Download Host Guidelines PDF

Getting Started: First Steps to Hosting a Successful Convention

Hosting a Chrome Angelz RC Convention is exciting, but let’s start with the basics. Here are the first building blocks to set your event up for success.

1. Decide the Date

The very first step is choosing your convention date.

Please keep in mind: many of our sisters work in the school system, so conventions are traditionally scheduled at the end of June.

Conventions typically run three days:

• Thursday evening (kickoff)
• Friday & Saturday (main events and rides)
• Sunday morning (departures)

Optional early bird arrival on Wednesday evening. Many get there early as it may be part of their vacation.

Once your date is finalized, notify Kristin and once approved then notify all assisting chapters immediately.

2. Communication is Key

Create a private group messaging space for planning and updates.

A Facebook group, Messenger chat, text group, or similar tool works well.

This space is where all participating chapters can:

• Share ideas
• Receive updates
• Keep track of assignments

• Always invite and involve neighboring chapters—remember, this is a statewide convention.
• Be sure to add Kristin and Sandy so they can assist and support as needed.
• Invite Annamarie, Kristin and Sandy to your first meeting via Zoom, FB, etc.
• Send a copy of all meeting minutes to Kristin at convention@chromeangelzrc.com.

3. Schedule Regular Meetings

• Plan to hold monthly convention committee meetings early on.
• As the event draws closer, shift to bi-monthly meetings.

Meetings are essential for:

• Assigning tasks to each chapter
• Checking progress and updates
• Ensuring everyone is on the same page

4. Stay Organized

• Designate a sister (or small team) who will be responsible for collecting and keeping track of all details.
• Organization is critical—this information will be shared with Annamarie after the convention concludes for documenting and accounting purposes.
• Think of this role as the keeper of details: lodging, venues, vendor info, budgets, fundraising, and notes.

By starting with these four basics – Date, Communication, Meetings, and Organization – you’ll have a strong foundation to build on Finances, Registration and Planning Essentials.

Finances, Registration and Planning Essentials

Hosting a convention means keeping track of who’s coming, how they’ll participate, and how the money flows. This section gives you the tools to stay organized, transparent, and stress-free.

Bank Account & Finances:

• A dedicated business account must be created in the name of Chrome Angelz RC.
• Annamarie must be added as a joint account holder.
• Your chapter treasurer is responsible for tracking all expenses using the provided donation spreadsheet.
• A full financial report must be submitted to Annamarie within 1 month after convention ends.
• Once approved by Annamarie, the account may be closed.

Example: Bank Account Setup Document

Monies & Registrations:

• All registration forms will be sent to Sandy via online submission.
• The host chapter president will receive a shared registration spreadsheet to track attendees.
• All registration and patch fees will be collected via PayPal to: ConventionCARC@gmail.com (use friends & family option) or check via USPS.
• Prior to the convention, Sandy will confirm who has paid and who hasn’t.
• Closer to the event, funds will be sent to the host chapter as a lump sum transfer.

Registration Forms:

Every convention requires a custom registration form tailored to your event. This form will be placed on the convention tab on the CARC website to streamline submissions. Sandy “Hurricane” Miller will keep a spreadsheet of all participants, guests, payments, shirt sizes, and patch orders. She will share this document with Kristin and the hosting chapter president. This template has been created and will require specific information pertaining to your event and should be supplied to Kristin with the following:

• Date of Convention
• Venue/Host Hotel (name, address, phone number)
• Registration Fee (usually $75 to cover dinner/shirts – if different, must be pre-approved by Kristin/Annamarie)
• List of all activities for headcounts (including guests) for each day’s activities

Example: Sample Registration Form (Screenshot)

Accommodations, Travel & Rentals:

Host Hotel –

Your guests are traveling from near and far including international. So offering affordable, comfortable and practical lodging is key to a smooth convention experience. The following are to be considered when choosing a location:

• Name, address, and reservation contact info
• Group discount or block rate for attendees
• Cancellation policy
• Breakfast included (with dietary-friendly options)
• Parking for trailers and motorcycles
• Meeting space availability (for banquet/meetings, if applicable)
• If the hotel is also your convention meeting/banquet location, confirm costs and wifi accessibility from the banquet room which is needed for livestreaming the yearly meeting.
• The hotel may ask for a list of guests. There is a sample spreadsheet available should you need it.

Example: Sample Hotel Spreadsheet (Screenshot)

Alternative Lodging:

Some guests may prefer other options. Provide a list of:

• Local campgrounds or RV parks
• Budget hotels/motels nearby

Travel & Transportation:

Research and share:

• Closest airport(s) with distance to host hotel
• Transport options: shuttles, Uber/Lyft, taxis, rental cars or local members volunteering to help with pickups
• Consider charter buses or vans for transporting attendees to evening venues (great for safety after night events).

Motorcycle Rentals

Provide information for local motorcycle rental companies for sisters who may be flying in.

Example: Sample Motorcycle Rentals

2018 Chrome Angelz RC Convention
Motorcycle Rentals in Maine

—Surf & Summit Portland, ME (207)415-8310

They deliver the bikes to you within 50 miles of Portland. They will also pick you up at the airport and take you to your hotel where your bike will be waiting for you. They also have gear and helmets you can rent as well and bikes with GPS if anyone wants that. From now until March 20th if you make your motorcycle reservation for this summer you get discounted rates. They should have 4 bikes available for rent as of May 1st.

Meetings & Major Events:

These are the core convention events that must be planned carefully, as they involve the entire organization.

• Board Meeting (1 hour, board only on hotel premises)
• Yearly Meeting/Banquet/Awards (4-5 hours, all members and guests)

Banquet / Friday Night Party:

This is the highlight of convention weekend! Options include:

• Host hotel banquet room (preferred)
• Local halls (Elks, Moose, VFW, etc.)
• Unique venue (barn, restaurant, outdoor pavilion, etc.)

Banquet Checklist:

• Wireless microphone & sound system (appropriate for venue size and attendees)
• Theme (fun & creative — costumes welcome!)
• Dinner style (buffet, plated, family style, etc.)
• Raffle setup (basket raffles, 50/50, etc.)
• Music and light system (does not need to be elaborate)
• Group photo time
• Founder’s gift presentation (traditional “thank you” to Annamarie)
• Reserved front table for Annamarie

CARC Merchandise Sales

• Set aside 2+ hours before convention early bird for merchandise setup.
• Allow for 5+ hours of sales time (can be split across Wednesday – Saturday. Annamarie will set timeframes before posting final copy of itinerary)
• Provide a secure, locked room, if possible.
• Ensure volunteers are available to assist.

Daily Convention Flow:

Suggestions

Wednesday – Early-bird get together at the host hotel (Refreshments, pizza party, etc.)

Great time for:

• Early registration check-in
• Distributing swag bags
• Socializing with sisters after long travel days

Thursday – Early-Bird Ride

• Ride to destination, i.e., Harley-Davidson, local attractions, lunch, etc.
• Evening Meet & Greet, i.e., backyard or park BBQ, welcome party at hotel lounge, local restaurant with reserved space
• Activities: games, karaoke, photo booth, etc.

Friday – Free Day, Board Meeting, Banquet

• Morning: Board meeting (9-10 am on hotel premises), merchandise sales
• Morning/Afternoon: Free time, shopping, site seeing, tattoos, rides (optional)
• Evening: Banquet dinner with fun theme, raffle, awards, group photo, founder’s gift

Saturday – Group Ride

• Morning: Optional press/photo event with Annamarie (local paper or station)
• Day: Group ride to local attractions, landmarks, parks, etc. with group photo
• Evening: Goodbye Get Together (pool party, campfire, hotel restaurant/lounge, etc.)

Sunday – Departure

Farewell breakfast or coffee gathering at host hotel

Communication:

The little touches and clear communication are what transform a convention from good to unforgettable. Here’s how to keep everyone connected and add those special details that make the weekend shine.

Members Facebook Event Page

• Create a dedicated event page for attendees. List Kristin as a co-host.
• Post soft and final itineraries, updates, reminders, and FAQs.

Itinerary

• Post a soft itinerary a week or two after the most recent convention. (Many use this time as vacation).
• Include times, locations, meals, and dress codes/themes (if any).

Example: Sample Itinerary (Screenshot)

Patches, Shirts, Swag & Visuals:

Hosting convention also means creating those little touches that make the event feel special, memorable, and professional. Here’s what you’ll need to plan:

Patches

• Each attendee can order the Convention Patch and Year Patch.
• Orders are collected through the registration form.
• Annamarie will provide the official patches—she must approve the total count in advance.
• Some host chapters have created their own state or theme patch. These must also be sent to Kristin to be approved by Annamarie.

T-Shirts

• Each attendee registered will receive a convention t-shirt.
• You can include sponsors on the back to help offset costs as well as the chapter names for $25.
• Designs must be sent to Kristin to be approved by Annamarie.
• Get T-shirt quotes from local vendors.
• Compare quotes to Annamarie’s local printer quotes.

Swag Bags

• Hand out at early bird get together or Thursday’s meet & greet.
• Fill with donated items from local businesses, biker shops, chamber of commerce, etc.
• Include small snacks, sponsor freebies, or themed goodies, printed itinerary and any discounts offered.
• Bags will be donated by Annamarie.

Create labels to go on the outside of the bag containing the following:

• Name
• Chapter
• Shirt Size
• Patches, if ordered

Raffles & Auctions

• Collect raffle baskets/items from chapters and local businesses. The money collected goes toward next year’s convention seed amount and the Angel Fund.
• Plan a 50/50 raffle during the banquet. The money goes to the host chapter’s charity of choice.
• Ask if there are leftover tickets available from previous year’s convention.
• You will not need to inquire about a raffle license as this is being done in-house.

Banner

• Many host chapters create a welcome banner with their theme or state design.
• Banners are typically hung at the hotel, banquet, or meeting venue.
• Designs must be sent to Kristin to be approved by Annamarie.

Community Charity (Optional)

• Keeps the convention rooted in CARC’s mission of giving back.
• Past ideas: delivering stuffed animals to a children’s hospital, chapter-donated gifts, or local service projects.

Ride Waivers (Optional)

If you’re offering group rides, waivers help cover safety/liability.

• Member waivers should be on file with the national SAA/Protocol Officer.
• Guests should complete and submit.

Tattoos at Convention

Tattoos have become a popular activity at convention and may be offered by working with a local tattoo shop. Most artists are able to accommodate our $80 budget using pre-approved designs that will be provided. If you have a tattoo design suggestion that aligns with the Chrome Angelz theme, please submit to Kristin for prior approval to the event. A scheduled time block should be established to ensure the process runs smoothly and is adhered to by all participants.

Forms, Letters & Templates:

To save you time and stress, below are the standard documents you’ll need as a host chapter. Some sample versions are included in this packet.

Sponsorship/Donation Letter with Tier Level Form

• You will be supplied with two versions of this letter. One will be for in-person drop offs and the other for emails.
• Use this letter to approach local businesses for sponsorships or donations. Ask businesses for raffle items, i.e., swag bag goodies, banquet prizes, gift cards, merchandise, food donation, welcome banners, promo signs, etc.
• Monetary donations from sponsorships can be put toward convention expenses.

Event Register – Sponsorships, Donations, & Allocations

• You will be supplied with this shared form. Kristin and Annamarie will have access to view only.

Example: Sample Event Register (Screenshot)

Media Letter (Optional)

Reach out to local radio stations, newspapers, or community sites to request:

• Press release
• Event coverage
• Possible interview with Annamarie

A great way to highlight CARC in the community and promote your state.

Media Outreach:

Get the community involved! Consider contacting:

• Local radio stations (many are happy to advertise events for free)
• Local newspapers (ask about a write-up or press release)
• TV or online outlets that cover community events
• Arrange a photo/interview opportunity with Annamarie for added visibility

Sample Newspaper Clipping from Press Release

Newspaper Clipping (Screenshot)

Sample Campsite Accommodations

2018 Chrome Angelz RC Convention – Campgrounds in Maine

• –Bayley’s Camping 207-883-6043 275 Pine Point Rd, Scarborough, ME
  
  Tenting- No hook up $66- night
  
  Basic- 50amp, W/E/S/Cable- $84
  
  Best – 50amp, W/E/S/Cable- $93
  
• –Bentley’s Saloon Campground 207-985-8966 1601 Portland Road, Arundel, ME
  
  RV sites – $50
  
  Motel rates – Single occupancy $95 , Double occupancy $105
  
  Park Models – $135- $ 200
  
• –Hid N Pines Campground 207-934-2352 8 Cascade Road, Old Orchard Beach, ME
  
  Basic- No hook ups – $60
  
  Water/Electric -$65
  
  Premium – Electric, water, cable- $70
  
  Premium Plus – electric, water, cable , bigger site – $75
  
• –Red Apple Campground 207-967-4927 111 Sinnott Road, Kennebunkport, ME
  
  Tent – $53
  
  RV – $62
  
  RV full service – $67
  
• –Cascadia Park 207-282-1666 911 Portland Road, Saco, ME
  
  Basic – $38
  
  Electric/ water – $40
  
  Electric/ water/ sewer – $45
  
• –Homestead by the River 207-282-6445 610 New Country Road, Dayton, ME
  
  Primitive tent – No hookup – $30
  
  Hookup tent – $40
  
  Pull thru – No sewer- 50 amp – $45
  
  Pull thru- No sewer- 30amp – $ 40
  

Personal Notes / Observations COE from Prior Convention Attendance

Chrome Angelz RC International 2017 Convention Hosted by XXX

• Meet and Greet, and registration for early birds • XXX Member’s house, address, state (Thursday)
• Convention registration check in 9:00am (Friday)
• Ride to Mxxx Mtn. KTU at hotel 10:00am ending point Chrome Angelz Bike Night at X Cafe Dine to Donate, Drink Specials, 50/50 Drawing, Door Prizes, and Karaoke. Chrome Angelz Mdse for sale (Friday)
• Board Meeting 11:00am – 12:00pm Hotel Conference Room (Saturday)
• Annual Members meeting 12:00pm – 2:00pm Hotel Conference Room • Husband to take guys / husbands to Venue
• KSU to Party 5:00pm from hotel, Hoedown 6pm – 11pm June 25, 2017
• Ride to X town, KSU at Hotel 11:00am (Sunday)

Information Observations and Correction of Errors for Maine Convention 2018

Meet and Greet, and registration for early birds, Member’s house, address

• No convention had done this meet/greet before and people really liked this intro
• Hotdogs & Hamburgers were offered along with soda & water
• Lots of people arrived days earlier so they could ride their own rides in the area. Ladies asked about National Park so idea maybe something we could put together for our “Thursday”
• Hotel had full breakfast provided

Friday

• Convention registration 9:00am
• Convention registration and KSU times both worked out great
• Ride to Marrow Mtn. KTU at hotel 10:00am
• Ride to M Mtn was not done as a group. We started out & rode just one hour to an area of Antique shops. Lots of people were tired & did not want to do a long ride. 2 smaller groups left separately to M Mtn by themselves. The other 1/2 of the group went back to the hotel for the afternoon.
• Lunch was not provided.
• Hotel group was able to eat from restaurants in area & some had lunch out together
• One group of Mtn riders went to B fast food – like McDonalds, Other group of Mtn riders did not eat. Idea maybe we could provide small ham/cheese subs / chips / waters for our ride day
• 1 group of M Mtn riders went back to hotel to shower (due to the heat / sweating) before the event then rode over to Cafe 1/2 hour later. It started at 5pm. Arrival for them around 6pm
• Other group of M Mtn riders did not go to Cafe due to coming back too late
• Ending point Chrome Angelz Bike Night at Cafe Dine to Donate, Drink Specials, 50/50 Drawing, Door Prizes, and Karaoke.
• Chrome Angelz Mdse for sale as well as a table setup with orders Swingz brought in
• Host had two tables set up with all her donations that were being raffled off (purchase tickets & put into a cup for each)
• 50/50 raffle, CA & Cafe goers participated in both mdse & 50/50
• People ordered food off the menu & purchased their own food & drink
• Barely anyone drank alcohol
• Had speakers & microphone / DJ – Karaoke (5ish songs etc were played)
• Cake & crowns presented for birthday goers
• Patches presented to new Members/probates
• Numbers drawn for mdse & 50/50

Saturday

• Board Meeting 11:00am – 12:00pm Hotel Conference Room
• Annual Members meeting 12:00pm – 2:00pm Hotel Conference Room
• Meeting was set up horseshoe style (great setup with 2 rows of chairs), meeting times were great, AC did not work well & temp was in mid 80s, it was really nice to be onsite of hotel
• Dominoes pizza & water was provided along with Dominoes brownies (nobody ate), barely any pizza left over so qty was perfect
• PC connection was not very good so kept losing service to live feed
• Setup pulpit style in front with board members all in front
• Husband set up to take guys / husbands to Venue
• KSU to Party 5:00pm from hotel, Hoedown 6pm – 11pm
• Hoedown was delayed 1 hour, possibly from weather?? unsure why
• Storms came in so most carpooled via uber, über had no cars back to hotel though so had to try to ride with one another back to hotel
• Banquet style food provided; shredded pork? chicken? boiled potatoes, veggies, round (open center) cake (fruit?), peach cobbler, cake
• Raffles again with new merchandise donations
• Table for Chapter’s Gift Basket drawing creations • CARC Mdse setup for sale again
• Had speakers & microphone / DJ
• Numbers drawn for mdse
• People could pick berries as it was at a berry farm • We did a nice group photo outside
• Tables dressed nice with centerpieces etc
• Cake presented to Dad

Sunday

• Ride to X town, KSU at Hotel 11:00am
• Cancelled due to nobody being here, everyone left this morning / early day

Convention Planning Timeline

January

• Focus: Registration Form
• Send required registration information to Kristin by January 25
• Form will be added to the CARC website on January 31

February

• Focus: Sponsors, Itinerary, Baskets, Vendors
• Secure sponsors and collect business cards → send to Kristin for website
• Draft itinerary – must be approved before posting
• Begin collecting raffle basket items
• Secure basket raffle tickets (board may have leftovers from previous year)
• Begin collecting swag bag items
• Submit vendor list to Kristin (tents, food trucks, etc.)
• Submit t-shirt design mock-up to Kristin for approval (logo, picture, back layout if needed)
• Consider tattoos for “free day” – confirm logistics if offering
• Firm up t-shirt pricing or you can use Annamarie’s vendor for printing

Deadline:
Feb 15 → Progress check-in with Kristin

March

• Focus: Sponsors, Itinerary, Vendors, Approvals
• Continue securing sponsors and send updates to Kristin
• Keep collecting basket and swag bag items
• Post draft itinerary for review and get approval
• Verify vendor commitments (food trucks, tents, etc.)
• Reconfirm t-shirt mock-up and approval process
• Prepare communication to chapters about basket contributions
• Tattoos: Partner with a local tattoo shop to coordinate tattoo services for the event

Deadline:
Mar 15 → Progress check-in with Kristin

April

• Focus: Sponsors, Baskets, T-Shirts, Hotel, Vendors
• Final round of sponsor outreach
• Contact chapters for basket contributions
• Prepare sponsor and chapter name layout for back of t-shirt
• Post t-shirt mock-up on Members Page
• Finalize itinerary and post approved version
• Check reservation list with hotel
• Verify vendor contracts and details

Deadline:
Apr 15 → Progress check-in with Kristin

May

• Focus: Baskets, Swag Bags, Tickets, Patches
• Gather sisters to assemble raffle baskets
• Prepare labels for swag bags
• Secure tickets and containers/bags for basket raffle
• Secure tickets for 50/50 raffle
• Double-check swag bag items are ready

Deadlines:
May 15 → Patch count due to Annamarie
May 15 → Progress check-in with Kristin
May 31 → Progress check-in with Kristin

June (Final Prep)

• Focus: Final Details, Ride, Meetings
• Finalize ride routes and confirm road guards/escort if needed
• Set board meeting for same day as banquet at 9 a.m. (1 hour)
• Confirm banquet details, raffle prep, swag bag distribution, and merchandise sales support
• Ensure all approved vendors, hotel, and catering are fully confirmed

Deadline:
Jun 15 → Progress check-in with Kristin

Sisters……. Ready to Host?

If your heart’s saying YES…. we’re here for it! Your chapter. Your state. Your moment.

Click below to submit your Agreement and Interest forms to host a future Chrome Angelz RC Convention!

Let’s create something unforgettable together.

Any questions, please reach out to Kristin “Fearless” Roemer, Convention Director, via email at kristin@chromeangelzrc.com.

Hashtags: #chromeangelz #chromeangelzrc