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									    Classic Car Show Planning Guide
                        Church Outreach for All Ages

 Vandalia Church of the Nazarene, 11th Annual Car Show (Oh io, 2006); Photo courtesy of Tom M idlam m

                                           By Gary Mathis

So, you are thinking about organizing a classic car show for your church as an outreach event.
You are looking for a different kind of event that will expose more of your community to your
church and more importantly to Jesus Christ in a low-threat manner. Automotive events,
especially those geared (no pun intended) toward classic automobiles are popular all over the
country and attract people of all ages. A cruise- in or car show (we’ll cover the difference later)
is a great outreach event that more and more churches are using as outreach events in their
communities. If your church has plenty of outdoor space such as a large parking lot or field or
access to such space, you can have a classic car event that will draw families and people of all
ages in your community. It’s an event that can work in urban, suburban, and rural environments.

Cruise- ins and car shows invoke nostalgia and interest in simpler times when cars dripped with
chrome instead of plastic. Imagine an outdoor event at your church where the parking lot or a
grassy area is full of shiny, old, classic cars while people casually admire the cars, meet new
people, and enjoy food and entertainment, all in a “low-threat” environment. Many guests will
be surprised they had a good time at a church event. It provides an opportunity for guests to
walk away with a more positive impression of Jesus, of churches, and “church people.”

This guide is designed to help you design your event, budget for your event, and conduct it. You
will need lots of help (more on that later) and of course, you will need to coordinate the date,
times, and details with your church leadership. This guide is classic car-centric but don’t forget
motorcycles, old trucks, late model street rods, and specialty vehicles such as hearses, old fire
engines, military Jeeps, etc. that often participate in these events.

Manage your expectations. It’s hard to predict the turnout for your first event. Talk to those
who have organized other cruise- ins or car shows in your area (at churches and other locations)
to find out what their first year turnout was and how much publicity they did. Turnout in the first
year may be disappointing despite a massive publicity campaign. If you inject professionalism
into the event and demonstrate sincerity that you appreciate the turnout of those who brought a
car and those who came out to enjoy a car show, you will get repeat turnout and new attendees in
successive years. Your event must prove itself and establish a positive reputation. It will grow
as you repeat it. Don’t forget to pray regularly while planning your event and trust the Lord to
accomplish His will during the planning and execution of the event. Keep in mind that high
attendance numbers are not always part of what the Lord wants for an outreach event.

To get a small sample of churches who organize car shows, visit these websites:

About the Author
My name is Gary Mathis. I grew up fond of old Mustangs. My first car was a 1968 Ford
Mustang I bought in 1984 for $650. Even though I never fully restored it and
it was lime green, I wish I still had it. I now have a family and will wait a few more years before
purchasing and restoring my new dream car which is a Studebaker hardtop coupe made between
1953 and 1955. So, I’m actually a wannabe classic car owner at the moment. I discovered what
a huge subculture showing classic cars is when my Dad visited me for a week in Ohio a couple
of years ago. I took him to a local cruise- in at the Steak and Shake and then I soon discovered
that these events were going on all around me and all over the country every weekend. I also
discovered that churches were also organizing them as well and I decided to organize a cruise-in
at my church. It drew 45 classic cars its first year and more the next year. I have recently
relocated to Iowa due to a job transfer and when things settle down, I’ll work on putting one
together here. My former church in Ohio plans to continue this as an annual family outreach
event. I learned a lot putting those two events together, especially from my mistakes. I also
learned a lot attending other cruise- ins and car shows.

A Cruise-In or Car Show as an Outreach Event
A classic car cruise- in or car show is the kind of outreach event that
( labeled a “no
invitation required” event. It can be a “lead- in” to new folks exploring what your church has to
offer and to unbelievers becoming more open to Jesus. It can lead to new relationships and
connections to people who otherwise would not be on church grounds were it not for a car show.
It’s not necessarily a “Christian” event like a Christian music concert or drama would be.
However, your cruise- in or car show will look a lot like ones held all over the country in parking
lots and fields at strip malls, schools, parks, restaurants, and other locations. They are becoming
increasingly common as a church outreach event. Almost everybody likes to see shiny, old cars,
whether or not they know a spark plug from a tire jack.

Your audience will be varied and they can grouped into three categories. First, there are the car
owners who drive and restore the cars you want to have on display. They are often in their 50s
or older although it’s not a rule of thumb. Obviously, they are the star attraction of your event.
They enjoy attending cruise- ins and car shows in their area (some are willing to go considerable
distances), talking car tech with fellow car enthusiasts, and putting their cars on display for
others to appreciate the history and style of these old cars. They know where to go to get a 50
year old rusty bumper re-chromed or where to get new rubber molding to fit a 1937 Plymouth
coupe front windshield. They have lots of time and money invested in these vehicles and you
should ensure they get a warm welcome. When publicizing your event, you’ll need to target
your publicity in two different directions – one to car owners and one to spectators. More on
publicity later. The second category of your audience is the un-churched who likely are not
believers. Many of the car owners may also fall into this category. The third category is those
who are from your church or other churches in your area. Of course you’re glad t his third
category is there (for one thing, you need plenty of them as volunteers), but as an outreach event,
you are really trying to focus on the first two categories.

The most important element of organizing your event is to make sure the car owners and the
spectators get some low-threat exposure to the gospel and your church. Three important aspects
of your event toward this end are your registration process, goody bags, and “minglers.”

Registration focuses on the car owners, the star attraction of your event. Registration allows you
to personally welcome each car owner to your event and thank them for publicly displaying a car
they have put lots of time and money into. You’ll get contact information so you can thank them
again after the event and invite them to next year’s event.

You’ll need a table or booth to conduct registration and a standard registration form. See
Appendix 1 for a sample registration form. You can also Google or Yahoo search for “car show
registration form” to find many others to use as samp les.

If you are conducting a judged car show with an entry fee, consider having a pre-registration
period. Pre-registration usually gives a discount for early registration with the reduced fee
mailed in. The entry fee goes up on the day of the show. This is a good incentive to encourage
turnout and to get a good idea of how large a turnout you will have.

Goody Bags should be given to all attendees – car owners and spectators alike. It acts as a seed.
The goody bag is where you can include small gifts or trinkets (e.g. a pen or fridge magnet with
your church logo on it) as well as information about your church and gospel tracts. They can be
passed out to car owners at registration and you can have volunteers pass them out to spectators
as well. Recipients can sort through the contents at their leisure. See Appendix 2 for a sample
checklist of what to put in your goody bags.

Minglers are people who are designated to walk about during the event and casually talk to the
car owners and spectators alike. Their purpose is to connect a friendly name and face to the
church building and just talk to the car owners and spectators. I recommend they wear a badge
or clothing that identifies them to your church. Obviously, the most common conversation
starter will be about cars and from there, wherever the Lord leads. Some guests will likely ask
questions about the church and/or spiritual matters. Minglers can offer facility tours to guests
contemplating a Sunday visit. Most conversation won’t go beyond cars and other small talk but
each person will have the goody bag contents which may prompt them at a later point in time to
seek Christ through a church or other path.

Other Outreach Tie-Ins: Do you wish to tie- in this event to other events and ministries? Maybe
there is an upcoming youth event, a spaghetti dinner, a free oil change event for single mothers,
an ongoing mom’s ministry, a men’s social, a ladies get-together, a musical, a special seeker
service, etc., that can be publicized at this event. It’s easy to do. Have an MC periodically
announce them or “interview” the person who can give all the details. Put flyers about these
special events or ministries into each goody bag. Have your minglers talk it up with the folks
they meet. Have informational signs posted at a church information table or information board.

Is There A Difference Between a Cruise-In and a Car Show?
Yes. A cruise-in usually does not award prizes and trophies whereas a car show usually does. I
say “usually” because sometimes the two terms are used interchangeably. Categories for awards
and trophies come in a wide variety, such as “Best Paint,” “Best 50’s Car,” “Best Unrestored
Classic,” “People’s Choice,” “Pastor’s Choice,” “Best Muscle Car,” “Best Import,” etc. A
cruise- in is usually a more casual affair. Cruise- ins and car shows often have several other
features such as music (live or music CDs), door prizes, dash plaques, and food and drinks.

Cruise- ins generally do not charge a registration fee for car owner participants whereas car
shows normally do in order to subsidize the cost of the awards and other expenses. Car show
registration fees are typically $5 - $10 per car. Spectators are usually not charged a fee in either

I recommend cruise- ins (without awards), especially if this will be your first classic car event.
Cruise- ins are more inclusive and simpler and cheaper to conduct without awards. A car show
can keep some car owners home that have not yet (or just can’t) invest a lot of time and money
into restoring their vehicle to show winning condition. I personally don’t mind admiring a rust
bucket of a 1953 Buick Skylark that was just pulled out of a barn where it sat and deteriorated
for 27 years and still smells like mouse urine inside. That is an extreme example but you get the
idea. Cruise- ins can bring out more of the “daily driver” classics that are still intriguing despite
their rust and imperfect interiors.

You can also do a hybrid event where car owners who want to compete for awards can pay a
registration fee and get a numbered windshield placard for reference by the judges and park in a
designated “show car” area. All others park in a different area for the cruise- in.

If you want to have a lot of family and kid oriented elements as well as the car-related elements,
you may want to call your event a Classic Car Fest or something similar.

Another variation is a multi-day event. One format could be a cruise- in on a Friday night
followed by a judged car show/car fest on Saturday. City downtown areas and parks often have
these types of events.

Decide early what kind of event you want to have.

Supporting a Charity or Non-Profit Organization
Whichever type of event you organize, consider partnering with a well-known charity or non
profit organization in your area. Some churches advertise proceeds go directly to church
ministries such as the youth group, a building fund, a playground project, etc. However, I
believe supporting and partnering with a well known charity or non-profit organization can
create a wider appeal in the community to those unfamiliar with your church’s beliefs and
ministries. Proceeds from registration, food sales, t-shirt sales, etc. can be donated to the
selected charity or non-profit. Examples include the Red Cross, Habitat for Humanity, a local
homeless shelter, a local food bank, etc. An event benefiting a food bank could have the

“registration” or “admission” fee be grocery items. The selected beneficiary might even provide
volunteers and participate in publicity. Regardless of the beneficiary you choose, keep your
event outreach focused rather than focused on fundraising. If you sell food, keep the prices low
(e.g. $2 for a burger, chips, and soda). The low price advice also applies to merchandise you
might sell such as commemorative t-shirts. If you have a registration fee, keep it as low as you
reasonably can.

What Kind of Cars Should I Expect?

“Classic cars” generally refers to cars from the early 70’s and older although there are strict age
and make/model definitions for serious enthusiasts. Many events are advertised as open to all
classic vehicles. Other events get specific with age (e.g. pre-1977). You are likely to end up
with a mixture of original vehicles of all conditions, restored vehicles, “resto- mods” (cars that
look original but have modern or high performance drivetrains), customs, hot rods, street rods,
old trucks, newer or old motorcycles, and possibly some “specialty vehicles” such as hearses,
military vehicles, old fire trucks, and old police cars. In some parts of the country, old tractors
and other combustion engine farm equipment are also featured. All of this variation can make
award categories tricky. Be specific about what you want in your advertising or leave it as
“open to all classic vehicles” and enjoy what arrives.

Here’s a side (and true) story on old hearses since having one or more on display is one way to
get your guests to think about life after death: I was at a car show where the vehicles all had
placards in the windshields identifying year/make/model/special features. In the special features
box of the placard, the owner of an old Hearse had written “plenty of legroom.” Ha!!

I’m Still Interested, Please Tell Me More About A Format
“Market research” is an important step to determine your format. This can be really fun because
you visit other cruise-ins and car shows to get ideas for yours. It’s like being a restaurant critic
or movie critic for the local newspaper if you like to eat or watch movies. It’s also a good way to
line up volunteers you’ll need later by getting other folks to go with you and to get them excited.
Car owners and spectators alike who are experienced at going to cruise-ins and car shows will
expect to see some degree of quality, organization, and turnout that they are used to at other
events. Therefore, your event needs to come across as professionally conducted as possible.
Begin planning at least three to six months in advance. You might also have some classic car
owners in your church that attend these events who you can tap into for ideas and information.
Go to a few and you’ll quickly put together the format you’ll want to utilize (plus there’s plenty
more information to follow in this guide).

You can also get ideas by researching other cruise- ins and car shows on-line. Contact some of
the organizers and ask questions. See Appendix 3, Car Show Websites for information about
past and upcoming events. See also Appendix 4, Activities and Features for format ideas.

Here are the minimum features I recommend you incorporate so that as soon as you set a date,
you can begin publicizing your event while planning further details:

                     Determine event type (cruise- in, car show, hybrid, multi-day, or car fest)
                     Determine fee for entry (if any)
                     100 dash plaques (more about those later)
                     Food
                     Music
                     Games
                     Door prizes

How Much Should We Budget?

This depends on several variables but here is a sample budget (costs may vary widely):

Item                             Estimated        Comments
Dash Plaques (qty. 100)          $120             Find local or on on- line source
Food and drinks (burgers, hot    $1.75 per person Shop at warehouse club such as Sam’s
dogs, softdrinks, chips)                          Club or Costco. Find out return policy
                                                  for leftovers in advance.
Flyers (5,000 copies @$.07ea)    $350             Your church probably has a reliable
                                                  copier to reduce or eliminate this cost
Flyer design                     $25              Priced from FedEx Kinkos but you
                                                  can probably do it yourself. Be
                                                  careful with clipart copyrights.
Banners (qty. 2 – one mounted    $100             Sample price for 3’ x 6’ banners from
each side of sandwichboard in           
front of your church)
                                                    Not required if your church already
                                                    has street signage that you can use.
Newspaper listing in             $40                Print and on- line combination
Classic/Antique Autos for sale
Various signage for parking      ?                  Church members might donate time
flow, information, etc.                             and materials to build and paint signs
Doorprizes                       ?                  Reduce or eliminate with donated
Doorprize tickets                $7                 Sample price from Office Depot for
                                                    roll of 2,000

Commemorative t-shirts to        $6-7 each           Quantities, design, and markup up to
sell at event                                        you. Sample price from
Canopies                         $100 each           Your church may already have some
                                                     or you may find church members who
                                                     have one to lend
Bounce house rental              $125                Companies who rent bounce houses
                                                     normally rent out other games you
                                                     might be interested in
Awards                           $8-25 per award     Find locally or order on- line
Portable toilets                 ?                   Estimated crowd and event duration
                                                     determines quantity
Sound system rental              ?                   Reduce or eliminate this cost with
                                                     church band/worship team equipment
DJ (optional)                    $25-$50 per         You can likely find someone at your
                                 hour                church to play recorded music
Band                             $250 -$1,000        Reduce or eliminate cost with church
                                                     worship band/team; church volunteer
                                                     musicians; youth band, etc.

This Might Get Expensive, What About Sponsors?

Getting local businesses to be sponsors can help immensely. Sometimes sponsors are listed on t-
shirts, listed on signs and information boards, and thanked over the sound system by the MC.
Offer potential sponsors options to be recognized and leave it open for their suggestions. Some
may want to underwrite specific parts of your budget. Some church members may be business
owners who may be interested in being a sponsor. There may also be some church members (or
event planning committee members) who may want to underwrite specific parts of your budget
without any special recognition.

Setting a Date
This is one of the most important aspects of planning your event because there may be
competing events. Avoid competing events the best you can to optimize your turnout. Saturdays
are most common during the months that it is still pleasant to spend several hours outdoors with
a low chance of rain. This generally means late Spring into early Fall (if you live in Florida, you
can do it any time of year). You’ll also need to determine if your event will be “rain or shine” or
if you will have a rain date (usually the following Saturday). If you have a rain date, ensure you
note that on your flyers and everywhere else you advertise your event. Try to schedule your
event in the middle of or near the end of the car show “season” so that you have time to research
earlier events and pass out flyers for your event at the earlier events.

Many events “claim” the same month and weekend every year for consistency and to get
established in each car owner’s “personal car show circuit.” Car owners pretty much have their
calendars marked with the events they’ll attend before the season gets underway and add a few
more during the season as they learn about them. Hopefully, you’ll be able to establish a regular
date such as “the cruise- in that’s always on Saturday of Father’s Day weekend” or “the car show
that’s always the third Saturday of August.”

In coming up with your date, thoroughly research where and when there will be other competing
events so that you avoid (or at least minimize) competing with other events nearby. Your local
newspaper may have a regular car show listing in its automotive or community happenings
section. See Appendix 3, Classic Car Show Websites for past and upcoming events near you.
Note the dates and weekends of past events from the year prior because more often than not, the
same event will be held again the same month and weekend in the following year. You can
contact the organizer of the past event to confirm if a nd when they will have this year’s coming
event. Your local convenience store or grocery store may have those “Cars For Sale” booklets in
a rack or vending machine near the exit and some of those list car show events. Your local auto
parts store, chicken wing restaurant, sports bar/restaurant, etc. may have flyers posted about
events. Note: Wherever you find information about events in your area is where you want to
post information about your event when you get the details ready. You’ll likely find that a few
other churches in your area are conducting them as well. If you must conflict with other events,
do so with events that are as far away as possible from yours and try to avoid conflicting with
other churches.

How Do I Publicize This?

Your publicity effort must start early and must be aggressive. Your turnout is dependent on it.
Do not try to do it all alone. You (or your Publicity Officer) will need help, especially with
passing out flyers at other cruise-in events. Your time and effort will be limited, so concentrate
your greatest effort on getting car owners to bring out their cars. Here is what I recommend for
your publicity blitz:

Flyers: The most effective way by far to publicize your event is by visiting other car events
during the season and passing out flyers to everyone that has a car on display. This is because
you’re meeting people who have already demonstrated that they (1) own a classic car and (2) that
they take it out to car shows. Plus, you get to have fun visiting car shows while passing out
flyers. Try to find out how many cars last year’s event drew before you go so that you bring
enough flyers with you. You may easily pass out 5,000 flyers up to the date of your event.
Normally, cars on display will have their windows rolled down and the owner is nearby, often
sitting in a lawn chair behind the car. It is customary to walk through and drop a 8 ½” x 11”
flyer with the pertinent details through the window and on the front seat. There will likely be
other people dropping in flyers for other events. Be careful not to touch the cars! Often, the
owners will ask you about the event on your flyers. Your flyers should have the basic details.
Simply list music if you have not yet decided on live band or music CDs. Simply list various
awards if you have not yet determined award categories if you are doing a judged car show. I
recommend having your flyers on 81/2” x 11” colored paper with some car related clip art. A
professional looking flyer is not hard to create and you can find clip art on the Internet. Update

your flyers as additional details get sorted out. To get ideas for details, graphics, fonts, colors,
etc., go to: or search the Internet for “car show”, “cruise-in”, and “car show
flyer.” You can expect a 5%-10% turnout from those who receive a flyer at an earlier event.
That might sound like a low rate but it is the most effective way to reach car owners about your
event and indicates how early and aggressive your publicity effort needs to be.

More Flyers: Hang up flyers (with the manager’s permission) at gas stations, auto parts stores,
paint and body shops, car restoration shops, car dealerships, custom motorcycle shops,
motorcylcle bars, sports bars, BBQ and chicken wing restaurants, root beer stands, 50’s style
diners, etc. Some restaurants have a car theme (such as the Quaker Steak and Lube chain) that
makes them a natural place to put a flyer on a wall or leave a stack on a counter corner. Of
course, always ask the staff if you can post a flyer and/or leave a stack. Your local grocery store
might have a community bulletin board near where the free real estate and other free publications
are located. Periodically check stacks left on counters and tables to see if they need replenishing.
If you’re really ambitious, you can even have people carry around a few flyers as they are out
and about. When they see a classic car in a parking lot, they can put a rolled up flyer in the door
handle or put one under the windshield wiper as a semi-personal invitation. I’ve even knocked
on homeowners’ doors and given them a flyer if I saw a classic car in their driveway or garage.
One wife wished I was there to offer to buy any or all of her husband’s collection of 1960s Ford

Find and Invite Classic Car Clubs: There are likely to be local clubs and local or regional
chapters of national clubs in your area. They usually have websites which list their events or
they might publish a newsletter to their members listing events. Get your event on their
calendars and you’ll increase your turnout. See Appendix 5 for car club websites.

Local Newspaper: Your local newspaper probably has an automotive section (mostly ads) that
comes out on Saturdays or Sundays. It probably lists car related events for free if you send in the
details. You can also advertise in your newspaper’s classics/antiques car for sale section. Folks
who are looking for what’s for sale might want to check out a show. People who have a classic
for sale might want to bring it out to your event and put a for sale sign in the window while it’s
on display. Your community might have a weekly Penny Saver (or similar) publication that you
could put an ad in for your event.

The Internet: Start with your own church website. List your event on all the sites in Appendix 3
and look for others. Check back on each site after a few days to a couple of weeks to confirm
your listing and send in any corrections if necessary. The listing doesn’t always get added
instantly, nor does it always get listed correctly.

Your own church property: Use existing electronic or letterboard signs, put up banners, put up
homemade sandwich board signs, etc.

Other sign boards: Maybe a local business such as a gas station or restaurant has an electronic or
letterboard sign that they wouldn’t mind putting up a short message for you such as “Car Show
at St Lukes Saturday 11-3.”

Radio and Community Television: Local radio stations and community television stations might
announce your event as a public service announcement.

I Obviously Need a Publicity Committee, What Other Planning Tips Are
As mentioned earlier, start planning and publicizing at least three to six months in advance and
set your date as quick as possible while trying to minimize date conflicts with other events. See
Annex 6 for a checklist to help you plan your event. The checklist will include some of the items
that will drive your budget as well.

You’ll want a core of 3-4 people. A men’s group, bible study group, adult Sunday School class,
etc. might provide your core group of key leaders. Your team can be organized in endless
variations and some people will likely have multiple roles. Organize your team around the
elements you want to build into your event (see Annex 4). The event coordinator should make
extensive use of checklists and due dates. To get volunteers to help on the various committees,
have a pastor make an announcement during your worship service about the event and the need
for volunteers. The announcement should direct the congregation to visit a “sign- up” table
outside the sanctuary after the service. The sign- up table will have sign- up sheets for each major
committee you want to form. Here are some potential job descriptions for your committee
heads/key volunteers:

Event Coordinator (EC): The EC develops the vision, purpose, and desired outreach results of
the event and coordinates with church staff as necessary (especially for budget requests). The
EC recruits volunteers and gets them started with clear direction. The EC has regular contact
and meetings with key volunteers to check progress, identify and solve problems, and make
decisions. Meetings open with prayer, have an agenda, assign action items to specific people,
follow-up on previously assigned action items, disseminate information, and get group input to
make decisions. The EC should be enthusiastic. The EC visits other car events with other team
members and volunteers to get them thinking about ideas and requirements from the perspectives
of their assignments. The EC should also monitor the weather forecast and pray for a rainless
day. The EC is the single point of contact. The EC’s name and phone number goes on your
flyers and advertising as a point of contact for car owners, car clubs, potential vendors and
sponsors, etc. to call and ask questions. The EC develops a schedule of events (registration
times, judging times, doorprize giveaway times, announcement and interview times, etc.) and
ensures all necessary people are aware of the event. The EC walks around during the event and
ensures everything is going smooth. The EC may want to have one or two floaters in
accompaniment in case something needs to be fixed, fetched, etc. Depending on how busy the
schedule of events is, the EC may want to have one or more event schedules posted on a
chalkboard or markerboard set up on easels on the grounds. Printed event schedules could also
be included in goody bags.

Master of Ceremonies (MC): The MC makes announcements about upcoming activities planned
for the event (e.g. doorprize giveaways, band introductions, etc.), interviews car owners about

their cars, invites the public in attendance to other outreach events, interviews someone
representing the charity or non-profit organization your event may be in support of, etc. The MC
should also periodically thank all guests for being there, thank the car owners for bringing out
their cars, and thank sponsors and volunteers.

Mingler Officer (MO): The MO recruits outgoing people (male and female/various ages) to talk
to the car owners and guests at your event. The minglers do not have to be car experts. They
just need to be willing to talk to people. The mingler team (5-10 persons) strives to have a short
conversation with all of the people in Category 2 to make them feel welcome. They will be busy
and hopefully have opportunities to turn conversations to spiritual matters. Note: I tried a
church information booth staffed by volunteers who would talk to visitors and hand out printed
information about the church but the booth was ignored by the crowd. Thus, I’ve become a
believer in including information in the goody bags and having minglers as two forms of
“active” rather than “passive” interaction with guests.

Publicity Officer (PO): The PO will need lots of helpers. The PO plans all of the publicity
efforts from pages 7 and 8 above and recruits people to carry them out. The primary publicity
efforts are passing out flyers at other car show events and contacting car clubs. The PO can also
be responsible for arranging the development and printing of hundreds (if not thousands) of
flyers. The PO therefore may want to recruit someone skilled in graphic arts within the
congregation. The PO should recruit a photographer to take lots of photos during the event.
After the event, the PO could submit a couple of photos and a short story for the local newspaper
to print.

Photographer (PhO): The PhO takes lots of pictures. Digital is preferred so that they can be
easily uploaded to websites and e- mailed. Pictures should include those of each car owner with
their car, general crowd and parking lot shots that show your turnout, and shots of your
volunteers and key workers in action. The PhO should know the schedule of events to make sure
shots of key activities are captured.

Dash Plaque Officer (DPO): The DPO arranges the design and production of at least 100 dash
plaques and ensures they get placed in the goody bags for distribution to the car owners during
registration. The design should also be used on flyers (but don’t hold up passing out flyers
while a design is being developed). The design can also be used on commemorative t-shirts if
you decide to sell them. See #5 in Annex 4 for more dash plaque information.

Logistics Officer (LO): The LO has several miscellaneous duties that will require many
volunteers. They can include signs (to the event, parking signs, bathroom signs, etc.), banners,
parking plans, power and water for the food booths and vendors as required, port-a-potties,
sound system set- up, table/chair/canopy set-up, trash can placements, tear-down and clean- up,
game layout, etc. Set-up should begin a few hours before your registration time. Some setup can
occur the day before the event. The LO can also work closely with the EC to determine where to
locate games, the band stage, registration table, etc. so that there is a good flow for parking,
registering, etc. The LO may need to recruit parking porters wearing orange vests or other
distinctive “staff” clothing to direct cars as they arrive.

Entertainment Officer (EO): The EO coordinates music, a Master of Ceremonies (MC),
childrens’ games, and other activities you plan to have at your event.

Food Officer (FO): The FO organizes the food booths and/or food vendors. The FO recruits
volunteers as necessary, set-up and tear-down support, arranges for the food and drinks to be
purchased, organizes supplies such as grills/charcoal/ice chests, The FO ensures proper city
and/or county permits are in place for both church sponsored food service and/or food vendors.

Doorprize Officer (DO): The DO recruits people to solicit doorprizes from local businesses and
arranges the procedures for doorprize tickets, drawings, and timings of giveaways. The DO
should spread out the giveaways so that people don’t leave after they are all gone. Some prizes
will probably be “better” than others, so those should be saved for last. The DO may want to
coordinate with the MC to ask a child to volunteer to draw from a hat at each giveaway.

Awards Officer (AO): For judged shows, the AO designs the award categories, arranges the
selection and purchase of the awards (plaques, trophies, mini- gas pumps, etc.), how the awards
will be presented (by the MC, by the EC, by the Pastor, etc.), and the timing for the award
presentations after judging is complete. The AO also determines the judging procedures.
“Participant Judging” is recommended so that no questions about fairness or judges’ expertise
arise. During planning, the AO should narrow the choices before meetings and make
recommendations in the meetings.

Please Tell Me More about Awards and Judging
My general recommendation is to have a cruise-in without awards but in some areas, awards are
the norm. Do your research into local events and ask around to find out what is most prevalent
and preferred. Unless you have experienced old car hobby people to be good car show judges, I
would forego judging and awards. A judged show can easily get a bad reputation if the judges
are perceived to be unfair or not experts about what they observe. Some car shows deduct points
if the radiator hose clamps are not authentic. As an outreach event, you don’t want your event to
get a bad reputation among the people who are usually both the visitors and “star attraction.”

If you are curious about how a serious car show is judged, read about Super Chevy car shows at:

If you want to read car owners thoughts on judged shows, read comments posted on a MOPAR
(vehicles made by Chrysler) message board at:

If you go ahead with a judged show, consider a combination of participant judging and Special

Participant judging means that the car owners will vote and turn in ballots to people you
designated to tally up the votes. You will probably want to exclude your congregation members
who bring a car from being eligible for awards as a gesture of ensuring fairness. The car owners
will be your “experts” and you can tally up their votes to make your awards.

There are many ways to establish the award categories. Your show turnout will probably have a
combination of various years, makes, and models that are unrestored original cars, restored to
original condition cars, “resto mods” (cars that look originals but have modern drivetrains and
safety features for better driveability), customs (cars modified with custom paint jobs and high
performance drivetrains), hot rods (extreme customs), and other miscellaneous vehicles such as
fire trucks, military vehicles, etc. With all this variability, you need to have a fairly simple but
inclusive awards system. It can be confusing and even controversial about how to categorize a
particular car. Participant judges’ ballots don’t necessarily have to distinguish all of these
variables and they can vote for cars that impress them for any reason. A simple system could be:
            Best of Show (top participant vote getter)
            Top 10 (top 10 participant vote getters - or more or less depending on your expected
         turnout and awards budget;)
            Farthest distance traveled (your registration form should ask how far each entrant
            Special Awards (see below)
            Other variations
             o Top 5 decade (pre-1920s, 1930s, 1940s, 1950s, 1960, 1970s)
             o Top 5 Hot Rods/Customs

Special awards are for cars selected by “distinguished guests” who may be community leaders,
the pastor, or sponsors. Don’t be surprised if the Fire Chief selects a fire truck or a custom car
with flames on the hood and front fenders!

          Fire Chief’s Choice
          Police Chief’s Choice
          Mayor’s Choice
          Pastor’s Choice

You could also add “People’s Choice” spectator judging to the mix and have a “People’s
Choice” award and “Peoples Choice Top 10” group of awards.

Your team will also need to decide what the awards themselves will be. They generally are
either trophies or plaques of various designs and sizes. You should be able to go to local tropy
and award shops to get them made and see samples. There are also severa l on-line sources.
Below is a short list of the many on-line companies that have pictures of what they sell to give
you ideas for design and cost:

What Should I Do After My Event is Over?

Your work is not quite done after the last car drives away and the clean up crew finishes. Here
are some things that should be done post-event:

          Outreach follow- up: Interview the minglers and note any particular noteworthy
       encounters they had with guests and determine if there is any follow-up to be done.
          After Action Report: Compile a list of lessons learned from yourself and from your
       team. Note what went well, not so well, and what can be improved, added, deleted, etc.
       Anaylze other results from your registration forms: How many of the car owners were
       from outside your local area and how might that affect your publicity next year? How
       did they learn about the show and how does that impact next year’s publicity? How
       many car clubs were represented and were there any new ones you were not already
       aware of? Those new clubs can be invited next year.
          Invitation List for Next Year: Compile a spreadsheet of car owner attendees from
       your registration forms so that the car owners can be easily invited by e- mail or snail mail
       the following year. Of course, next year’s publicity will seek an even larger turnout but
       you can count on at least a fourth of those who turned up the first year.
          Send thank you notes signed by your pastor to the car owners who attended.
       Personalize the notes by name and the particular car they brought (noted on the
       registration form). Along with the note, include a photo print taken by your photographer
       of them taken next to their car or list a website where they can view and download the
          Post pictures of your event on your church website and other car show websites that
       will host them. When you advertise your next event, the church website will be on your
       flyers where potential attendees can get current details as well as an idea of what to
       expect from last year’s photos. Showing your turnout is important, so be sure to upload
       pictures of your parking lot or field full of cars in addition to close- ups of specific cars
       and activities.

The End (but not really, there’s several appendixes that follow)

I hope you find this guide useful. If you have comments or suggestions, please e- mail them to
me at:

                                           God Bless!

                     Appendix 1, Sample Registration Form

                                      Show name
                                       Show date
                                      Show times
                                  Show address/location



City:______________________ State:_________ Zip Code: _______________

Phone: ____________________ E-Mail: ________________________________

Vehicle Year:____________ Make: _________________ Model:____________

Club Affiliation: ____________________________________________________

How did you hear about our show?

        Flyer           Newspaper               Website              Sign

        Radio            Television


Would you like to be contacted about other church events?
     Yes             No

(some registration forms have a liability release statement but I don’t really know
how effective or necessary they are)

Appendix 2, Sample Goody Bag Checklist
General: Goody bags should be given to all car owners and all spectators. I recommend you go
to a local auto parts store, and ask them for a quantity of their medium size plastic bags. They
will get free advertising with their logo on the bags being handed out and you’ll get free plastic
bags to reduce your costs (while there, ask if they want to donate any doorprizes). In the goody
bags for the car owners, include their dash plaque and door prize tickets. Here are some ideas of
what to put in your goody bags.

   Dash plaque (in bags for car owners only)
   Doorprize ticket (in bags for car owners only)

   Gospel tract
   Various church ministry flyers or pamphlets
   Special event announcement flyers (concert, car wash, youth event, men’s or ladies
       social, etc.)

    with your church logo and/or sponsor logo on them (pens, note pads, mouse pads,
       can holders, frisbee, fridge magnets, chip bag clips, etc.)

   Christian DVD such as “Jesus: Fact or Fiction”, “The Jesus Film”, or “The Chronicles of

    of Christian music (perhaps recorded by your church worship team or other local or
       national Christian artist)

    request card

   Schedule of Events if you have a busy list of activities going on which may also include a
       map of the grounds where different things are happening

                         Appendix 3, Classic Car Show Websites
Use these websites to:

   Find other events in your area in order to deconflict the date for your event
   Visit other events to get ideas for your event
   Visit other events to pass out flyers about your event
   Advertise your event by listing them on these sites

Note: Check these sites often, especially after the “season” gets underway, as new events are
added frequently and individual event information can change. This is not an exhaustive list.
Google or Yahoo for other events that may be advertised on other websites. Your local
newspaper may also have a website that will allow you to post this in a community events
section. (searchable by state, free to list event, lots of car photos) (searchable by state, free to list event) (searchable by state, free to list event) (searchable by state, free to list event) (lists car clubs and events in Ohio) (list your event on- line and in print in Hemmings Motor
News up to 50 words free. Hemmings Motor News is a premier collector and classic car
resource). (searchable by state, free to list event, $5 to include a printable flyer
about your event; look at flyers of other events to get ideas about designing your flyer) (newsstand and subscription publication; free to list events on
website) (searchable by state, free to list event) (searchable by region, free to list event on- line and in magazine) (click on events link under Extras menu; searchable by state and date,
free to list event) (covers Ohio and surrounding area; free to list event; Big Al is a great
guy and can include you on his free e- mail list for updates) (searchable by region, free to list event)

                                                                                                  18 (parts vendor, free to list
events) (car care product company, sponsored events listed) (for Ohio events - photos taken and posted by Tom Midlam;
calendar of events for Ohio)

                                       Printed Calendars:

Note: These calendars are purchased by classic car owners and enthusiasts and list car related
events, primarily cruise-ins and classic car shows. They can make good door prizes or awards,
especially if your event is fairly early in the “season.” Note: Free to list your event. Calendar cost is $9
each and event information is required by the end of January each year. See website for updated
information. Note: $10 to list an event. The calendar covers six
states: Indiana, Kentucky, Ohio, Pennsylvania, Tennessee, and Michigan. Calendar cost is $19
and event information is due in mid-March each year. Ask them about donating a trophy to your
event. See website for updated information.

                                     Motorcycle Websites:

If your show is open to motorcycles, remember to say so in your advertising. Most motorcycle
events feature a ride but some motorcylists don’t mind parking it for a car show. You might get
an old Indian, classic Harley, or an amazing custom out there. Your best bets are to post flyers at
motorcycle friendly bars/sports bars, motorcycle shops, and custom motorcycle shops. You may
also be able to find a Christian motorcycle club that will make a showing. With that being said,
here are a couple of motorcycle websites: (free to list event) (free to list event)

                          Appendix 4, Activities and Features
As stated in the Introduction, it is important to have a professionally conducted event that
welcomes its attendees and offers them a few hours of fun. Below are special features and
activities to add to your event.

   1. Canopies (highly recommended): You’ll want to have your key functions such as
      registration, food and drink sales, doorprize table, information booths, face painting for
      kids, etc. under canopies for shade and a professional image. A few of these strategically
      placed will draw the interest of your guests better than just a table set up somewhere in
      the grass or parking lot. Label them with nice looking signs or banners. You might also
      want to consider having one or two canopies set up with chairs for those guests who just
      want a break from the sun. Sizes between 8’ x 8’ and 12’ x 12’ are commonly used and
      your church or some church members may already have some you can use. The 12’ x 12’
      model shown below is from Walmart and costs about $100. If you have the budget, you
      can go much larger and elaborate.

   2. Music (highly recommended): Music is a staple at nearly all events and you have a wide
      range of choices of how to include music in your event. Non-church affiliated car show
      events often features popular secular music (either recorded or live) from the 50’s to the
      70’s but you’ll want to carefully screen the lyrics first. For example, the classic 50’s
      song “I Found My Thrill on Blueberry Hill” can be taken in a way that is not
      “wholesome.” You can instead opt for contemporary praise music, Christian rock and
      pop, gospel, Christian country and bluegrass, or a combination of all the above. You
      might want to have your church praise band play a few sets or maybe your youth group
      has a budding band who might like the exposure. In between the live performances, you
      can play music CDs to fill the gaps. You could also hire a professional band but that can
      easily cost several hundred dollars and up. One thing you will definitely need is a good
      sound system that will cover the area of your event outdoors. Plan to have multiple
      speakers to cover as much of your outdoor area as possible. Determine your sound
      system needs early in case you need to rent equipment or even bring in a mobile DJ.
      Your MC will also be using the sound system you employ.

3. Master of Ceremonies (highly recommended): Your MC is a critical part of the event
   that will help make it professional. Ensure you enlist someone who sounds natural and is
   comfortable on the microphone. The MC should periodically welcome your attendees
   and thank them for coming out (you will have people coming and going). The MC can
   make announcements, discuss what the proceeds will be used for, thank your volunteers,
   etc. One feature I would recommend is to periodically bring up some of your car owners
   to be “interviewed” about the stories behind their car (its purchase, history, restoration,
   etc.). Your MC might be doubling as a DJ so if you need to, have a “rover” ask car
   owners in the crowd if they would like to go up and be interviewed by the MC at
   designated times.

4. Food (highly recommended): Picnic fare is generally the standard. A menu such as
   burgers, hot dogs, sausages, sodas, bottled water, chips, and cookies will please almost all
   comers. You can also add your own (or rented) popcorn machines, snow cone machines,
   or cotton candy machines. At a minimum, I recommend burgers, chips, and drinks which
   you can sell separately and price as a combo. Price your food as reasonably as you can –
   remember the goal is outreach rather than fundraising. You can still probably make a few
   dollars with a $2 burger/chips/drink combo and your attendees will be appreciative.
   Don’t forget to get name brand soda rather than generic ones. You can utilize church
   volunteers to operate your food booth, enlist a scout troop, or even bring in some
   professional state fair type food vendors. You might want to combine specialty vendors
   (i.e. shaved ice) with you own church operated food booth. Discuss with vendors what
   utilities they will need (i.e. a 100’ extension cord and access to water). Also discuss what
   their contribution terms to your event are. It might be a percentage of sales over and
   above a minimum sales figure. Whether you have church volunteers serve the food or
   vendors, ensure your church or vendors obtain the necessary city and/or county permits
   (even for a one-time event). It would be very embarrassing to have your food operation
   shut down by an unexpected health inspector. Depending on the size of your outdoor
   area, consider additional food booths or adding additional stands for drinks only. If you
   can afford it, give away food and drinks in the spirit of outreach.

5. Dash Plaques (highly recommended): Dash plaques act a souvenir for the car owners.
   Many collect these and display these in their car (often on their dashboard) to show the
   various events they have attended. They are not awards, all who bring a car for display
   or judging should get one (or at least until you run out of an advertised quantity). I
   recommend that you advertise your event will give away 100 (or higher) dash plaques. A
   decent first year turnout is 30 cars but advertising 100 dash plaques shows you mean
   business about making this a good event and that you want a high turnout. Give the
   leftovers to your congregation members and volunteers. Dash plaques come in different
   sizes, shapes, styles, and colors. They are typically the size of business cards or slightly
   larger. Expect to pay between $1 - $2 for each. Styles vary. Most are rectangular in size
   (e.g. 2” x 3” or 3” x 4”) and can be multi-colored with graphics of your choice (I
   recommend you budget for the largest dash plaque you can afford with the nicest artwork
   you can arrange as another measure to thank those who brought a car to your event ). Put
   the year of your event on it to distinguish it from subsequent years’ events. Dash plaques
   can be metal plates or the material used to make the thin refrigerator magnets (these are
   becoming more and more popular). Trophy and awards shops often make these so you
   might be able to get them made locally. There are also severa l on- line companies that
   will make them and ship them to you. Some companies will help you design the artwork
   for additional cost. Try to have the same artwork on your das h plaque as you have
   for your flyers, trophies/award (if you have them), and t-shirts (if you have them).
   I’m not a graphic artist but I designed simple artwork using classic car clipart I found on
   the Internet (Google for “classic car clipart”). Start planning for dash plaques early
   because it can take a while to design your artwork and find a suitable producer at a price
   and delivery time you are comfortable with. If your church has somebody good at
   graphic design, enlist their help for all your artwork needs (flyers, dash plaques, t-shirts,

   Here are dash plaque websites with sample pictures to get you started: (will mail you free samples)

6. Door Prizes (highly recommended): I recommend doorprizes be designated to the car
   owners who brought a car for display. In the car owner goody bags, include a ticket for a
   doorprize. You can make your own tickets or purchase a roll of tickets like those used in
   raffles and carnivals. A roll of 2,000 tickets (double) from Office Depot costs about $7.
   Doorprizes come in a wide variety and the number you have depends on your willingness
   to solicit community businesses or just purchase them. They include restaurant gift
   certificates, oil change gift certificates, car wash and car wax products, Christian
   bookstore gift certificates, car magazines, car magazine subscriptions, etc. You go to
   stores like Barnes and Noble and there are often those discount tables where you can
   sometimes find coffee table books on classic cars, muscle cars, Harley Davidson
   motorcycles, etc. Of course, if you are very ambitious with door prizes, you can also get
   enough to give out to some spectators. In that case you’ll need to put tickets in their
   goody bags too. Spread out the door prize giveaways throughout the day (perhaps on the
   hour or half hour) to keep your attendees interested and save the best for last. Have your
   MC periodically announce the door prizes, what they are, and when they will be drawn.
   You may want to ask a newcomer if their child can pull the tickets out of the hat.

7. Bouncy Castle: A bouncy castle (they come in all shapes and sizes) are great for the
   younger kids if you want to attract families. If your church property is on a busy road,
   you’ll likely divert families from where they were going when the kids notice and beg the
   parents to pull in. They can be rather expensive to rent and you’ll need volunteers to
   manage the kids jumping and waiting in line. Some military bases have an Outdoor
   Recreation department that rent them for much less than off base sources. If you have
   church members with military base access privileges, ask them to arrange a rental.
   Estimate $125 to $300 per day depending on what you select. Companies who rent
   bouncy castles normally rent out many other items that could be suitable for yo ur event.

8. Other family- friendly ideas: Cake walks, a rock climbing wall, carnival or harvest
   festival type games, air hockey, ping pong, volleyball, lawn darts, corn hole, horse shoes,

   water balloon toss, three- legged race, etc. For younger kids, you might want to buy a
   supply of Hot Wheels cars to hand out to the first batch of kids under a certain age.

9. BBQ Dinner: Some churches provide some kind of dinner at the end of the event. It
   might be free or it might be a reasonable cost such as $5 per person. Tickets can be sold
   as part of the registration process and it provides an opportunity to get know your guests
   in a relaxed sit-down environment. Ensure the newcomers (car owners and spectators)
   get seated among your congregation members for integration and a welcoming

10. Identi-Kid Service: There may be a local county prosecutor, law enforcement activity, or
    child protection related service that provides free child ID cards, finger printing, and
    DNA registration for use in the event a child goes missing. If available, this can be a
    great service to parents in your congregation and community. Two examples can be
    found at:

11. Display “New” Muscle Cars: Carmakers today are producing “retro” versions of classic
    muscle cars from the 60’s and 70’s. Ford gave its Mustang a retro restyling, Chevrolet is
    bringing back the Camaro (they still make the ever popular Corvette), and Dodge brought
    back the Charger with the Challenger coming in the 2008 model year. Consider asking
    the sales manager at your local car dealers to bring out some of these new models for an
    interesting contrast to some of their classic ancestors that are surely to show up. Tell
    each sales manager that you’re going to the other dealers to ask them the same thing so
    that you get some rivalry inspired participation. Let your audience compare the 2005-
    2007 Mustang to its 1969 inspiration. While you are talking with the sales manager, ask
    him or her if their dealership wants to donate any doorprizes such as t-shirts, keychains,
    posters, oil changes, etc.

12. “Tech Talk”: Find a mechanic and/or paint and body specialist who would be a good
    “on-air personality” to be interviewed by your MC about car repair and restoration. You
    could take questions and answers from attendees or from cards placed in goody ba gs that
    you could later collect and use for the interview. That way you have at least a few
    “planted” questions to get it started and you can take questions from the audience once it
    gets started. You can do it all in one segment of time or use it as something to spread out
    over the course of the event to break things up. Your local talk radio station may already
    have such a person who might donate their time or make your event a special broadcast

   location. A variation could be “Tech Demos” where a paint and body specialist
   demonstrates how to repair a rust hole on a fender or a mechanic demonstrates how to
   rebuild a carburetor.

13. “Tech Demos”: Similar to Tech Talk – find one or more people to demonstrate fixing a
    rust hole on a fender set up on saw horses under a canopy; demonstrate rebuilding a
    carburetor; recovering a vintage bucket seat with new vinyl, etc.

14. Basic Car Maintenance Seminar: Conduct a short seminar to cover oil change intervals,
    other fluid change intervals, how to check fluids, how to check tire tread, recommended
    owner’s manual maintenance schedules, etc.

15. Special Awards and Special Invitations: You can invite community VIPs such as the
    mayor, the police chief, and the fire chief, to give out awards such as “The Fire Chief’s
    Choice.” Tell them you’ll buy the award and all they have to do is choose their favorite.
    For special guests, you can also invite first responders (paramedics, police officers,
    firefighters, HAZMAT responders, etc.) and offer them a free lunch. Your local fire
    station may want to display a fire truck or the police department may have a special
    SWAT truck to put on display. Maybe there are race car builders or monster truck
    drivers in your area that would put on a special display. A monster truck demonstration
    could prepare your field early for your Thanksgiving “Mud Bowl” football game. A
    local military base or National Guard installation might be willing to bring out a Humvee
    or some other current military vehicle. Maybe you can find some cars that are gas-
    electric hybrids or some that run on alternative fuels such as 100% ethanol or biodiesel to
    add an environmentally friendly element to your event.

16. Invite Nursing Home or Assisted Living Facility Residents: The older generations will
    enjoy seeing cars from their past. Maybe you can offer them a free lunch and provide
    transportation if your church has a large van or bus.

17. 50/50 Raffle: Many event conduct a 50/50 raffle in which people purchase raffle tickets
    (often $1 each). A winner is drawn who gets half of the pot while the other half goes to
    the church or selected beneficiary of the event. Not many churches do this as some
    consider it gambling but it is a common activity at other car show events.

18. Car Corral: A car corral is a separate area where classic cars and hot rods for sale are
    displayed (and not judged if you have awards). There is often a fee in the range of $5-
    $25 to display a car for sale. Car corrals are typically found at large events. I would not
    recommend a separate car corral unless your event was already established after a few
    years. If you are conducting a simple no- fee or low- fee cruise- in without a separate car
    corral, advertise that cars for sale are welcome and just mix them in with all other
    vehicles. You can also look for car dealers in your area that have classics for sale on
    their lots and let them know they can bring them out.

  19. Parts Vendors or Swap Meet: This is another feature of large events. There is a large
      industry of mobile vendors who sell a wide range of new, used, and reproduction car
       parts and sheet metal parts (hoods, fenders, rocker panel, etc.) to classic car owners
       looking to complete their restorations. There is typically a $10-$50 fee charged to
    vendors. I do not recommend having parts vendors for two reasons. One is that if a car
        owner has a bad business transaction with a vendor (e.g. a part does not fit on the
     purchaser’s vehicle as promised), it can taint that person’s experience with your church
      and event. The other is that having a swap meet adds an element of commerciality to
               your outreach event and can take away from the family friendly feel.

                             Appendix 5, Car Club Websites
You can use this list to find car clubs (many include or specialize in classic trucks) in your
area that you can invite to your show. Personal contact is best if you can find a phone
number and name for clubs in your area. Many clubs are local or regional chapters of a
national club. E- mail them a flyer with the details. If their website has a calendar of events,
ask them to post it for their members. If they mail out newsletters to their members, ask
them to list your event. (Antique Automobile Club of America
site links to several national clubs from which you can search for a chapter or region near
you) (search by make/model or by state) (search by state) (click on Club Directory under Departments heading) (search by state) (click on state, then click on car clubs button) (Alliance of Christian Car Clubs and Shows – Northwest
U.S) (page through and look for clubs in your state) (Antique Trucks Historical Society – click on links for chapters and
events) (lists classic truck clubs) (Classic Ford Truck Club)

Let’s not forget motorcycles in case you decide to open your event to “bikes:” (Christian Motorcyclists Association) (Christian motorcycle club database)

                                                                                              27 (scroll down to the United States and turn your speakers on
– Hey! Maybe your church organist would learn this to play at your event) (Six Seasons Christian Riders) (Oregon Vintage Motorcylcists – be sure to click on the link
for other vintage motorcycle clubs for an extensive listing)

There are many more, just search for Christian motorcycle club, antique motorcycle club,
vintage motorcycle club, or classic motorcycle club.

And how about old military vehicles? (Military Vehicle Preservation Association – click
on About Us and then click on United States Affiliates at the bottom of the page) (Classic Military Vehicle Magazine club
database with about 127 clubs listed) (Tired Iron Military Vehicle Club out of Tennessee) (Long Island Military Vehicle Club) (Green Mountain Military Vehicle Club – Vermont
based but regional) (Chicagoland Military Vehicle Club) (Chicago Area Military Vehicle Club) (Montana Military Vehicle Club) (Utah Military Vehicle Club) (Connecticut Military Vehicle Club)

You can search the Internet for more using “military vehicle club”

Don’t forget other s pecialty vehicles (fire trucks, police cars, ambulances, hearses,
flowe r cars) (Society for the Preservation and Appreciatio n of Antique Motor
Fire Apparatus in America – click on links for chapters and events) (vintage and others) (Police Car On- line Owners Association – vintage and others) (lists multiple club links) (San Francisco area club - the homepage has
a picture of a hearse with flames painted on the hood and front fenders. That might look
good on a hot rod but is probably not a good idea for a Hearse!)

                             Appendix 6, Planning Checklist
Here is a notional time phased schedule to plan your event. It is not extremely detailed but
should help you to develop your own detailed plans.

3-6 Months: Getting Started

   Recruit a reliable few as your core team
   Recruit publicity officer or helpers
   Determine location (church grounds or other location)

   Determine event type (cruise-in, car show, hybrid, multi-day, car fest)
   Determine beneficiary (your church’s ministries, a non-profit
       organization such as Habitat for Humanity, local food bank, etc.)
   Determine type of cars you want (classics, hot rods, motorcycles, trucks,
       late model street rods, military vehicles, etc.)
    date (minimize date conflicts as much as possible)
   Determine fee (if any)
   Determine number of dash plaques (minimum of 100 recommended)
    you have food? (yes or no, details not important yet)
    you have awards? (yes or no, details not important yet)
    you have music? (yes or no, details not important yet)
    you have games? (yes or no, details not important yet)
    you have door prizes? (yes or no, details, not important yet)
    other special activities will you have?

   Once all of the above is determined, begin publicity (details of music, food, games, etc. can
   be determined later)

  As Soon as Possible (ASAP): Publicity Blitz

  Advertise within your church (car owners, committee members,
     helpers; raise awareness so that members may invite friends and
   on your church website
  Develop Flyers and print at least a few hundred to get started
   out flyers at car show events that precede yours
   flyers in restaurants, body shops, car repair shops, high
     performance shops, auto parts stores, etc.
   and invite car clubs
  Advertise on car club websites and in car club newsletters
  Advertise in local “Antique/Classic Autos” for sale classified ads
   on multiple car show websites
   signage and banners for your church property
  Submit PSAs (Public Service Announcements) on local radio and

3 Months: Committees Begin Work

  Publicity continues (emphasis on flyers at car shows and contacting car
  Reserve bouncy castle (deposit likely required)
   band or DJ as required (deposits or contracts may be required)
  Reserve sound system equipment as required
  Design dash plaque
   dash plaques (minimum 100)
  Recruit MC, Minglers, Photographer, etc.

  Determine signage requirements; order from sign company or have
     volunteers make them
  Determine food menu, quantities, electricity, water, and other logistic
   soliciting and/or purchasing doorprizes
  Determine award category structure (if having awards)
   award items and order (if having awards)
   special guests/community leaders and VIPs as required

2 Months:

  Publicity continues (emphasis on flyers at car shows and contacting car
  Doorprizes: continue soliciting and/or purchasing
  Determine parking flow, siting of food booths, games, bouncy castle,
     special activities, band/DJ, etc.
  Goody bags: Determine contents
  Goody bags: Obtain plastic shopping bags from one or more auto parts
     stores to use as goody bags
  Obtain goody bag material and stuff bags (segregate between spectator
     goody bags and car owner goody bags if necessary)
   weekly meetings with committee chairs
  Advertise within church
  Recruit church volunteers as required
   web site listings (especially on car club sites)

1 Month:

Publicity continues (emphasis on flyers at car shows and contacting car
Doorprizes: continue soliciting and/or purchasing; buy tickets
Confirm special guests and features
Ensure committees have enough volunteers
Ensure event signage (parking, food, etc.) is available or under
Confirm dash plaques have been received
 the grounds to visualize setup details

1 Week:

Ensure food supplies are being purchased
Confirm set-up and clean-up crews
Confirm who the minglers are
Confirm all equipment is ready (sound, microphones, extension cords,
  access to water and electricity, portable rental toilets, garbage cans,
  orange traffic cones, etc.)


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