AOAI INTERNATIONAL MEET POLICY

 

The purpose of this policy is to establish generally accepted guidelines to more effectively conduct an international Avanti meet. This policy is designed to encourage “stand alone” Avanti meets.

AOAI will furnish insurance certification for all AOAI sanctioned meets. Any AOAI sanctioned meet must have a sponsoring chapter and must be supported by at least one chapter. When possible Avanti meets should be held over the weekend. All host members and all participating members must be current members of AOAI. Sufficient commitment from the sponsoring membership along with an effective planning process is critical to a successful meet. Cooperation among the various committees is of the utmost importance and is needed to have a successful meet. It is understandable that some chapters may not wish to utilize all of the titles and classifications listed.

This policy is intended to be used as a guideline. It is recommended that any variation to this policy be approved by the AOAI board.

The adoption of this policy by the AOAI board of directors supersedes any and all previous policies.

PLANNING

The host chapter must select a Meet Chairperson, Secretary, and Treasurer. In addition, Committee Heads may also be established. Some or all of these persons should be part of the exploratory and or negotiating team.

Sponsoring chapters should communicate their request for holding a meet to the AOAI board 36 month prior to the anticipated meet date. Preliminary data for the site location, meet date, and budget analysis should be furnished to the AOAI board for formal approval.

After board acceptance, the sponsoring chapter should establish the necessary committees to finalize the site, budget, and agenda. A progress report should be made to the AOAI board on a regular basis, at least every six months.

The planning process should start at least three years prior to a scheduled meet with planning meetings every three months for the first year and increasing to monthly for the last six months.

Ensure that all sponsors, donors, and volunteers receive their appropriate recognition, both verbally and in writing. These are the people who make any event a success.

SEED MONEY

To encourage active AOAI Chapters to sponsor International meets the loan of seed money will be available to help with the start-up expenses. This is considered a loan and must be paid back no later than 60 calendar days after the final day of the meet.

In the request for funds, the active sponsoring AOAI chapter must submit to the Board of Directors a statement of expected income and expenses, and a timeline for when these items are expected to occur.

After review by the Board of Directors it will be determined what, if any, funds will be advanced for the request.

The amount that AOAI will advance to an active chapter sponsored International meet will be for no more than $2,500.

All requests are subject to review and approval by the AOAI Board of Directors.

MEET CHAIRPERSON

  • The meet chairperson should select a guest speaker and shall be in charge of the overall operation of the international meet, and is responsible to the AOAI Board.

SECRETARY

  • Shall prepare the meet agendas for planning meetings and final meet agenda
  • Set up meeting room logistics and schedules when provided by site committee chairperson
  • Record all committee meeting minutes with action items and due dates
  • Send copies of committee meeting minutes to the meet committee chairperson and the AOAI board

TREASURER

  •  Prepare meeting budget and revisions using standard accounting practices
  • Submit to the AOAI Board a budget that states the beginning balance, income and expenses, and ending balance for Board review.
  • Establish a separate meet checking account and deposits monies received
  • Ensure financial details remain in order
  • Pay only meet chairperson approved invoices related to the budget
  • Ensure all legal documents are prepared
  • Obtain insurance verification from AOAI Board
  • Establish method to collect registration fees via credit cards
  • Receive all prepaid registration forms and ensure all registrants are AOAI members
  • Send acknowledgement with appropriate maps and directions to all pre registrations
  • Submit final financial statement to AOAI Board within 90 days of meet completion

SITE COMMITTEE CHAIRPERSON

  • Select committee to establish most efficient site
  • Participate in negotiating site terms
  • Oversee operation of site committee functions

HOTEL

  • Assemble negotiating team 36 months prior to meet
  • Establish requirements for site
  • Create plan for hotel negotiations
  • Send out plan to local hotels for quotes
  • Compare hotel packages
  • Secure hotel site 24 months prior to meet
  • Any and all contracts are discouraged, but if necessary they must be pre-approved by the AOAI Board and will be the sole responsibility of the host chapter.

REGISTRATION

  • Design registration form for publication
  • Develop web page for on-line registration
  •  Design computerized spread sheet to be used for pre registration and walk-in registration to include the following.
  1. Number registered for each tour
  2. Number registered for each food event
  3. Size and quantity of t-shirts / souvenirs
  4. List of Avanti’s to be judged / displayed
  5. Create name tags
  • Walk-in registration
  • Establish separate area for walk-in registration
  • Provide cash box
  • Schedule volunteers for walk-in registration
  • Duties of volunteers for walk-in registration
  1. Verify AOAI membership
  2. Collect and record all money transactions related to cash box
  3. Process purchase of additional meal and tour tickets
  4. Send all money collected to meet treasurer promptly
  5. Acquire needed supplies such as bulletin board, easel, markers, pencils, post-its, stapler, paper clips, writing tablets, envelopes, stick pins

PACKETS

  • Acquire & assemble items for registration packets
  • Copy of members original registration form
  • Prepaid meal and tour tickets
  • Schedule of events booklet
  • Name tags and dash plaque
  • Include local and Avanti related items
  • Packets should be tagged for each preregistered member
  • Provide separate table to hand out packets for preregistered members

BANQUET

  • Establish menus and cost for all food and beverage
  • Ensure adequate seating arrangements
  • Coordinate with hotel to ensure all meals are served as agreed
  • Coordinate with master of ceremonies for awards program

HOSPITALITY

  • Select an area adjacent to registration
  • Solicit donations for food and soft drinks
  • Schedule volunteers to monitor the hospitality room at all scheduled times
  • Purchase necessary supplies such as plates, plastic ware, glasses, and napkins
  • Ensure that adequate supply of soft drinks and snacks are available
  • Establish a means for membership contributions
  • Set up bulletin board for announcements, messages, and listing of preregistered members
  • Ensure donors receive proper recognition

SEMINARS

  • Provide technical Avanti related presentations
  • Schedule rooms and times

TOURS

  • Acquire meet committee approval of proposed tours
  • Advise registration of selected tours and price of each tour
  • Acquire tour registration count from preregistration spread sheet
  • Where possible personal transportation should be used
  • Coordinate with tour companies for schedule and drivers
  • Solicit volunteers as guides for each tour
  • Coordinate with walk-in registration for available capacity on individual tours to protect over booking

MARKETING COMMITTEE CHAIRPERSON

  • Select committee to achieve the goals of marketing and publicizing the meet to maximize attendance
  • Participate with the negotiating team

ADVERTISING

  • Create meet graphics and text for publicity
  • Compile meet booklet
  • Schedule of events and agenda
  • Necessary maps and articles for tours and local points of interest
  • Advertising of vendor services
  • AOAI and chapter recognition
  • Design and acquire dash plaques

PUBLICITY

  • Create a plan for distributing publicity for maximum exposure
  • Provide meet notices and preregistration forms to all Avanti chapters and their newsletters
  • Provide meet notices to all Avanti vendors
  • Provide notices to local chamber of commerce and visitors bureau
  • Post notices with local automotive services and vendors
  • Notify local media sources; newspapers, websites, and television stations

SPONSORS

  • Check with to local visitors / convention bureau for any monies that may be available
  • Solicit sponsorship from other Avanti chapters
  • Solicit items from local and Avanti related businesses for the registration packets
  • Solicit sponsors for auction items, raffle items, and car show awards
  • Ensure that all sponsors of awards and donations of auction and raffle items are given proper recognition

AUCTION

  •  Select proper location that will ensure safety of displayed items
  •  Select a time and place for winners to pick up auction items
  • Gather all Avanti related items for auction
  • Determine if silent auction or auctioneer is to be utilized

SOUVENIRS

  • Select items to be considered
  •  Coordinate Design of logo for the meet
  • Solicit bids for chosen designs.
  • After approval of bids purchase necessary item
  • Establish separate table for display and sale of souvenirs with a volunteer for transactions
  • Furnish cash box, bags, and other necessary supplies to properly record each transaction
  • All money to be promptly deposited with treasurer

CAR COMMITTEE CHAIRPERSON

  • Coordinate with the AOAI chief judge
  • Provide judges with hats, t-shirts or some visible identification
  • Provide judges with meals during judging
  • Provide judges with clipboards, pencils, and judging sheets
  • Coordinate with chief judge on all aspects of judging
  • Where possible the drive through judging process should be used
  • Appoint appropriate people for car committee positions
  • Coordinate with all car committee persons
  • Select a master of ceremonies for awards banquet
  • Judging sheets should be available at the awards presentation

JUDGING

  • Chief judge to select necessary and appropriate judges who must be current AOAI members with appropriate Avanti judging experience and/or knowledge of the cars
  • AOAI judging form (app. B)
  • Comply with established AOAI judging guidelines (app. A)
  • Chief judge to have absolute and final decisions on all judging issues

AWARDS

  • Coordinate type and design of awards with committee chairperson
  • Acquire necessary and appropriate awards

VENDOR / SWAP MEET

  • Establish price per vendor / space
  • Solicit national and local vendors Determine necessary equipment needed
  • Assign required space for each vendor
  • Ensure vendors have sufficient materials at their site

PHOTOGRAPHER

  • Furnish appropriate camera for photos and digital imaging
  • Determine proper location for photos
  • Identify photo with each Avanti
  • Prepare digital imaging for awards presentation
  • Make photos available to each participant

PARKING

  • Establish appropriate parking for expected Avanti
  • Coordinate with host hotel a car washing area
  • Provide hoses and buckets and towels
  • Maintain the car wash area, regularly  

SECURITY

  • Establish sufficient security with the host hotel for both Avanti’s and trailers

AUTHENTICITY JUDGING

A newly created authenticity judging process has been defined with its own selection and judging criteria.

These Avantis will have their own judging guidelines, 400 point judging form and their own awards package. Relative to the authenticity judging process all decisions by the Authenticity Chief Judge will be final.

APPENDIX

A………… AOAI judging guidelines

B………… AOAI judging form

Appendix A

Judging guide line for AOAI National Meets (01-21- 2017)

I. Classes & Awards:

1. If there may be multiple classes or just one class, the overall results will be the same. Each Avanti is judged against a common criteria.

2. Each award is based upon the number of points received during judging.

3. The following awards are based upon 100 point judging.

  • Minimum number of points required for a First Place Award === 94
  • Minimum number of points required for a Second Place Award = 86
  • Minimum number of points required for a Third Place Award == 72
  • A best of show award will be presented to the Avanti with the greatest number of points.

4. Only one award per Avanti by AOAI judging

II. Chief judge – Judging Committee.

1. The Chief Judge will be appointed in accordance with existing AOAI directives.

2. The Chief Judge will recruit and train a three person Judging Committee.

3. The Judging Committee will monitor the effectiveness of the Judging Criteria, and make changes as necessary.

4. If the Chief Judge cannot be present at a national meet, the Chief Judge will appoint one person from the Judging Committee to fulfill the commitment.

5. The Chief Judge and at least one person from the Judging Committee will monitor the judging to ensure compliance of the rules.

6. The Judging Committee will be responsible for recruiting the field judges.

III. Field Judges

1. There will be a minimum of two volunteer field judges.

2. Each volunteer judge must be an AOAI member.

3. Request for volunteer field judges by the Judging Committee, should be published in the AOAI Magazine.

4. Each judge will be furnished with some type of identifying badge, hat/cap, or other clothing apparel.

IV. Judging

1. If possible and convenient, each Avanti will be driven to a climate friendly location to be judged (in the shade, out of the rain).

2. Each judge will independently judge each Avanti.

3. The two judges will not judge the same area of an Avanti at the same time.

4. Each judge should spend no more than 15 minutes on each Avanti

5. Judges will not compare notes, nor point out discrepancies to each other.

6. Each judge will deposit the judging sheets into a sealed collection box immediately after judging each Avanti.

V. Judging forms

1. The Avanti owner’s name will not appear on the judging form. The registration number will tie the Avanti to the owner.

2. Each Avanti will start with 100 points.

3. There will be no points deducted because of modifications or non-original equipment.

4. Judges may award one (1) “Bonus” point per category for exceptional condition of one particular item that was prepared by the owner. Example: In the judge’s opinion, the owner did an exceptional job of cleaning and preparing tires and wheels.

VI. Totaling points

1. The chief judge, assisted by at least two other non-competing members, will:

  • Count and record the total points from each Avanti’s two judging sheets.
  • Compare the total points with the point spread sheet to determine the appropriate award.

2. No person may alter the points as they appear on the judging sheets.

3. The total points from the sum of the two judging sheets will be the final decision.

4. In case of a tie for Best of Show, duplicate awards will be presented.

5. The Best of Show winners will receive only one AOAI award.

Appendix B

Official Judging Form – AOAI National Meet

Registration Number_________ Year________ Award Earned____________

Note: Convertible tops must be up.

I. Exterior deductions (37 points max.)

1. Body and Paint; deduct 0 to 15 points…………………………… ________

2. Bumper chrome or bumper paint; deduct 0 to 5 points ………… ________

3. All glass and rubber trim around glass; deduct 0 to 5 points ….. ________

4. Wheels and tires; deduct 0 to7 points ………………………….. ________

5. Weather stripping; deduct 0 to 5 points ………………………… ________

II. Engine compartment deductions (17 points max.)

1. Battery, terminals and cables; deduct 0 to 2 points ……….…… __________

2. Engine accessory drive belts; deduct 0 to 2 points …………….. __________

3. Under side of hood; deduct 0 to 3 points ……………………… __________

4. Wiring; deduct 0 to 3 points …………………………………… __________

5. General condition of engine and engine compartment; deduct

0 to 7 points ……………………………………………….….. __________

III. Interior deductions (27 points max.)

1. Front seats; deduct 0 to 5 points ……………………………… ___________

2. Rear seats; deduct 0 to 5 points ………………………….…… ___________

3. Carpets; deduct 0 to 5 points ………………..……………..…. ___________

4. Dash and instruments; deduct 0 to 5 points ………………….. ___________

5. Door panels and headliner; deduct 0 to 5 points ………….….. ___________

6. Seat belts; deduct 0 to2 points …………………..…………….. ___________

IV. Trunk deductions (15 points max.)

1. Trunk lid hinges; deduct 0 to 3 points ………………………… ___________

2. Inside side of trunk lid; deduct 0 to 2 points …………….…… ___________

3. Carpet; deduct 0 to 5 points …………………………….…..… ___________

4. Weather seal; deduct 0 to 5 points ……………………….…… ___________

V. Exhaust and underside of vehicle deductions (4 points max.)

1. Tail pipe extensions; deduct 0 to 2 points ……………….…… ___________

2. Overall cleanliness; deduct 0 to 2 points …………………….. ___________

Points available ……………………………………………………. 100

Bonus points awarded (+) ………………………………………. __________

Points deducted (-) ………………………………….…………… __________

Total points ……………………