Show And Shine Show 2nd December 2018

Show and Shine Show held at Doyalson Wyee RSL in aid of Farmers Christmas Fund Raiser

Thus event will be held on SUNDAY 2nd December 2018. This is a joint project between the Independent Rodders of Lake Macquarie and the Rotary club of Northlakes Toukley.

The aim of the event is to run a Show and Shine car and bike show to raise money to help farmers have a better Christmas.  There will be up to 200 cars and bike on show, food and stall vendors and raffle and auction prize all to held in a fenced off area of the carpark and fields at the Doyalson Wyee RSL. Entry for this event for the public will be via a Gold coin donation to be collected at the entry gate

Our clubs role will be to provide the following leading up to, on the day of the event and after the event

  • Provide a tax deductable account for money to be deposited into by entrants, food and stall holders, sponsors and cash donation collected. Reviewing options with RCNT Bank Account, RAWCS and RABS. This will require some investigation. One the guys from the Rodders has a close link with farmers in the MANILLA area would like to see some funds go there. So a RABS project would be best and the event seems to meet all the criteria’s required to do this.
  • Assist in parking cars on the days with showing where to park etc
  • Provide people with collection buckets at the entry gate to collect donations on the way in.
  • Run a BBQ from the sports field canteen and serve egg and bacon rolls, sausage sandwiches, steak sandwiches and cold drinks( soft drink, water, tea and coffee0
  • Count all cash collected on the day. It is hoped to give this straight to the Doyalson Wyee club to check our count and they will bank all monies and then deposit into the RABS account the collected funds
  • We will require a project Manager to manage this event and sign off and produce the required project management paper trail and work.
  • Oversee the distribution of the funds after the event and make sure all funds are used so project can be completed.

Our event partners are also looking for anyone that can assist with names for sponsors, food and stall holders. Also on the day if any can supply pop up tents, table and chairs to be used.

We as a club will need to purchase a suitable stamp with club logo for stamping of raffle tickets on the day.

The event organisers would like to produce about 130 shirts for sale at a cost of about $1,000.00 which would be sold on the day at $20 each, if all sold $2,600.00 would be collected a profit of $1,600.00. It was suggested by me that the club pay for the cost of these shirts and our club would be shirts major sponsor giving us some good exposure. We have already committed funds to Farmers appeal as our major project and the money would come from this thus raising another $1,600.00 on top.

Timings on the day

Helpers on the day would be required on site and event programme as follows

  • 6am to assist and direct trade stand set up
  • 7.00am show and shine entrants would arrive to set up
  • 9.00am event open to public
  • 2 pm Raffle draw and Auction
  • 2.45 pm Presentation to winners of show and shine
  • 3pm Event would close.

Estimate income

200 entrants at $20 each                                                                    $4,000.00

20 food and stall holders at $100 each                                             $2,000.00

Donation at gate estimate only                                                          $2,000.00

Raffle ticket sales and auction prizes                                                 $2,000.00

Profit from Rotary run canteen                                                           $1,000.00

Total estimate                                                      $11,000.00

 

Expenses

Our club would need to either pay for or have the below listed items donated.

  • Steak
  • Sausages
  • Bread
  • Butter
  • Sauces
  • Drinks
  • Ice
  • Napkins
  • Tea coffee milk sugar
  • Maybe gas bottles for BBQ.

Cost of trophies covered by two of the sponsors,

Maybe some council charges in event application no other major expenses expected but lets say $1,000.00 in expenses max maybe incurred. So total profit expected would be say $10,000.00

It would be hoped that if successful this could be come an annual event and fund raiser.

Kind Regards

 

Mitchell Cowan

For and on behalf on the Northlakes Toukley Rotary Club