Spiel

February 2011

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at The Grande Hotel in Salem, OR until 5/25. Add'l rooms possible. Meal Catering Agreement under review for Willamette Valley Tour. Investigating radio systems for possible recommendation to tour participants. Considering an online tour registration, await decision from the board. Reviewed of Cvent info and recommend a fast-track implementation. Plan to use online to improve pre-tour communication with members, improve tour conduct with advance assignment of group leaders, and advance payment if required. System should support streamlined admin functions ie waiver acceptance confirmation. Web Site - Barb Coplen Not Present - Report Submitted Updates to DE, Autocross sections and additional 2011 updates are in the works, need run order for AX. Please review your sections and send changes. If you have issues with PNWR email, let me know. New Business Event Mgmt System: Eric gave a briefing and provided information on the CVent software for the admin of events. Johnny Rouhafzai, Sr Sales Exec provided a presentation. In business since 1999, and are an international company. Provide mgmt/marketing for events with online 46 February 2011 registration, customizable event web pages, email marketing scheduled reminders and automated confirmations, Questionnaires – pre, post, and regret. Secure online fee collection, budget tracker and project mgmt tools. Announcements from scratch or template. Link to current web site or directly to CVent web site. Has a calendar function. Can set up PDF files with electronic signatures, i.e. insurance for events. It is net based and we do not have to install it on a computer. There is 24/7 support. Eric is looking for a way to reduce the admin minutia for chairs responsible for events, improve communications, controls and track members satisfaction. Annual licensing fee and the training is $1500/yr and the per event cost varies by number of events would average apx $4 per event, but might also be a % similar to Motorsportsreg. Who is going to use it and what will it cost? It needs to be systemically analyzed. Cost will be a function on the number registered. Need input before making a decision. Engage each of the chairs before the next meeting to evaluate CVent. Would also allow us to consolidate disparate databases we're using now. Don't want to lose the history of MotorSportReg, but no way to export data. Will need references & cost calculations. MSR has created a new tier of service. If we don't upgrade our cost won't go up. Next steps: Organize task team and report to Bill and eventually the Board when a proposal is developed. Tom Pritchett: The Boy Scouts have an event coming up - the Pinewood Derby and are looking for a donation to cover the $1,000 cost. We donate a lot of advertising to the LeMay Museum and we're not shown as part of their Open Road publication. Our free advertising amounts to about $3800 per year and we haven't gotten credit for what we've done. Bill Rogers agreed to contact the LeMay Museum to discuss this. Jay Gillotti: David Bull is proposing a 30% ACB discount except for publishers editions, or a discount 25% with 15% back to the club. We agreed that a 30% member discount was appropriate. Old Business All the new committee members and officers will receive badges from the club. Motion made seconded and passed. Eric will get badges. The meeting was adjourned at 8:56 p.m. Minutes respectfully submitted by Dolores Ranhofer, PNWR Secretary.

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