Submit A Nationals Bid & Fun Run Event Bid

Nationals Bid:

The annual NTBA Nationals is a 3 day event, taking place in the months of June or July. The NTBA will provide liability insurance coverage for the event, which will cover participants and spectators. The following are guidelines recommended by The NTBA. Please contact any board member for assistance in planning your event. The event produces a large revenue for the host city and surrounding areas. We stay in hotels, RV parks, shop, buy gas, and eat at restaurants. All contributing to the local economy.

The following is a guideline of what to obtain:

1. The host hotel should accommodate 200-300 people, with at least 100-150 rooms. The hotel must also be able to park the guests tow vehicles and trailers on site. The parking area should also accommodate spaces for 150 T Buckets, for our Main Event Show and Shine on Saturday, as well as everyday parking.
2. The host hotel will provide, at no additional cost to the NTBA, a conference room with a PA system needed for our annual meeting. This meeting will last 1-2 hours.
3. The hotel will also provide a secured room for event registration and merchandise.
4. With more people now traveling in RV’s an RV park should be located close to the hotel. This is not a requirement, but a nice courtesy for our members. Most hotels will allow or negotiate RV’s to park on site with the Tow vehicles and trailers.
5. We would also like to see parking lot security be provided for Thursday through Saturday night by either the hotel or an off site service.
6. Contact with local Police departments is recommended for event runs.
7. All participants hosting the event should be completely familiar with the driving routes, road conditions, gas stops, all restaurants, towns and shops we attend. Depending on how many cars in line, we will need additional leaders, if we divide into separate groups. All planned runs must also provide a lead car back to the hotel for members that do not want to come back on their own. A “shag wagon” or disabled vehicle truck and trailer should also be provided on all planned event runs. It is also highly recommended, printed maps and/or directions be used for each day’s events.
8. All vendors will be approved by the NTBA.
9. The host together with the NTBA will promote their event through our media venues, NTBA website, Facebook, and the NTBA newsletter. Also any local media where applicable. After the event is over a short synopsis should be written for the NTBA newsletter. Pictures should also be included.
10. All proceeds earned or donated at a national event are to remain with the NTBA. The NTBA will also have total say in how these funds are distributed.
11. After obtaining details of your plan, submit a copy of your proposal to the NTBA. Remember, we’re here to help you put on a great event for our members. We will gladly assist you in your planning.

National T Bucket Alliance
c/o Connie Johnson 
PO Box 113, 
Blair, NE 68008

Fun Runs:

The Fun Runs are not as formal and do not have as many functions as a full national event. Traditionally the events are Thursday through Saturday; however they can be any length of days the host wants to make them. It is not necessary to arrange a conference or registration room with the host hotel. However, all attendees will be required to register and show proof of insurance to drive their vehicle. The Fun Runs are great opportunities for people to get together in addition to the NATS. These events can be a simple one day get together, or a multiple day event. They can be as formal or as informal as the host wants to make them. Members unable to make the National event can still enjoy the NTBA family, closer to their homes. It’s our goal to see that everyone is able to enjoy multiple events throughout the year within reach of their geographical locations.

2018 Fun Runs Guidelines

I’ve put together some flexible guidelines to help you in planning your event. I know most of you have done this before and probably know more than I do about it, but we have some new events with first time hosts. And who knows, you veterans may find something new and helpful.

First, I’d like to thank all of you for coming forward and hosting an event. I realize it’s a lot of work and time spent in putting one of these on. It’s very much appreciated by not only me, but the entire NTBA family. The NTBA is a great family and we all enjoy whatever time together we can get.

In 2018 we’ve grown to 11 events, 3 more than we had in 2017. We’re starting to realize our dreams of spreading across the country, and reaching folks who are now able to make events within one day’s drive of their home.

With so many events I’d like to make sure everyone gets equal time and promotion for their event. You are welcome to do as much promotion on your own as you would like on our website and Facebook, but also be considerate of the “next” event in line and try not to overrun them.

HOTEL: If you’re lining up a hotel for your attendees and this should be the first step. Because it can determine the structure of your runs as you plan them. Have enough parking spaces for trucks and trailers for the amount of people you expect. Location is also very important. Try not to be in a high traffic area. We can help with all hotel negotiations if you would like us to so.

FLYER: I’d like to see everyone make some kind of visual flyer to associate with your event. This can be as simple as you want to make it. Include date, location, etc. This will accompany any posts you make on Facebook and the website, and a printed form can be displayed at various locations. I think more people will be aware and attend your event if they associate a visual with the event itself

REGISTRATION: Make sure everyone has their car insured. This check can be done with a simple registration form. Name, address, insurance policy number, and how did you hear about our event? (This gives us feedback on where we are advertising and promoting). You can do this ahead of time with a pre-registration, or have a simple form to fill out when they get there. May be attached to the maps at the drivers meeting?

MAPS, DIRECTIONS, & PHONE NUMBERS: Have your runs all drawn out as handouts. These can be written instructions, or drawn out maps or both. Put in distances, gas stops, gathering stops, lunch stops and all phone numbers. The more information included the better.

RUNS: Make sure you and the people helping you are completely familiar with your planned routes. A few days before your event please do some practice run of them again to check for any changes. Road construction, detours, floods, forest fires (yep, happened in Flagstaff) can all change your plans. Make sure you always have a leader for the run out and back. It’s not mandatory to have a shag wagon, but highly recommended if it can be worked out.

PICTURES: All the folks who couldn’t make your event want to live it through pictures as its happening. Ask someone (or do it yourself) that is at the event to take the pictures and post them for you. Hopefully they/you can post a little story of where we went & what we did at that location.

DRIVERS MEETING: Have a detailed drivers meeting of what is going to happen on the runs and for the day. Also, have an information board in the lobby of the hotel with a description of where we went, departure, return, and phone numbers, and the complete day’s events. If we’re setting in the parking lot later, write it in. This board may be a good task to assign somebody.

NAME YOUR EVENT: Put a name to your event. Make it sound inviting and fun.

FUND RAISING: Any money that you raise during the event you are having, such as 50/50, raffles, event T shirts, free hotel night, etc. is ALL YOUR’S. The only money the NTBA will keep is from the sale of club T shirts at your event. You may also want to raise funds for a local charity……The exception to this is the NATIONAL Event and those funds will be handled differently.

REIMBURSEMENT: The last thing I want to talk about is the reimbursement of expenses. In the past the NTBA has helped to cover any “out of pocket” expenses. We still want to cover this, but rather than a set amount, we’ll have you let us know what your expenses were. The idea behind this is, all events are different, and the amount varies drastically. After the event is done you will need to gather your receipts and turn them into us. If you have any questions on this, prior to your event please contact me or any board officer and we will be happy to work through it with you.

Most of you have these items already in place, especially if you are an annual host. We’re growing in events and attendees, and we what it to be a success for you. The NTBA board can help with any of these items. Remember it’s just a guide that applies to each of you in different ways. The NTBA board of officers will work with you as much or as little as you would like us to. We can work with the hotels, and also help you plan the whole Fun Run.

Again, my thanks to all of you for stepping forward to put on an event. Looking forward to an exciting and a busy year.

Todd Mullins – NTBA President

National T Bucket Alliance
c/o Connie Johnson 
PO Box 113, 
Blair, NE 68008