Chevy Avalanche Fan Club - Avalanche Cruises and Meets

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Setting Up A Local Club In Ten Easy Steps

STEP NINE - COMMUNICATE TO YOUR CLUB MEMBERS:

Well, you’ve done just about everything you can. You’ve enter in your club, you planned a date, time, activities, and route. You’ve published the plan. You’ve put it on the club calendar. You’ve promoted the meeting at area dealerships and the local four-wheel drive shop. Your cruise is about five weeks away. You’ve built – now you need to hope that they come.

Over the next three weeks you should be monitoring the number of people signing up. You can do this several ways. First, you can check the master list on the Chevy Avalanche Fan Club Web Site at:

/registered

You’ll need a username and password to enter the area. You can e-mail the Chief to get this information at webmaster@chevyavalanchefanclub.com with the subject line of, "CRUISE COORDINATOR PASSWORD REQUEST." As people register through the Chevy Avalanche Fan Club site they’re data is added here. You should check this database at least once a week. It is typically updated on Monday nights, but can be more or less frequent depending on the number of registrations.

You also need to be monitoring e-mails, phone calls, and the Cruise and Meet Board in the forums.

About two weeks before your cruise you should send out your first e-mail. In the e-mail you should provide the following elements in this format:

WHO: This would be the name of the club and the local club you are running with your contact information

WHAT: A cruise and meet of course – you should also cover what is going on and what you will be doing, including the route

WHERE: This is the meeting place

WHEN: This is the meeting date and time

WHY: To have a good time with our Avalanches!

You should then ask people to RSVP by e-mail to you on their attendance. This is really important to get an idea on how many people will actually arrive.

On the issue of turn out, here is a basic rule of thumb to follow:

· About 1/3 to 2/5 of your registered members will RSVP that they will attend
· About 1/4 to 1/3 of your registered members will actually show up.

That means if you have twenty people on your list total (before asking for an RSVP), a good turn out is five to seven. If you have less than four (including yourself) you should step back and understand why the response is low. Don’t have enough entries? Is the route to long or meeting time to early? Not enough notice? Does your meeting date conflict with a major holiday or event? You should consider rescheduling or canceling your event if you have less than four Avalanches present for a full-blown cruise.

On to step ten...