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Rogers Arkansas has been chosen as the site of the 2009 State HOG Rally. An event of this magnitude is a HUGE undertaking and we will need the support from as many members as we can get to make the rally a success.
The newly formed Rally Committee is spearheading our efforts for 2009. We need to get started putting the right people in the right positions right now and WE NEED YOUR HELP! Each major position for the 2009 State H.O.G. Rally in Northwest Arkansas will need at least 3 assistants who will help with the fulfillment of the duties. Please contact Rally Secretary Julia Foreman as soon as possible to volunteer to assist any of the following positions for the 2009 State H.O.G. Rally in Northwest Arkansas.
Since we are drawing on our members to make this a successful rally, we need
your input. We have also set up an e-mail "hotline" to submit your
ideas for the rally. Share your ideas and suggestions, you don't have to put
your name on them if you don't want to but it would be helpful if we need to
contact you for further information. Elaborate on how you think it should be
implemented- time of day, materials and equipment, and how many volunteers it
will take to make it successful. You can submit your suggestions to 2009rally@nwahog.com.
Comittee:
Volunteers needed
Job Description:
Acts as Rally Project Manager to ensure overall success of State Rally
Must attend Rally Coordinator training
Guides other committee members, ensures they are meeting their responsibilities
Serves as liaison between HOG Regional Manager and the Rally Committee. Regional
Manager must approve all proposals, artwork, advertising materials, and actions
of the committee
Submit Rally Committee form
Keeps HOG Regional Manager informed of any committee changes
Conducts meetings
Submits all information required listed on the State Rally Checklist
With the help of the committee, develops proposed budget outlining activities
and associated costs
Signs and authorizes all contracts
Oversees Rally financial operations
Submits a complete financial report to HOG within 8 weeks of the close of the
Rally
Submits artwork and order for Rally products
Compiles all Rally legal and historical documents and items, submits to Harley
Comittee:
Volunteers needed
Job Description:
Responsible for recording all official Rally business and distributing to all
necessary parties
Obtains information for and prepares meeting agendas
Types and distributes minutes from meetings to each HOG Chapter and HOG Regional
Manager
Notifies committee members and Regional Manager of State Rally meetings
Establishes and manages a phone “hot line” so attendees, guests,
etc. can ask questions or receive information
After Rally, compiles all participant release forms, injury reports, vendor
contracts, other contracts, legal documents and sends to HOG
Comittee:
Thomas Ptacek
Jay Oliphant
Job Description:
Manages financial operations of the Rally in a professional manner consistent with HOG policies and guidelines. May be bonded at the expense of he Rally.
Acts as financial advisor to Rally Committee
Receives a Rally-owned copy of Quick Books software
Assumes responsibility for Rally bank accounts as directed by the HOG Manager
Verifies that all Rally-owned equipment and supplies are received from the prior year Rally Committee
Performs monthly bank reconciliation's, submits a copy to the HOG Regional Manager
Provides monthly back up file of the Quick Books data file to the Regional Manager
Follows HOG Manager’s directions in resolving local state and federal tax issues and liabilities. Refers all tax-related contacts to the HOG Manager.
Obtains and maintains information from payees where forms 1099 or W-2G may be required
May be involved in the pre-registration process
Within 8 weeks after conclusion of Rally, reviews financial records with Rally Coordinator and/ or Rally Committee
Ensures that all Rally property is accounted for and transferred to subsequent year Rally Committee
Comittee:
Dave Higgins
Pat O'Brien
Mary O'Brien
Job Description:
Designs and implements the entire
registration process
Provides all envelopes and printed material for registration and rally packages
Edits pre-registration forms and confirmation cards
Generates alphabetical list of all pre-registered attendees
Verifies national membership of the pre-registrants
Mails confirmation cards to the pre-registrants
Determines registration process for the Rally, designs layout of registration
area to ensure the process runs smoothly
Counts all Rally material against pre-registration list to ensure proper distribution
Assembles all registration packets for pre-registered and on-site attendees
Oversees on-site registration. Coordinates and trains registration volunteers.
Provides written instructions for registration volunteers, include pre-registration,
on-site registration, and National HOG enrollment processes.
Provide on-site registration for National HOG enrollees
Turns over membership forms and fees to Regional Membership after Rally. These
fees are to remain separate from Rally registration fees.
Packages and labels all contracts, signed releases and injury reports. These
should be turned over to Rally Secretary for compiling with final legal documentation
of Rally.
Comittee:
Reggie Cosio
Jeanie Hawkins
Steve Hafliger
Nance Hafliger
JOB DESCRIPTION
Operates as liaison to Rally host community
Ensures adequate facilities at Rally site
Solicits Chambers of Commerce, convention and visitors bureau assistance
Obtains accommodation information
Negotiates all local assistance (contacts stores, restaurants, etc. and informs
rally attendees of discounts or coupons)
Arranges for any necessary permits or licenses
Arranges for approval of all vendors by HOG Regional Manager
Arranges for all equipment rental
Obtains entertainment for the State Rally
Notifies police regarding security needs (parades, security for rally, intersection
control for rides, etc)
Negotiate contracts for entertainment and any supporting equipment and/or additional
security needed
Acts as liaison between site venue and entertainment
Arranges for communication equipment
Creates effective channel of communication with Rally attendees
Obtains information on emergency facilities
Sends thank-you notes to host community
Committee:
Rick Fish
Mark Claassen
Mike Dennis
JOB DESCRIPTION
Responsible for scheduling, planning, and conducting all Rally events
Produces on-site schedule
Creates Rally work schedule and communicates schedule with all volunteers
Ensures all volunteers have necessary supplies and equipment for each event
Obtains trophies and prizes for event
Makes sure all events are HOG approved, insured events
Oversees all events
Works with Site Coordinator on Poker Run, etc.
Tabulates event results, determines winners, awards prizes
Comittee:
Terry Long
JOB DESCRIPTION
Responsible for contacting surrounding HOG chapters and soliciting volunteers
Receiving volunteer information from chapters and volunteer confirmation cards
Scheduling volunteers
Procuring and setting up the volunteer hospitality suite
Interfacing with other committees to ensure volunteers are placed where needed