Here is the proposed process for show selection.
21 Weeks Before the Show Or Earlier - Initial Commitment
A proposed show will be entered on the web site by any one of the members. The
location, dates, setup hours, operation hours, and teardown hours of the
show will be entered and also the application deadline date by which we the club
needs to apply for the show. At the time of
entering a proposed show, members shall not communicate or commit to the
show/event nor express any intention to the show/event that we may wish to
The web site will email each member and alert them that a new show has been
proposed by another member. Each member will have from the time of the notice
until 19 weeks before the show/event application deadline date to indicate if they intend to
participate in the show.
Each member is responsible for indicating if they intend to participate in the
show by going to the web site and recording the information about their intended
participation. The information will include the number and type of modules they intend
to bring and which days and hours of the show they intend to participate.
The web site shall assume that each member is not participating until they
indicate that they are. Members will be free to change their participation
on the web site for a particular show up until 19 weeks before the event.
19 Weeks Before The Show - Optional Request for Additional Participants
At this time the total participation commitment of members will be reviewed.
The following commitment levels are needed to successfully display at a show as
- Sufficient manpower coverage (a minimum of six members for all setup,
presentation, and teardown
- Sufficient modules for a layout no smaller than 120 linear feet (or 30
four foot modules)
- Sufficient number of corners (360 degrees)
- Sufficient power supply
- Sufficient curtains, poles and stanchions
Having a minimum of 6 members ensures that we can present 3 trains at all
times on the 3 tracks. With 3 members running trains during a given 1 hour
slot, we have another 3 members ready to stage another 3 trains for the
following 1 hour slot. All six members would be present for the change
over from about 10 minutes before the hour to 10 minutes after the hour, then
the 3 members not running could take a break for 40 minutes until the next
changeover at 10 minutes before the next hour.
Having a minimum of 30 modules translates to an average of 5 modules per
member in the minimal 6 member setup. This allows for timely setup and
teardown as well as a distribution of the modules allowing for different members
to not be present at a given show if needed. A 120 linear foot (30
module layout) would be 12 ft x 56 ft or 24 ft x 40 feet, depending on the shape
If sufficient resources are committed and the club feels we do not need
additional modules or people to man the layout, then we skip to the 17 weeks
before step below.
If the club has insufficient resources to staff the show or simply desires to
have more participants, then the club may solicit other friends to participate
as outlined below
With prior membership approval the site shall also extend participation
invitation emails to guest members (eg member of neighboring clubs with whom our
club have good relationships.) Guest members shall require approval just
once and continue receive initiations automatically. A guest member may be
removed by the members if desired.
Guest members would be given about 2 weeks to respond to the invitation.
17 Weeks Before the Show - Final Go or No Go Decision
If the club along with guests has not committed to the minimums described
above by this time, then the proposed show/event will be abandoned All
members and guest members shall be notified via email. No application or
notice of intention to participate will have been communicated to the show/event
If the club along with guests has a minimal or greater level of commitment of
resources for the show/event, then the club shall develop a track plan for the
event based upon the committed resources. The track plan shall be sent out
to the members for comment.
In the event that we have too many participants after soliciting for guests,
then the following precedence shall be used for deciding which members and
guests will get to participate:
1) Members with Modules
2) Guests with Modules (first come first served order)
3) Members without Modules (seniority order)
This should seldom be an issue as all members have committed to build modules
as part of membership.
Also at this time a run schedule shall be created. The club members
shall be randomly ordered and run time slots shall be allocated based on that
order. If a member has indicated that they are not available for a
particular run time slot then the next available member will be filled in that
slot and the unavailable member shall forfeit that slot.
15 Weeks Before the Show - Apply to the Show
The club will submit an application to the show/event based upon the track
At this time the club is committing
to the show or event to participate in the event and also the amount of floor
space that the club intends to utilize. It is important to utilize the
amount of space requested because shows like Greenberg's must pay rent for that
space and Events at the Railroad museum pay for insurance riders based on the
amount of modules/gear we bring.
13 Weeks Before the Show - Show Deadline
This is the time that shows ask for all exhibitors to have submitted
applications. Our club will have submitted the application 2 weeks early.
Greenberg's requests exhibitor applications for show at least 3 months before
the show. The Railroad Museum requests applications for events at least 2
months in advance.
Approximately 3 weeks Before the Show
If confirmed by the show/event the club shall notify the members and display
that date on the homepage of the web site.
If canceled or rejected by the show/event then the club shall notify all
members and we simply don't do the show.
0 Weeks - The Show!