Annie wrote:
If you want to save paying for and sorting out Public Liability Insurance (You will need to have it though), you can form a new Cornwall local group of 2CVGB. Liz and Steve are in Somerset now as you say, and have disbanded the SW Cornwall 2CVers.
Get in touch with Kim - through 2CVGB News (or Luke on here), if you want to form a new 2CVGB local group for the area, and then 'the club' can handle the liability for the event. The club can also advise on all the boring Health & Safety etc.
I think Liz got her loos and showers for a firm called Andy Loos although I'm not sure, we've used a national firm called Wernicks.
Food stands are not a must, if you do have them might be an idea just to have a fish & chip van a couple of nights, and some take away menues (if there's anything local). It can be a lot of organising.
Somewhere under cover would be great, but again not a must, as long as you let folk know what facilities you have laid on they will bring T Bases, Gazebos etc.
It's sounding good if you've got a field, that's usually the hardest thing to sort out.
Lets see if I can elaborate even further on Annies post and make this as easy as possible for you Tom.
Right, to organise a new local group for Cornwall you need to be a 2CVGB member (I don't know what 2cvBG is), this will cost you £25ish a year and is worthwhile. You can join by following this link, just have your card details to hand.
http://www.2cvgb.co.uk/index.php?page=Join%202cvgbOrganising a new group is done by contacting Kim Wilson I believe, her email adress is here:
events@2cvgb.comOnce you've arranged that it'd be ideal if you publicised the group via 2cvgb, again, Kim can help I understand, so worth speaking to her. You'll need a monthly meeting venue (most pubs will be glad of the trade, or maybe you could meet at a local landmark and all go for a drive somewhere for a drink once a month, the choice is yours) By setting up a local group and meeting local 2cv owners you'll have a few people who'll help you organise and importantly, attend your camp. You need an idea of numbers before you go much further, so it pays to get this bit sorted asap and start promoting the event, get feedback and so on so you have a rough idea of numbers coming.
Of course, you don't have to do this. You could publicise your event in other ways, via classic car press or web forums etc, but as you won't be under the banner of 2CVGB you'll need your own liability insurance. try calling these guys for a quote on 0845 213 8448
http://www.hiscox.co.uk/events/default. ... =1&c=00023Obviously however you chose to do that, you'll need simple facilities like toilets and a standpipe for water, or a tap that can be used so participants have drinking water freely available. If it isn't your land then you will need to gain permission for this. Toilets are cheap and easy to arrange, it's worth giving somebody like Brandon hire a ring, we're using them at the moment at work and for a single portalo (you'll need two) they charged £25 a week plus £35 carrige to deliver it, from what I understand initial cleaning is included in that, but be prepared to pay more. Call them and ask,
Brandon Hire
Unit 19A
Longrock Industrial Estate
Penzance
Cornwall
TR20 8HX
T: 01736 350892
(this is your local branch)
Work out how many days you'll need them for, how long will your camp be? You need to make sure the loos will be there BEFORE the events starts (ie, if it's friday to monday make sure the loos are on site thursday latest until tuesday, and be prepared to pay for that!)
What are the dates you have in mind? Here's a hint, don't ask people when they want it, TELL them when it's going to be, just make sure you don't clash with a major event. If that's not possible, maybe offer your camp as an alternative to it, for example, if there's a large meeting in North Yorkshire, Spain, France etc. You need to do this first and foremost.
Make sure your field is suitable, is it well drained? is the grass short? is it full of cow shit? can cars get out easily? can emergency services get in easily? if bad weather threatens and the field is a quagmire have you any way of getting the cars out?
It helps if you aren't planning evening entertainment to have a pub nearby, who are happy for your people to come and go.
It's common practise to arrange a convoy or drive out at some point, as people visiting from far away will want to see the local area and what it has to offer. Plan a route that will take a couple of hours and maybe takes in a nice tourist attraction too.
You should give people attending a fact sheet with important info like local doctors, hospitals and supermarkets so nobody feels lost or nervous about asking, or so that in an emergency there is no delay in getting help. This should include the adress where the camp is held, so anybody can direct an ambulace/fire or police vehicle to the are if the need arises.
Once you've worked out exactly what it'll cost you to hold this camp (I'd budget a few hundred pounds reserve just in case you need anything in an emergency, a toiler hire co let you down, your water supply is disrupted or anything like that) you can work out roughtly what to charge depending on the numbers you expect. It's simple to work out, here's a simple example:
If you have spent £350 on getting your camp organised, and you expect a minimum of 12 cars, you're holding it from a friday to a sunday, you need to divide £350 by 12 which is £29.16, you're holding it over two nights so you can charge nightly, divide that by two and you have £14.58 per night. That's a lot for a 2CV camp, by the way, so if it works out any more than £5/6 per night expect to make a loss or put people off by charging enough to cover your costs. Be pessimistic with costings and projected incomes/outlays. It's better to expect to make a loss and be prepared for it than it is to expect a profit and then be unable to pay your suppliers when the bills come in. Make sure you don't need to rely on the gate money coming in to pay the bills, ensure you have enough money aside to do that yourself. Don't expect to get rich off the back of it
either, you're not Micheal Eavis.
This, along with what Annie and others have suggested is the BARE MINIMUM of what you need to do. It's October 2009, if you want to hold a camp in 2010 you need to act now with everything I've suggested here, or it's likely your camp will be unheard of and disorganised.
If You're serious about organising a camp, get busy, ring the numbers I've given you, ask questions and get prices.