Overnight Event Planning Guide
This is a guide for planning an overnight event for the Santa Rosa Wine Club. It is based on more than thirty years experience and is intended to help members successfully plan, organize and execute a weekend club event. Questions should be referred to the vice president.
ITINERARY
Select the area you wish to visit, preferably within a two to three hour driving radius from Santa Rosa.
Select the date. The overnight trip has traditionally been planned for late October, departing Saturday morning about 8:00 a.m. and returning Sunday before 6:00 p.m. However a Thursday-Friday schedule has been used. Lodging rates may be lower for a weekday trip. Weekend rates are typically premium rates.
Contact the local area chamber of commerce, visitor and tourist bureau or local wine association for information about attractions in the area you plan to visit. These agencies may be able to provide maps and other printed material that can be distributed to club members.
Try to select locations that have unique characteristics and ask the wineries to stress their uniqueness in presentations to the club. Many wineries have paid staff who will work with you to plan the visit and offer suggestions, including recommended caterers for lunch or dinner service. Ask wineries about discounts for club and member wine purchases. Consult with the club cellar master to determine what wines are needed for the club wine cellar. Frequently discounts on purchases and wine tasting fees can be negotiated. But be careful not to make commitments about the quantity of wine that may be purchased, either by members or by the club Be sure to confirm that the winery can accommodate a bus. Some wineries have limited parking or access and do not accept bus tours.
Two winery visits per day seems to work best. Mix in other points of interest such an art gallery, state park or museum.
Plan to complete the first day of travel and tasting early enough to give members a chance to relax before dinner. Members appreciate having some time on the second morning to enjoy a “leisurely” breakfast and be ready to depart by about 10:00 a.m.
Travel times, the duration of venue visits and meals must be carefully planned. Trip planners typically have had great fun during an overnight trip planning visit to the selected area to actually visit the selected venues, hotels, restaurants, etc. This enables the planners to test assumptions about planned travel routes, travel times, rest stops, traffic and the time required for visits to special attractions such as a museum or park exhibit.
TRANSPORTATION
Once the destination is selected bus transportation must be arranged. The reservation must be made several months in advance of the planned departure date. Get competitive bids from several bus companies. Be sure to get a signed agreement that reflects the dates, times, bus driver expenses and places to be visited and routes to be used. Bus companies sometimes have restrictions about how and when they can travel to certain areas. Stay in touch with the bus company and verify the departure time and place 72 hours prior to actual departure.
The Board has determined that the bus is an essential part of the overnight trip, offering members the opportunity to socialize, play games and get to know new members. Therefore, if the per-person cost becomes exceptionally high planners may petition the Board for a bus subsidy.
The Board also decided that all participants should ride the bus. If one wants to provide their own transportation total trip cost including the prorated bus charge must be paid.
Traditionally election of club officers takes place during the overnight trip. Time should be allocated for the activity.
LODGING
Make lodging plans early. Many hotels and motels will not book for one night on a weekend.
Get a written commitment and contract on the number of rooms required, including a room for the bus driver. Be certain the agreed upon room rate including tax is clearly specified and guaranteed for the weekend in question. Experience shows that property managers change frequently. Written agreements and regular follow up are required to assure that you get what you expect.
Inquire about extra charges and tips for such things as baggage handling.
Work with the hotel management to make the room assignment and check-in/check-out process as simple and efficient as possible. A master check-in and billing process is preferred.
MEALS
Trips have traditionally started with orange juice, coffee, tea and muffins provided as an event expense at the departure point. This encourages people to arrive at the departure point early and provides welcome social time prior to departure. You may also want to consider providing refreshments during a planned stretch/relief break during the journey to the first destination.
Plan to bring bottled water, juices and soft drinks in iced coolers. This will provide welcome refreshment during rest stops and the water will be appreciated after wine tasting. Coolers can be left on the bus or in the luggage bay for easy self-service.
Meals usually include lunch and dinner on day one; and lunch on day two. Breakfast on day two can be left to individual discretion. Lunch can usually be arranged through a winery. Many wineries have food facilities or caterers they will recommend. If this does not work, plan for a restaurant stop or find a caterer who will prepare box lunches that may be delivered to the site. Be sure to inquire about availability and use of winery picnic facilities.
Meals should be carefully planned to provide limited menu choice for the members and allow for prompt efficient service. Work with the restaurant to develop some easy way to identify who has which entree. Colored tickets have worked well in the past. Remember to provide for meals for the bus driver.
FINANCES
The SRWC policy is to finance all activities through pay-as-you-go budgeting. The budget should be developed so that participants fund the entire weekend without club subsidy. Here is a link to
Consult with the cellar master to determine the types of wine the club may need to purchase or draw from inventory to support the event. Also discuss the planned budget for wines and the potential for including wine purchases when negotiating with the event venue. Commitments about wine purchases must have the concurrence of the cellar master.
When submitting the trip budget be specific about total costs for each part of the trip plan: transportation, lodging, meals, wine tasting, refreshments, taxes and tips. Make no assumptions about what may be included. For example, will there be a charge for wine tasting? Will there be a charge for use of a dining or picnic area? Will taxes be applied to corkage and other service charges? Will there be a charge for baggage handling? Are gratuities included in the quoted price, or must they be paid separately. Are there any use fees, bridge tolls or admissions fees to be paid for?
Contact the club treasurer if you need money for advance payments or deposits. The treasurer will need a simple receipt or expense statement for the club's records. The treasurer will also arrange to provide checks for payment of any bills that must be taken care of during the trip. For example, transportation companies may want a check presented to the bus driver before departure.
Once all costs have been determined, calculate the per-person costs for the event. Remember, club policy is that each event must be paid for by the members and guests attending the event; pay-as-you-go. Prepare a budget showing expected income and expenses based on the assumed number of participants. The event budget must be submitted to the board before event details will be announced to the membership, usually 90 days prior to the event. Here is a link to a sample format: Budget Template
It is club policy that members must RSVP and pay for an event by the date announced on the club website. Cancellation refunds will not be granted after the announced RSVP date.
Exceptions to club policy may be granted at the discretion of the board.
OTHER CONSIDERATIONS
Take the opportunity to announce trip plans during other wine club events. This will promote interest and prepare members for receiving the formal announcement. Provide planning details to the club secretary/webmaster so the event may be promoted on the club website.
Members should be asked to pay a deposit 60 days in advance and the balance 30 days in advance of the trip departure. Cancellations may occur. If so, refunds or partial refunds may be made at the discretion of the board.
Bring empty wine boxes and bold black and blue felt markers so people can place their wine purchases in a box marked with their name. Used boxes will sometimes be available from the wineries visited. But don't assume this will be true.
At the end of the trip, announce that when the bus is unloaded NO ONE IS TO LEAVE until every one has picked up their bags and box(es) of wine. This will avoid dealing with misplaced items.
It is customary for the trip planners to pass an envelope on the final day of the trip for those who wish to contribute to a gratuity for the bus driver. This is done to recognize good service and a cheerful, helpful spirit. Tipping is optional and should be done only when earned. Remember to bring an envelope for this purpose. An alternative is to build the driver's tip into the trip budget.
Once all arrangements are made plan to make confirming phone calls or send confirming letters to each venue in mid-summer and again in September. Then, one or two weeks prior to departure make confirming phone calls to be sure everything is on track. Remember, Murphy may decide to join the team at any time. Murphy's law: if any thing can go wrong, it will go wrong. Ultimately you will get what you inspect, not what you expect.
Finally, happy planning and don't hesitate to call on the vice president or any club officer for advice and counsel. Also, previous overnight trip planners are a good source of information. And remember, this is meant to be an enjoyable experience for everyone, including the planners.
ITINERARY
Select the area you wish to visit, preferably within a two to three hour driving radius from Santa Rosa.
Select the date. The overnight trip has traditionally been planned for late October, departing Saturday morning about 8:00 a.m. and returning Sunday before 6:00 p.m. However a Thursday-Friday schedule has been used. Lodging rates may be lower for a weekday trip. Weekend rates are typically premium rates.
Contact the local area chamber of commerce, visitor and tourist bureau or local wine association for information about attractions in the area you plan to visit. These agencies may be able to provide maps and other printed material that can be distributed to club members.
Try to select locations that have unique characteristics and ask the wineries to stress their uniqueness in presentations to the club. Many wineries have paid staff who will work with you to plan the visit and offer suggestions, including recommended caterers for lunch or dinner service. Ask wineries about discounts for club and member wine purchases. Consult with the club cellar master to determine what wines are needed for the club wine cellar. Frequently discounts on purchases and wine tasting fees can be negotiated. But be careful not to make commitments about the quantity of wine that may be purchased, either by members or by the club Be sure to confirm that the winery can accommodate a bus. Some wineries have limited parking or access and do not accept bus tours.
Two winery visits per day seems to work best. Mix in other points of interest such an art gallery, state park or museum.
Plan to complete the first day of travel and tasting early enough to give members a chance to relax before dinner. Members appreciate having some time on the second morning to enjoy a “leisurely” breakfast and be ready to depart by about 10:00 a.m.
Travel times, the duration of venue visits and meals must be carefully planned. Trip planners typically have had great fun during an overnight trip planning visit to the selected area to actually visit the selected venues, hotels, restaurants, etc. This enables the planners to test assumptions about planned travel routes, travel times, rest stops, traffic and the time required for visits to special attractions such as a museum or park exhibit.
TRANSPORTATION
Once the destination is selected bus transportation must be arranged. The reservation must be made several months in advance of the planned departure date. Get competitive bids from several bus companies. Be sure to get a signed agreement that reflects the dates, times, bus driver expenses and places to be visited and routes to be used. Bus companies sometimes have restrictions about how and when they can travel to certain areas. Stay in touch with the bus company and verify the departure time and place 72 hours prior to actual departure.
The Board has determined that the bus is an essential part of the overnight trip, offering members the opportunity to socialize, play games and get to know new members. Therefore, if the per-person cost becomes exceptionally high planners may petition the Board for a bus subsidy.
The Board also decided that all participants should ride the bus. If one wants to provide their own transportation total trip cost including the prorated bus charge must be paid.
Traditionally election of club officers takes place during the overnight trip. Time should be allocated for the activity.
LODGING
Make lodging plans early. Many hotels and motels will not book for one night on a weekend.
Get a written commitment and contract on the number of rooms required, including a room for the bus driver. Be certain the agreed upon room rate including tax is clearly specified and guaranteed for the weekend in question. Experience shows that property managers change frequently. Written agreements and regular follow up are required to assure that you get what you expect.
Inquire about extra charges and tips for such things as baggage handling.
Work with the hotel management to make the room assignment and check-in/check-out process as simple and efficient as possible. A master check-in and billing process is preferred.
MEALS
Trips have traditionally started with orange juice, coffee, tea and muffins provided as an event expense at the departure point. This encourages people to arrive at the departure point early and provides welcome social time prior to departure. You may also want to consider providing refreshments during a planned stretch/relief break during the journey to the first destination.
Plan to bring bottled water, juices and soft drinks in iced coolers. This will provide welcome refreshment during rest stops and the water will be appreciated after wine tasting. Coolers can be left on the bus or in the luggage bay for easy self-service.
Meals usually include lunch and dinner on day one; and lunch on day two. Breakfast on day two can be left to individual discretion. Lunch can usually be arranged through a winery. Many wineries have food facilities or caterers they will recommend. If this does not work, plan for a restaurant stop or find a caterer who will prepare box lunches that may be delivered to the site. Be sure to inquire about availability and use of winery picnic facilities.
Meals should be carefully planned to provide limited menu choice for the members and allow for prompt efficient service. Work with the restaurant to develop some easy way to identify who has which entree. Colored tickets have worked well in the past. Remember to provide for meals for the bus driver.
FINANCES
The SRWC policy is to finance all activities through pay-as-you-go budgeting. The budget should be developed so that participants fund the entire weekend without club subsidy. Here is a link to
Consult with the cellar master to determine the types of wine the club may need to purchase or draw from inventory to support the event. Also discuss the planned budget for wines and the potential for including wine purchases when negotiating with the event venue. Commitments about wine purchases must have the concurrence of the cellar master.
When submitting the trip budget be specific about total costs for each part of the trip plan: transportation, lodging, meals, wine tasting, refreshments, taxes and tips. Make no assumptions about what may be included. For example, will there be a charge for wine tasting? Will there be a charge for use of a dining or picnic area? Will taxes be applied to corkage and other service charges? Will there be a charge for baggage handling? Are gratuities included in the quoted price, or must they be paid separately. Are there any use fees, bridge tolls or admissions fees to be paid for?
Contact the club treasurer if you need money for advance payments or deposits. The treasurer will need a simple receipt or expense statement for the club's records. The treasurer will also arrange to provide checks for payment of any bills that must be taken care of during the trip. For example, transportation companies may want a check presented to the bus driver before departure.
Once all costs have been determined, calculate the per-person costs for the event. Remember, club policy is that each event must be paid for by the members and guests attending the event; pay-as-you-go. Prepare a budget showing expected income and expenses based on the assumed number of participants. The event budget must be submitted to the board before event details will be announced to the membership, usually 90 days prior to the event. Here is a link to a sample format: Budget Template
It is club policy that members must RSVP and pay for an event by the date announced on the club website. Cancellation refunds will not be granted after the announced RSVP date.
Exceptions to club policy may be granted at the discretion of the board.
OTHER CONSIDERATIONS
Take the opportunity to announce trip plans during other wine club events. This will promote interest and prepare members for receiving the formal announcement. Provide planning details to the club secretary/webmaster so the event may be promoted on the club website.
Members should be asked to pay a deposit 60 days in advance and the balance 30 days in advance of the trip departure. Cancellations may occur. If so, refunds or partial refunds may be made at the discretion of the board.
Bring empty wine boxes and bold black and blue felt markers so people can place their wine purchases in a box marked with their name. Used boxes will sometimes be available from the wineries visited. But don't assume this will be true.
At the end of the trip, announce that when the bus is unloaded NO ONE IS TO LEAVE until every one has picked up their bags and box(es) of wine. This will avoid dealing with misplaced items.
It is customary for the trip planners to pass an envelope on the final day of the trip for those who wish to contribute to a gratuity for the bus driver. This is done to recognize good service and a cheerful, helpful spirit. Tipping is optional and should be done only when earned. Remember to bring an envelope for this purpose. An alternative is to build the driver's tip into the trip budget.
Once all arrangements are made plan to make confirming phone calls or send confirming letters to each venue in mid-summer and again in September. Then, one or two weeks prior to departure make confirming phone calls to be sure everything is on track. Remember, Murphy may decide to join the team at any time. Murphy's law: if any thing can go wrong, it will go wrong. Ultimately you will get what you inspect, not what you expect.
Finally, happy planning and don't hesitate to call on the vice president or any club officer for advice and counsel. Also, previous overnight trip planners are a good source of information. And remember, this is meant to be an enjoyable experience for everyone, including the planners.