Guidelines for Organizing a Club Drive

The following guidelines may be helpful to MOMM members when organizing a club drive.  It is often not necessary to follow every guideline for very short drives of limited duration with limited numbers of participants.  Use good judgement in deciding which guidelines should apply or be disregarded in conjunction with your event.
 
ADVANCE PLANNING:
 
1. Check your proposed drive date carefully to ensure there are no serious conflicts with scheduled activities of other Miata clubs, other major events (i.e. football games, parades, etc.), or holidays.
 
2. Select drive routes carefully, taking particular care to avoid road construction projects, gravel roads, and urban areas with numerous stop lights.  Make a pre-run of the drive route a few days in advance, if possible, to avoid unpleasant surprises on drive day.
 
3. Provide publicity for your drive as far in advance as possible.  This will allow other club members to add it to their calendars, and will increase chances for good participation.  Use MOMM’s internet web site, MOMM’s Yahoo Group board, or personal e-mails for announcements.  Notify other Miata clubs also, if their participation in the event is desired.
 
4. If you intend to use inter-vehicle radio communications during your drive (CBs or FRS radios), be sure to mention this in your publicity so that other drivers can bring the proper equipment to the event.
 
5. Ask drive participants to inform you in advance of their plans to attend.  On the day of the event, this will help you determine if all expected participants have arrived.  Ask other drivers to provide you with telephone numbers where they can be contacted, should you have any last-minute questions about their attendance plans just before the drive begins.
 
6. Arrange to notify other participants of event cancellation in case of last-minute problems due to bad weather conditions, illness, or mechanical trouble.  Again, be sure to request contact information from other drivers so you can reach them if cancellation should become necessary
 
7. Make up a supply of simple drive route maps for use by other drivers, who will probably be less familiar with your route than you are.  Pass these out at the start of the drive.
 
8. Designate a convenient, easy-to-find location as the starting point for your drive.  Be sure it has ample room to accommodate all the cars you expect to participate.  A starting location with available rest room facilities nearby is usually appreciated by all!
 
9. If you will be making a planned food stop as part of your drive, be sure to make arrangements with the selected food establishment in advance.  Inform it of your approximate ETA, and the estimated number of persons in your group.
 
 
DRIVE DAY TIPS:
 
1. Arrive at the starting point on time (or, better yet, a little early).  Bring telephone numbers for all planned participants. Have your cell phone (if available) turned on, so that other participants can contact you if needed. 
 
2. When all participants have assembled, hold a short “drivers meeting” before getting underway.  At this time you should:
 

• Pass out drive route maps.

• Give an overview of the drive route, planned rest or fuel stops, destination, and other pertinent facts.

• Give details concerning inter-vehicle radio arrangements.  Do a quick “radio check” to determine if all radios are working and tuned to the proper channel.

• Discuss safety details.  Point out any known road hazards, caution against excessive speeding, and if lighting is poor, ask all drivers to turn their headlights “on”.

• Request another driver to serve as the “sweep” or “tail gunner” at the rear of the drive group.  Ask the “sweep” to use his or her radio to keep the group leader informed of any problems or situations that the leader may need to be aware of.

 
 
3. Provide your cell phone number to other drivers.  This will enable them to contact you in the event they experience mechanical problems which cause them to drop back beyond radio contact range.
  
4. Make occasional rest stops along the drive route for the comfort and convenience of all participants.  Rest stops at or near gas stations work well, as this also allows for re-fueling if necessary
 
5. If the group becomes separated along the drive route due to traffic signals or non-Miata “interlopers”, pull over in a safe location to allow the group to re-form.  Ask the “sweep” to let you know via radio if group separation problems occur, and when it is safe to proceed after the group has re-formed.
 
6. If advance arrangements have been made with a restaurant, consider giving it a telephone call while en-route, confirming your reservations, announcing your expected arrival time, and the number of persons in your group.
 
7. Have a great drive!