Welcome to our new beta design! Click here to go back to the old Newschoolers.
jeppenatorAWESOME that you are doing this!
I have hosted a lots of railjams in Sweden and i know that it can be a bit complicated in the beginning. SO i have put together a list for you to follow and keep away from the biggest misstakes or headaches that can occur when planning events.
First rule of everything in life is:
Don't make it to complicated.
Just like you say its not going to be a big event, don't create to much work for yourself.
Follow these steps, to get a great and not to complicated event.
1. SET THE FORMAT
What kind of event do you want? Should it be just one rail in the setup or should you have more options? plan out what the "arena" of the event should look like and then make a good format to go with it. 3 runs each best one counts, or maybe more of a session/jam format for 60 minutes and best riders overall get prizes?
When you know what the setup looks like and what your format of the competition is going to be then you should start to approach sponsors to get some prizes.
Figure out exactly what you want before talking to sponsors.
if you need 3 bigger prizes for 1-3place in the contest then ask for that. If you want stickers, ask for it. One of the biggest misstakes i believe when talking to companies is to approach them without a good plan. so figure out these things:
1.What do you want in prices? how many and how big?
2.What companies could you find to supply with these prizes? Make a list and start to ask the companies you least want to have so that you get some warmup before talking to the "dream sponsors". This will increase you chans of actually getting the best sponsors because you will learn from your mistakes talking to the "lesser known brands first" and don't make the same misstakes when you have made a couple of calls or emails..
3.What can you give back to those companies for helping you out? (place for them to put up banners, speaker announcing the sponsors name, logos on the poster etc).
4. get to work and send emails or call all of these companies and present your plan and what you can do for them and how sponsoring your event will help them to build their brand and sell more products in the end.
so marketing your event in a local hill is not to hard because all of your local riders will probably find out. but print some posters and put up on the lift or at the parking lot, skipass cashier and other places where most people will always pass when entering the slopes.
Also if you have any local clubs or skiteams make sure to send the info to the people in charge of these to send out information to all of their members too.
Also create and FB event with all of the information you have decided on in 1-2 step. Invite all of the people you know and ask them to invite all of their friends to the event.
Also ask the company sponsor if they can help to post information about the competition on their facebook/instagram accounts or if they have email lists or other ways make them send info there too.
4. other stuff to look in to.
Need music and speakers? talk to the local hill if they have a music system and someone who are used to speaking at local events. If not maybe one of your friends are injured and cant ride? ask them to be the speaker because they will know all of the tricks and format of the competition anyways.
If they don't have a music system them add it to your list of sponsors and talk to a local music store to borrow sound system in change for marketing space with banners and logos.
Also make sure information about registration and schedule are clear in all communications.
What time does registration start? before the lift opens? when is training starting and when are qualifications/finals? Make a schedule and put it on the poster to help everyone understand it easily and not get confused.
also ask a friend of yours to help out with registrations. Who will put all the competitiors of the names on a list that the judges will use in the competition?
When registering riders, make a copy of the list as well because of my own experience i know that only having 1 list of all riders will be a big pain in the ass if its crappy weather outside and the paper get wet. So make sure to make a copy of it as soon as all riders ar registered.
Also find someone to judge the competition and make him set the rules for how judging will work. Do a riders meeting before qualifications start and have the judge tell all of the rules to all of the riders and take questions if its not totally clear for everyone how its working.
There are a thousand other things to think about as well, but use this as a guide and if you run in to any problems figure out the best way to solve it and learn from it!
Hosting the first event is always the hardest but when you have done it the first time, next one will be so much easier.
Keep up the good work and i really hope that you make this happen and that you have a fun time doing it. The ski industry needs more people like you to step up and DO THINGS for the community.
Shoot me an PM if you have any further questions or did not understand some of the parts from this post.