MCASC Annual Roadeo
Request for Proposals
February 22, 2011 February 28, 2012
Proposals will be accepted for either years.
Deadline for Proposals: September 1, 2009
Response to RFP should be sent to:
Linda Morris, Motorcoach Association of South Carolina
106 Main Street, Brookneal, VA 24528
Telephone: 888-376-1150 Fax: 866-376-1156
Email: info@scmotorcoach.org
Day 1 Sunday
4:00 Board of Directors Meeting: 20 people.
Conference or hollow square seating. Coffee and soft drinks.
6:00 Social (on or off property)
7:00 Dinner (destination selects a venue within the area to showcase to the operators)
Guest rooms: 20 (attractive rate)
Day 1 may be used for a pre-roadeo fam experience. Destination can offer opportunity for Operators to experience attractions for group tours. Fam should conclude before the board meeting at 4:00. Routinely, the destination seeks sponsors for the board meeting refreshments.
Day 2 Monday
9:00 – 9:30 Continental breakfast for roadeo participants.
Sponsored by destination.
9:00 – 12:00 Registration
Two skirted tables outside or near testing area. Optional “goody” (information/gift) bag from destination for promotional brochures, sample itineraries for operators use in planning group tours.
10:00 – 11:00 Written test for drivers and mechanics: 25 contestants.
Classroom seating preferred. One skirted table for test proctor and test tabulator, with two chairs
10:00 – 12:00 Seminar for operators: 30 people.
Rounds or classroom seating. Screen and electrical access for laptop and projector.
11:00 – 12:00 Orientation for driving course
A large parking lot is needed for the driving course. Tape and traffic barrels are used to layout the skills course. Dimensions of 300 feet x 200 feet minimum. This can be a hotel parking lot, a convention center parking lot or other large area conducive to layout of driving obstacle course.
12:00 Lunch for all participants: 75 people.
Sponsored by destination.
1:00 – 5:00 Driving Skills Test in the Parking Lot
Coffee and soft drinks for 75 set on perimeter of parking lot or inside if in close proximity to driving course.
Sponsored if possible.
1:00 – 5:00 2 two-hour sessions for drivers: 15 people.
Rounds or classroom seating. Drivers are split in two groups. One group will drive the obstacle course while the other group attends the seminar and vice versa.
5:00 Awards presentation. Same location as lunch, likely. Podium/mic; skirted table for awards.
Other Information
Physical and dietary requirements
The host property will be notified of any special requirements of members attending the meeting prior to the meeting date.
Deadline for proposals
The deadline for receipt of proposals is September 1, 2009 so that a site inspection and decision can be made as soon as possible.
Considerations that may impact selection
The purposes of the annual roadeo are to provide a networking time for operators, a time for drivers and mechanics to demonstrate skill, and to give the destination an opportunity to showcase the area attractions for group tours. MCASC seeks destinations that want to attract motorcoach groups but may not necessarily have accommodations to host the annual meeting, thus giving exposure to the destination that it may not otherwise have. Sponsorships by the destination and its partners are a good way to take advantage of the opportunity to attract motorcoach groups and sponsorships help offset the cost of the Roadeo.
History
Feel free to contact Linda Morris if information is needed on previous locations or meetings.
Perceived Benefits to the Host Location/Property
Promotion of location and property in at least two issues of the MCASC newsletter to all members.
One free advertisement in the newsletter from the time of selection up to one year.
Contact Information
Linda Morris, Executive Director, Motorcoach Association of South Carolina
106 Main Street, Brookneal, VA 24528
888-376-1150 Fax: 866-376-1156 Email: info@scmotorcoach.org
I am open to discussion of any portion of this proposal and special considerations that may be given depending on circumstances of location and property for the mutual benefit of the location, property, and MCASC. I am open to suggestions that might enhance the experience for all parties concerned, especially the membership. I believe that the success of the meeting is priority.
Thank you for your interest in hosting MCASC’s Annual Coach Roadeo.
Linda Morris
2009 Coach Roadeo Schedule of Events: Hard Rock Café and Ripley’s Aquarium, Myrtle Beach, South Carolina
All events conducted at Hard Rock Café unless otherwise specified.
February 23
4:00 Board of Directors Meeting
Refreshments sponsored by Country Inn & Suites
6:15 Board Coaches
6:30 Welcome Reception for Board Members
Hosted and Sponsored by Ripley’s Aquarium
7:30 Dinner
Hosted and Sponsored by Jimmy Buffet’s Margaretville
February 24
9:00 Registration and Continental Breakfast
9:00 Orientation for Judges and Scorekeepers
10:00 Orientation for Written Test for Drivers and Mechanics
10:15 Training: What, Who, Why, How Operator Session
Ripley’s Aquarium
11:00 Drivers’ Orientation to Skills Course
12:00 Lunch and Business Session
Partially sponsored by Hard Rock Café
1:30 Driving Skills Test: All Drivers Mechanics Skills Test: All Mechanics
1:30* Driver Session: Customer Service and Safety
Ripley’s Aquarium
5:00 Awards Presentation and Door Prizes (Immediately following skills contest)
*Session will be repeated with one-half of the number of drivers attending each session. Operator and Driver education sessions held at Ripley’s Aquarium.