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PLANNING A RIDE

PLANNING A RIDE

Hosting a ride is much easier than you may think!  Here is a step-by-step guide to help you plan a successful event.  Club members are also willing to help you plan a great evening.  Email us at madconvertibleclub@gmail.com with any questions!

Pick a Date

Review our event schedule.  Contact the club to confirm your preferred date.

Pick a Place

Select a restaurant for dinner.  Consider restaurant capacity and parking availability.

Plan a Route

Select a starting location with adequate space.  Minimize travel on busy roads.

Lead your Ride

Bring copies of your ride, name tags for attendees, and some sun for all to enjoy!

PICK A DATE

Pick A Date Anchor

PICK A PLACE

Pick a Place Anchor

  • Select your preferred restaurant.

    • Need some ideas?  Review prior rides for a list of restaurants previously hosting club events.

    • Consider availability of parking.  Restaurants with large parking lots, good lighting, and adequate handicap parking are ideal.

    • Consider menu options.  Most rides offer 3 menu choices, with meat and non-meat options.  Participants enjoy a salad bar or side salad as well.

    • Consider bar accessibility.  Our group will all arrive at the restaurant together, and most will stop at the bar for a drink before dinner.  Large bars with multiple bartenders are ideal.

    • Avoid restaurants that require a fee to accommodate our group.  There are many restaurants that are happy to accommodate our group without charging a fee.

  • Contact the restaurant to confirm availability.

    • Rides can have 50 or more people, so confirm the restaurant is able to handle a group of this size.

    • One price per menu option (tax and tip included) simplifies the payment process - as do checks prepared in advance of our arrival.  Validate whether this is an option at the restaurant.

    • Confirm how far in advance of your ride the restaurant would like a final count of diners - along with their menu choices.

  • Select your menu choices & pricing.

    • While an option to order directly from the menu, most restaurants prefer to offer a limited menu.  Work directly with the restaurant to design your menu.  Limited dinner menus typically include 3 menu choices.​

    • Confirm pricing for each menu option.  A price that includes tax and tip simplifies the payment process.

  • Communicate menu options and pricing to our club leader.​

Plan a Route Anchor

PLAN A ROUTE

  • Select a starting location that can accommodate up to ~30 cars

  • Build a route that will take about 75 minutes to drive, noting that our club will often travel below posted speed limits in order to stay together as a group

    • Avoid high traffic roads and traffic signals as much as possible​

    • Avoid complex routes that have a large number of turns

    • Avoid roads in poor condition (potholes, gravel, etc.)

  • Document your route​

    • Capture turn-by-turn directions from your starting location to your restaurant​

    • Include mileage between each turn

    • Do not include the same or address of your restaurant; it's fun to be surprised!

    • Refer to prior ride sheets for good examples of how to document your route

  • Drive your route close to ​your scheduled ride date to confirm all roads are open and in good condition

LEAD YOUR RIDE

Lead Your Ride Anchor

  • Our club leader will provide you a list of all registered participants shortly before your ride

  • Prepare name tags for each registered participant

  • Prepare menu choice tags for each person to bring into the restaurant.  Ideal tags will be a different color for each menu option, and will have the menu choice written directly on each tag.

  • Prepare paper copies of the route for each registered car

    • Include your contact information in case anyone experiences an emergency - or loses the club during a ride

    • Consider including an emergency envelope that provides the address of your restaurant

  • Assemble an envelope for each registered car.  Include in this envelope name tags, menu choice tags, and a copy of the route for each registered car.

  • Arrive at your starting location at least 45 minutes before your scheduled departure time

    • Consider bringing drinks and snacks for people to enjoy at your starting location.  Ride hosts often bring small bottles of water and cookies or sweet treats for everyone to enjoy.​

    • Park in a location where other cars are able to line up behind you

  • Greet each car - and provide them their envelope with name tags, menu choice tags, and a route sheet

  • Once all cars arrive, or at your scheduled departure time, ensure all drivers are ready - and begin navigating your route!

    • Drive at a reasonable pace to allow the club to stay together​

    • If cars get separated, slow down or stop until all cars are together again

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