boring.
Material for the “CARavan Commentary” Column in the Bulletin
I’m sure you are aware of the “CARavan Commentary” that appears in each issue of the Bulletin. The National CARavan Chairman is often looking for material for this column, and this provides an excellent opportunity for you to promote your CARavan in detail. Just contact him or her.
Outside Publicity
Invite car clubs along the way to visit cars at lunch stops or see the cars at overnight stops. A letter to the local newspaper announcing the arrival of our cars into their city would be a good way to promote our Club in these areas.
Communications to Registrants
Just because a member has registered for your CARavan, there is no guarantee he will actually attend. It becomes your responsibility to communicate with your registrants frequently. This should be in the form of a series of friendly, informative letters (via email or snail mail). These letters should be sequentially numbered since CARavanners generally keep a file of all correspondence prior to the event, e.g. “Off to Alaska Letter #4, What to Pack.” The first should be a welcoming letter that you will send upon registration, followed by a newsy update every month or so. Give them a daily overview and list of activities so they will know how to pack. Try to anticipate their questions and concerns-- Where are we going? What is the terrain like? How should we dress? Should I bring any special type of clothing for any special activities? Where is the trailer parking?
Obviously, you don’t want to burden them with too much detail, but you will find that the more general questions you can
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answer in advance, the fewer telephone calls you will have to return later.
Approximately 3-4 months prior to the start of the CARavan (or earlier if appropriate), a mailing should be sent that includes:
• Alistofhotels(remember,CARavanparticipantsmakeand pay for their own reservations). This list must provide each hotel’s name, location, date(s), reservation phone #, and the rate that has been negotiated for CCCA members. Participants should understand they need register for each hotel under the CARavan “block” as the organizers have guaranteed a certain number of rooms to the hotels. Staying at other hotels should be discouraged.
• ArequestfortheirActivitiesFee.Oftenthecollectionofthis fee can be done in 2 stages – one halves now and the second half 2 months prior to the CARavan’s start. This will effectively weed your registrants to those who actually plan to attend. This is the place to state your Region’s refund policy.
• Apreliminaryrosterofparticipantsshouldbeincludedatthis time as this list could be helpful to other CARavanners in planning their trip to the starting point, collaborate with others to arrange commercial shipping or just want to know which friends plan to attend.
Then, a few weeks prior to the starting date, a final letter should go out. Try to put yourself in the position of a first-time CARavanner from a different part of the country. What information would you need? Here are a few things that should be included:
• Amaptothefirsthotel,trailer-parkinginstructions, transporter unloading location.
• Theregistrationdeskscheduletellingthemwhenandwhere to pick up their tour packets.
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• Anupdatedlistofparticipants. Article for “The Classic Car” Magazine
THE FINAL, AND ONE OF THE MOST IMPORTANT ISSUES TO BE DISCUSSED IN THIS CHAPTER, IS THE ARTICLE FOR THE CLASSIC CAR MAGAZINE.
You have hosted a well-attended, interesting CARavan and now is the time to let the rest of the Club know about it. The key here is to not treat this article as an afterthought. Know well ahead who is going to write your article and be responsible for the photographs that will go in it. Then, have this person contact the editor of The Classic Car magazine, who will provide requirements and vital deadlines.
A few pointers:
• Peoplelovetoseepicturesofthemselvesaswellasthoseof
their cars.
• Avoidmakingyourarticleamerelaundrylistofparticipants
and daily activities.
• Humorisveryeffective.TheseCARavansarealotoffun,
and people enjoy reading about them.
While not a requirement, it is strongly recommended that you might consider producing a video or photo journal of your CARavan. These homemade productions were often corny, but they provided years of wonderful memories.
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The Tour Book
Now we come to the single most important tool of a successful CARavan-- the Tour Book. This is the glue that binds us together. As you can see, the Tour Book is vital because it fulfills many functions – an itinerary, a road map, a guidebook, an activities planner, and last but certainly not least, a souvenir of your Region’s CARavan.
The Tour Book should be a complete guide to a CARavan, and it should enable participants to successfully navigate an entire CARavan, even if they have no other information. In addition, a Tour Book should be organized so that people can find whatever information they need quickly and easily.
It would be very valuable for you to browse past Tour Books. Please contact your National office to borrow sample copies.
At a minimum a Tour Book MUST include:
• AnitineraryincludingtimesforeachdayoftheCARavan
• Anaccuratedailyroutedetail,whichincludesmile-by-mile
directions
• Alistofparticipants,bothalphabeticallyandbytheir
CARavan license plate number
In addition, the most successful CARavan tour books also include historical information, interesting optional side trips, location of auto parts stores, gasoline stations (especially if any gas stations carry non-ethanol gas), restaurants, etc.
Including a copy of the CCCA membership application can be a useful recruitment tool when encountering interested non- member along the way.
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Here are some sections successful Tour Books from past CARavans have contained:
• GenerallettersfromCARavanchairperson(s),regional officers, state officials, etc.
• AlistofCARavanofficials
• TipsandRulesforCARavanning
• CARavanAwards(DeutschandCrossett)
• Historicalinformationaboutplacesalongtheroute
• Arosterofparticipantsinalphabeticalorderandinorder
by CARavan license plate number
• AscheduleofallCARavanactivitiesandtimeswhere
applicable
• Aseparatesectionforeachdaywhichcontainsaschedule
for that day, information about the day’s activities and the
directions for that day’s tour
• Formsforuseoftroubletruckorifavailable,luggage
truck
Here are some additional tips:
• Inserttabsatthebeginningofeachsectionandateach
day’s information and directions.
• Spiralbindingisprobablythebestasitallowsthebookto
be folder to show only one page at a time. This can be
most convenient for navigators.
• Considersellingadvertisementstohelpdefraythecostof
the Tour Book. Some CARavans have been fortunate to have a generous benefactor pay for the entire book!
Tips for Writing Directions
Be kind to your CARavanners. Imagine yourself driving the CARavan in a 60-year-old Classic by yourself. You must be able to easily read the tour directions out of the corner of one eye while guiding your beauty through traffic or along winding roads. PLEASE make your directions easy to read!
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• Atthebeginningofthedirections,givearoutesummary, note how many miles will be traveled and give an approximate travel time. If the tour is divided into segments, provide this information before each one.
• Foreachcheckpoint,notethetotalmileagetothatpointas well as the incremental mileage (distance from the previous checkpoint).
• Usedoublespacingbetweencheckpointsandabrief,bulleted style.
• Avoidawordy,narrativestyle,andneverspelloutnumbers.
• Donotincludealotofinformationaboutacheckpointas
this can be time consuming to read and can make it easy to miss the next checkpoint. Detailed information should be included in the Historical Information section or other appropriate place.
• UseboldfontandcapitalizeLEFTturn,RIGHTturn,bear RIGHT, bear LEFT, etc.
• Makeallturnseasytoidentifyusingtrafficsignals, landmarks, etc. Try to avoid noting a turn based only on mileage as this makes the turn harder to identify.
• Aftermakingaturn,trytoincludereferencetoalandmarkso people know they made the correct turn and are on the correct route.
• Whenturningontoanewroute,notehowmanymilesonthat route. For example: “Turn RIGHT onto Route 20. You will follow Route 20 for the next 33 miles.”
• Besuretonotethingsthatcouldbeaproblemforearlycars. For example: “ BE ALERT Steep hill with a stop sign right at the bottom!”
• Iffeasible,amapcanbehelpfulasitpresentsapictureofthe route to be followed.
On the following pages are the first few pages of a daily section from a CARavan Tour Book.
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Today we tour the White Mountains and the famous scenic Kancamagus Highway. We will make a loop around Mount Washington by heading southwest to Lincoln, then driving east over the Kancamagus Highway before turning north through Pinkham Notch to Gorham, and finally looping around to the west and back to the Mount Washington Resort. There will be places to stop for lunch along the way.
This evening we’ll have the Welcoming Banquet and entertainment by comedian Jimmy Keyes.
Schedule of Events
7:00 a.m. – 10:00 p.m. parking
7:00 a.m. – 9:00 a.m. use your
8:00 a.m. – 9:00 a.m. 9:00 a.m.
5:00 p.m. – 6:00 p.m. Foyer
6:00 p.m.
Car washing station open in service
area on south side of main building.
Breakfast on your own. Be sure to
gift card when dining at a Mount Washington Hotel facility.
Depart for today’s tour. The Trouble Truck leaves.
Reception with cash bar Presidential Garden or Presidential
(depending upon the weather) * Buffet Dinner
Saturday September 10
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Presidential Ballroom
Following dinner * Entertainment by Jimmy Keyes.
* = Included in the Activity Fee. Be sure to wear your name tags.
• Today and tomorrow we will be touring around the White Mountains Region of New Hampshire. See Pages 2 through 8 in the “Historical Notes” section for some information about the area and about the Kancamagus Highway that we will travel across.
• On today’s tour, there are no gas stations for 38 miles starting at Mile 42.
• This evening we will have a buffet dinner followed by special entertainment by comedian Jimmy Keyes.
Directions
This tour is approximately 133 miles.
Driving time, exclusive of detours and stops, is approximately 3 hours and 40 minutes.
Route Summary:
• Route 302 West to Bethlehem
• Route 142 South to Route 18 West
• Route 18 West to Route 116 South in Franconia
• Route 116 South to Route 112 East to Lincoln
• Route 112 East (the Kancamagus Highway) from Lincoln
• Kancamagus Highway to Bear Notch Road
• Bear Notch Road to Route 302 East
• Route 302 East to Route 16 North to Gorham
Tips and Notes For the Day
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• Route 2 West to Route 115 South
• Route 115 South to Carroll
• Route 3 South to Route 302 East back to the Mount Washington
Hotel
Total Incremental Miles Miles
0.0 0.0 Route 302.
10.5 10.5
13.2 2.7 Route
18.3 5.1
18.4 0.1
North.
19.2 0.8
21.4 2.2
28.4 7.0
30.3 1.9 East.
Turn RIGHT out of the hotel driveway heading west on
You will be on Route 302 for 13 miles.
Entering Bethlehem. Stay on Route 302 West.
Turn LEFT just past an Irving gas station on the left onto 142 South toward Franconia.
You will be on Route 142 for just over 5 miles.
Pass under I-93.
Stop sign at “T” intersection. Turn RIGHT onto Route 18
You will be on Route 18 for only 8 tenths of a mile. Blinking yellow light. Turn LEFT onto Route 116 South. You will be on Route 116 for 11 miles.
Notice the Franconia Inn on the right.
Sharp “S” curve.
Stop sign at “T” intersection. Turn LEFT onto Route 112
You will follow Route 112 East for the next 341⁄2 miles.
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34.8 4.5 Parking.
35.7 0.9 38.6 2.9
40.9 2.3
Beaver Pond on the right followed by Appalachian Trail
12% downgrade for the next 2 miles.
Route 118 comes in from the right. Continue straight on Route 112.
Tire Barn on the left.
Total Incremental Miles Miles
41.2 0.3
41.5 0.3 train
41.9 0.4 here.
Traffic light at Route 3. Continue straight on Route 112.
Note Antique Car Museum, Kancamagus Collection, and old
on the right.
Entering Lincoln. Visitor Center on the right. Restroom
(To enter, make right turn just before traffic light and cross railroad tracks.)
Note: There are three gas stations coming up.
After that, there is no gas for the next 38 miles.
Hobo Junction with cabooses, etc., on the left. McDonald’s on the right followed by a gas station, a Dunkin Donuts and then a Rite Aid Pharmacy.
Then on the left just after the next traffic light will be a NAPA store followed by an Irving gas station.
Loon Mountain ski area on the right.
Entering the White Mountain National Forest.
This is the beginning of the Kancamagus Highway. Watch for several switchbacks.
44.3 2.4 45.7 1.4
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52.6 6.9 54.4 1.8
60.7 6.3 63.4 2.7
Small scenic lookout on the right. Peak elevation 2855 feet. Scenic overlook on the left.
7% downgrade for the next 4 miles.
Sabbath day Falls Picnic Ground on the right.
Russell Colberth Historic Site on the left.
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--CHAPTER TEN--
REQUIREMENTS
While we try to give the sponsoring Region as much latitude as possible, there are certain requirements that CARavanners have come to expect and National must insist upon-- security, trouble truck, awards, license plates, a registration desk and name tags.
SECURITY- Over the years, our members have come to expect their Classics to be kept secure at night and in heavily populated areas while they are on CARavan. We all understand that our cars are being driven and few CARavanners are afflicted by the “don’t touch” syndrome. However, at night, they are unattended on a hotel parking lot, and mischief can occur. While this may seem an unnecessary expense to some, the majority of CARavanners will happily pay a few extra dollars in their Activities Fee to assure themselves that their cars are safe.
Common sense is the watchword. In a busy city, expensive professional security is a ‘must’ as contrasted to a rural, low-crime area. There, it is often wise to investigate a local car club or volunteer fire department. They are usually looking for a fund- raiser and can do a good job of protecting our cars.
TROUBLE TRUCK- It should be remembered that the purpose of the Trouble Truck is to render minor emergency roadside repairs or to transport a disabled Classic to the next stop. The Trouble Truck is NOT there to do a mobile mechanical restoration or to serve as a trailer for a sick Classic for the balance of the CARavan.
It must be emphasized the trouble truck repair limitations must be
communicated to the participants and a plan worked out with the
driver in the event that someone wants/expects more extensive
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repairs. The CARavan coordinator must clearly communicate to
both the Caravanners and driver what repairs are considered to be
reasonable and direct the driver to say “no”, if unreasonable
requests are made.
Sometimes local members will volunteer their talents as well as a truck and trailer. This is usually done in exchange for room and board on the tour. However, this person is to be considered as a part of the CARavan and NOT the hired help!
Make sure, by asking for a Certificate of Insurance, that your trouble truck driver/owner has a sufficient amount of liability coverage on his vehicle. In the unlikely event that the CCCA would be brought into a lawsuit, the Club’s liability policy would come into effect after the owner’s is exhausted. In addition to this, the Club has prepared a “Hold Harmless” form for members to sign prior to their Classic being loaded onto the trouble truck trailer.
If the Trouble Truck is hired, different rules apply, and a copy of his commercial insurance policy must be required.
Collecting for a tip for the Trouble Truck Driver/Mechanic while on CARavan is strongly DISCOURAGED. Instead, inform CARavanners at either the Orientation Banquet and/or in the Tour Book Instructions, that if a CARavanner uses the services of the trouble truck, it is strongly encouraged to show their appreciation DIRECTLY to the driver and/or mechanic. (A tip may be added to the Activity Fee by the hosting Region.)
AWARDS- The Tarnopol Award is presented to the Region having the most cars on CARavan at the Club’s National Annual Meeting
There are two additional trophies. Your Registration desk must supply the information relative to “who brought what car from what Region”. Additionally, you must provide a listing of the first-time cars on CARavan under present ownership. This is
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used to determine the winner of the Crossett Award for the “Best Full Classic completing its first CARavan under present ownership”. The Deutsch Award is given to the “Most Helpful CARavanner”. The Crossett and Deutsch are chosen by the National CARavan Committee and the Chairman’s designated representatives and are presented at the tour’s Final Banquet. National will provide forms that must be copied and distributed to each CARavanner for the Deutsch Trophy. While National provides the silver bowl for the Crossett, it is the sponsoring Region’s responsibility to have it engraved with the winner’s name and sent to him or her. The CARavan Chairman will be happy to help you with these details.
In addition to these required awards your Region may want to consider some awards of your own. You don’t want to overdo it, but you can often have some fun by recognizing the most dramatic foul-up or the oldest car, etc. Let your imagination rove and have some fun with it!
LICENSE PLATES- It is a CARavan tradition to have a distinctive souvenir license plate. These are to be affixed to the front of each participating Classic for the duration of the tour. In the early years of the Club, these were usually supplied by the state in which the CARavan commenced. In recent years, however, these have become more difficult to obtain as state officials became less receptive to special requests.
The CARavan Chairman can furnish the names of commercial suppliers to you who do an excellent job. CARavan Coordinator will assign the numbers to participants because certain numbers are highly coveted and are given out on a seniority basis. It cannot be emphasized too strongly that you allow plenty of time to design and order your license plates. They should be completed and, in your hands, at least 3 months prior to the start of the CARavan.
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It is absolutely forbidden to allow numbered CARavan license plates to be attached to non-Classics.
REGISTRATION DESK- Obviously, with an event of the size and scope of a CARavan, a well-run registration desk is imperative. This is your opportunity to put out the welcome mat for members from across the country. Therefore, it becomes essential that the desk be well staffed with lots of helpers to welcome CARavanners. The functions of the desk include:
• Greetmembers
• Answerquestions
• Providedirectionstotrailerparking,washareas,
etc.
• Confirmingnecessaryinformationoriginally
provided by National: name, Region, year and make of Classic, participant’s first CARavan, Classic’s first-time CARavan under present ownership. (Give this information to National CARavan Committee member on your CARavan).
• ObtainparticipantsignatureontheCCCA Assumption of Risk, Hold Harmless and Indemnity Agreement
• Distributethetourpacket
Mandatory items in the tour packet include:
• Licenseplate
• Tourbook,DeutschAwardForms
• Release and Hold Harmless Forms the Trouble
Truck and the Luggage Truck (if applicable)
• Nametags--eachmemberofthetourMUSThave a name tag and. . .please, please, please print the name large enough to read! (preferably on both sides.) Ask in advance how each member wants
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his/her name tag to read, Aloysius Q. Johnson probably goes by Al Johnson. Many Roberts go by Robert or Rob, rather than Bob. It is also a good idea to mark your nametags in some way to designate both CARavan committee members and first-time CARavanners. A dot or a badge of a different color works well. This assists all CARavanners to identify committee members in case of CARavan questions. It also assists all CARavanners to make a special effort to make first-time CARavanners feel welcome.
Additionally, it is common to provide some ‘goodies’ in
the packet. This may include such useful things as pens, note pads, polish cloths, or a nice souvenir of the tour.
Although not mandatory, the idea of a luggage van is a good option to consider. This van would be used only for those Classics carrying more than two persons and when luggage space is at a premium. It’s possible, if funds cannot be obtained to hire a van and driver, that a committee person or the like could agree to drive a luggage van with little compensation. (The need for a liability rider on your insurance for a non-professional would apply here, also). A signature would be required on the Release and Hold Harmless Agreement for utilization of the luggage truck.
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CARAVAN ORIENTATION MEETING CHECKLIST
INTRODUCTIONS-
• ByNationalCARavanChairmanorLocalCARavan Coordinator
*All National Officers, Directors, Past Presidents and Regional Directors by name, who are in attendance
* Have all first timers stand for recognition
* Local Committee Members RULES-
• Wearnamebadgesatalltimes,etc. AWARDS-
• Deutsch–MosthelpfulCARavanner–getnameandcar#of candidates, complete form, and return to committee member
• Crossett–ThenicestClassiccompletingitsfirstCARavan under current ownership (determined by committee chosen by National)
• SpecialAwards–theseare“fun”awards–usuallytothe CARavanner who made the biggest “goof” of the day
TROUBLE TRUCK-
• Introducetroubletruckdriver(s)
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• Reminder–troubletruckisforemergencyrepairsand transport of disabled vehicles to the next stop, NOT a mobile garage. Advise that it will follow the tour route, so if a Classic deviate from the route in the tour book, the person will be on their own
• SafetyConsiderations:
* Disabled Classics should be off the road as far as possible
* Don’t gather around a disabled car unless you can be of help
* If you have stopped for photos or the view, or whatever, give passing CARavanners the “thumbs up”, so they will know you are okay
* Stress an accident-free, safe CARavan
OTHER-
• Gooverupcomingschedule,specialinstructions,etc.
Remind everyone that our purpose is to have fun. The CARavan rules are just common sense and should be kept at a minimum.
To promote friendliness, the National CARavan Committee strongly suggests that new dinner companions be chosen each night. We want everyone to leave the CARavan with at least one new friend. Special care should be taken to make first timers feel welcome.
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CARAVAN FINAL BANQUET CHECKLIST
A head table is not required for the final banquet. In fact, a simple podium often works best as it promotes a more intimate, friendly atmosphere.
Introductions by Coordinator:
1) National Directors, Officers, Past Presidents, Regional
Directors
2) Regional CARavan Committee Chairpersons and members
Facts and Fun: (This portion of the program should be used to have a little fun!)
1) Special Awards—The biggest “goof;” the most miles in a Classic to the CARavan, the largest family, etc.
2) Number of CARavans attended by members—(have everybody stand, then those attending their first CARavan sit, those attending their second, sit, etc.)
3) Facts and Figures—Number of miles driven, earliest car, latest car, person(s) that traveled the furthest to attend the CARavan, if desired.
Announcements of the next CARavans Awards: Deutsch
Crossett
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ACKNOWLEDGMENTS
When I became a member of the National Board in January 1987, my first job assignment was as a member of the CARavan Committee. Now, nearly 12 years later, my final job assignment is once again as a member of the CARavan Committee. In the interim, however, I also have had a few other jobs with the Classic Car Club.
Lee Davenport was CARavan Chairman in 1987 and undertook the long overdue task of writing a CARavan Handbook. His fine effort was very well received, but it recently became apparent that an updated version was needed.
With the encouragement of President, George Holman, and CARavan Chairman Dan Gernatt, writing a new CARavan Handbook became my final task for the Board. As a veteran of twenty-four CARavans to date, be assured it was truly a labor of love. What follows is the result of those efforts.
I would like to thank my wife, Betty, for all her help. She has been my co-author, editor, friend and soul mate. She deserves not only my thanks, but the appreciation of the Club as a whole for her efforts.
Jim Hull
October 1998
Past CARavan Chairman, Past President, and avid CARavanner.
Handbook Approved by the CCCA Board 6/2020
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The Committee would like to thank Jim and Betty Hull for providing this Handbook that has served as a framework for decades of fun-filled and successful CARavans.
This Handbook was thoughtfully revised with the help of many Club members to reflect the changing needs of current times. We wish to thank the following individuals for their input:
Steve Babinsky
Jim Cowan
Jeff DeMarey Lonnie Fallin
Ray Giudice
Dianne Kernan Dale Lillard
Dick Marrs
Jay Quail
Rich Ray
Susan and Skip Tetz Frank Wemple Vicki Zeiger
Appendix:
Sample Excel spreadsheets
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