[K3PZN-List] HAMFEST DEBRIEF

[JOSEPH EBAUGH]

HELLO ALL;

HERE ARE THE DETAILS OF THE DEBRIEFING HELD LAST WEDNESDAY AT THE FTC, 
SOME GOOD AND SOME NOT SO GOOD ITEMS FOR YOUR VIEWING PLEASURE, 73

JOE

CARROLL COUNTY AMATEUR RADIO CLUB HAMFEST DEBRIEFING

The Hamfest debriefing meeting was held at the Fire Training Center on 
the 30th of October 2002.

President Beckman called the meeting to order at 1935. Members present 
were, Keith KB3HHK, Eric KB3HKG, John AK3Z, Bill N3WM, Joe N3YIM, Steve 
N3SB, Frank K3MTT, Al K3ZE, Mike N3VOP and Jim WX3B.

Steve N3SB displayed some old Hamfest posters from years ago and some 
other items of interest pertaining to past Hamfest�s.

The 2002 Hamfest cost less than projected in the budget, and income 
exceeded the amount projected in the budget, it�s nice to have that to 
report.

There was discussion on two items that pertained to the Hamfest;

1) Things that worked well;
Advertising � Was excellent, 6300+ flyers distributed, many ads in Ham 
related
Publications, local TV ad and participation at the FAR/CARA Hamfest.
Weather � we lucked out after a week of rain and drizzle the weather was 
great for a
Hamfest.
Dealer - We were fortunate to have a dealer vendor at the event, 
however, we will make
every effort to get better dealer participation at the 2003 Hamfest.
Location � The AG center is great for this event, and attendees know 
where it is and the
price is right, we will schedule for October 26th 2003 soon.
Tailgating � There was a great amount of tailgating this year, 5+ double 
rows, and the
only way to improve that is to get more tailgaters, and increase the 
tailgate area.
Saving Time � A lot of setup time was saved by not marking off the 
tailgate spaces, this
worked well at the Tailgate Fest and we did not do it for the Hamfest 
for the first time.
The October Date � There was some discussion about moving the date to 
avoid the
contest which also falls on this weekend, however, it was agreed not to 
change.
Money Aprons � The money aprons were prepared in advance and made for easy
assignment to workers.
Free Table � The freebees were well received by the attendees and many 
positive
comments were heard about it during the day.

2) Things that were bad and need correcting;
Advanced Reservations � We need more advanced reservations from vendors, 
this will
need to be addressed on the new flyer.
Help � With only 25 members out of a100 plus membership, the work load 
on Hamfest
day made some workers work straight through from 5AM till 5PM. Several 
members
were seen attending the Hamfest but did not work, if only would have 
worked for an
hour someone could have had some relief, the Saturday setup was not as 
bad but any
help would have made the job easier.
Handicap Parking � There is a need to increase handicap parking, we can 
do that with
some adjustments to who we allow to park on the upper level.

RV Parking � Next year RV�s need to park in the tailgate area, this will 
free up several
spaces that can be used for handicap parking.
Caterer � The untimely stopping to prepare for lunch and the �fake� crab 
soup left
some people unhappy, and for good reason, these items have been 
discussed with the
caterer by Bill N3WM, and we have been assured this will not happen 
again, we
would like to get them for the next Tailgate Fest in August.
PA System � There is no outside PA system in the tailgate area, the AG 
center rents a
system for the 4H fair, we need to rent or acquire a system for next 
year. Keith
KB3HHK has a contact for a system we should look at.
Empty Tables � One of the vendors mentioned that setting up unused 
tables didn�t
look good to the attendees, perhaps we should not set them up until they 
are sold
or are ready for use.
Medford Hall - For the past two years at least, we have rented Medford 
hall and not
used it, we can save at least $125.00 if we do not rent it, I�m sure we 
can work with
Mr. Lippy and not rent it on the contract but then if we use it we can 
pay him after
the fact.
Signs � It was suggested that we place signs out that have �CCARC 
Hamfest�on them
and not just �Hamfest�, this would discourage souvenir takers and other 
clubs from
taking them. There are available inexpensive plastic signs that could be 
gotten for
the Hamfest. We lost a sign during the Tailgate Fest that had to be 
replaced.

There being nothing further we adjourned at 2100.

Submitted;

Joe, N3YIM
Secretary