GUIDELINES FOR HOSTING A MEET... LET'S GET STARTED

Rev. 4/29/2026

1. TIME
Meets officially start on a Wednesday and end on Sunday morning, but we always allow for exceptions. Choose dates that won't conflict with national holidays, Mother's Day, and Father's Day. Spring Meets seem to have less attendance if they are held in early May, as it may still snow in the northern states. People need time to get their cars ready after winter storage. Perhaps a mid-May to early June Meet will work, if the vacation rates aren't too stiff and you can avoid hot summer weather. It usually pays to avoid the tourist season when school is not in session. Fall Meets are typically held in September. October can have bad weather like snow or hurricanes. You know your local weather patterns, avoid the chance of bad weather. And consider that not only are room rates better in the offseason, but driving may also be less congested.

2. PLACE
Contact the area Chamber of Commerce and ask about a convention-visitor bureau. They can help you locate and get good deals on the hotel and banquet facilities.
Rural locations are OK, if we have easy access to nearby points of interest. Choose a relatively quiet location with a hotel large enough to accommodate 60-75 rooms. It is easier to have a hotel handle the banquet, but we've seen great banquets held in nearby locations when the hotel won't give a good bargain.
Banquets can be held at VFWs, Elks, Moose, and other types of lodges, as well as commercial eateries, as long as they have a private banquet room and a good reputation.

3. HOTEL
The right hotel can make your Meet; drive around the parking lot, walk the halls, ask to see a sample room, and have lunch at the hotel's restaurant. Check out the hotel rating sites on-line. Narrow down your selection and then call the hotels and get a rate for the dates you picked. Then bargain with the hotels to get the best rate. Remember that the Hotel and Banquets are negotiated and you are the customer with the hammer - Use it!
The average rate has been $125/night and up for the past few years. We will also be asking the hotel for additional services. Adding more cost per room-per night to the room rate can be OK if it covers the perks such as a free breakfast, free hospitality room, a free business meeting room, special parking, car-washing area, etc. If you beat them into the ground with the room rate, they will get it back with other charges.
Keep in touch with the Meet Coordinator during the selection process. Ask what state, county and local taxes add on to the cost per night, as we add these on the registration form.
BOOK A MINIMUM of 40 ROOMS. Be sure to include at least one handicapped accessible room. Get plenty of rooms with 2 beds. Some rooms with king size beds at the same rate would be nice. Ensure that we aren’t penalized if we don’t reserve all 40 rooms. Have a cutoff date for reservations, which releases rooms from any obligation on the Club's part – typically will be 30 days prior to the start of the Meet. Also, have the hotel allow any reservations after the cutoff date to have the group rate.
When negotiating a contract CHECK IT OUT THROUGH THE CLUB MEET COMMITTEE FOR LANDMINES AND PITFALLS BEFORE SIGNING. stipulate a FREE hospitality room is required for the entire time of the Meet. We'll also need a free room for the business meeting. See Section #8 Business Meeting - for details. Additionally, since you are guaranteeing all this business to the hotel ask for a free hotel room for yourself - You deserve it. Do not give a deposit to the hotel. Try to get a separate parking lot for the cars [50+] that can be cordoned off at night.
Note that the hotel staff with whom you’ve communicated may not be onsite when you arrive, and at various times during the Meet. Get their promises in writing! Be sure to get names of the hotel manager and assistants who are working with you. Get the weekend staff names too. Send the tentative contract to Meet Coordinator for review.
IMPORTANT: CHECK WITH HOTEL WEEKLY ON RESERVATIONS after your Meet information is announced in the Club publications and listed on the Club website. Sometimes those who reserve early are dropped from the hotel's computer and get lost. Not all who make hotel reservations will preregister for the Meet or banquet. Some may also register with the Club but not with the hotel. You will be the liaison between hotel registration and treasurer. Email the hotel registration list to Meet Coordinator and Club Treasurer.
Also, realize that the hotel’s management may change hands, as has happened in previous meets. So be sure to have all signed contracts with you during the Meet in case of disputes. Send a copy of completed contract to the Meet Coordinator in case a problem arises and you are not there.

4. HOSPITALITY ROOM
The best location for the hospitality room is on the ground floor. Riding the elevator is not a lot of fun and breaks up continuity. It is convenient if the hospitality room includes a door to OUR parking lot. Get a large hospitality room. A small cramped room provides little in the way of good times. We need 4 tables and 30 chairs. We also need additional table space for the Club store and apparel sales. It's also nice to have a TV with a DVD hookup. The Club has a DVD player that we will bring if needed. Check that there are no hidden charges e.g. nightly cleanup, coffee, etc. and no restrictions on the Club bringing in our own snacks and drinks. Make sure that is in the contract.
Provide beverages and munchies, as the Club will cover refreshments within reason. Keep your receipts for reimbursement from the treasury. This cost comes out of your $500 expense amount. Have an assortment of snacks, along with both regular and diet sodas on ice in a cooler. Bottled water is good.
Some hotels charge a prohibitive fee for a hospitality room for the entire stay. In that case, the parking lot becomes the hospitality room. If you can bring extra lawn chairs, that would be welcome idea, but certainly not mandatory.

5. BANQUET
The banquet can make or break the Meet. Spend real serious time on it. Keep in touch with the Meet Coordinator during the selection process. CONTRACT: CHECK IT OUT THROUGH THE CLUB MEET COMMITTEE FOR LANDMINES AND PITFALLS BEFORE SIGNING
Make sure the Banquet price includes ALL costs and the per person price is the per person price we pay at the end (no additional taxes, gratuities, clean-up, etc.) NOTHING ELSE to be added.
We're seeing a $37 - $50 per dinner range now and that includes the Club charge (see below). Be sure to ask for children’s prices. There may be a lesser charge for a child's plate and we usually have 1-2 kids. SPECIAL NOTE: Watch out for the hotel caterer being a separate company. If it is a separate company, try to hold the Hotel responsible and liable for the banquet performance.
For a cash bar, the common charge is a $30/hour bartender fee, or it may be free if they sell enough drinks. For the banquet room arrangement there is no head table. We do like an Awards Table against the wall, a microphone and public address system, if possible.
The banquet is NORMALLY held on Saturday night (or on the final evening of the Meet) with a cash bar starting about 6pm and dinner about 7pm. Historically, the Spring banquet has fewer attendees (70-85) and the Fall banquet has more (85-110) in attendance. Try to delay the banquet head count guarantee for as long as possible. Make sure contract has a + or - clause for at least 5%. Deposits for banquets are the norm now. If you must provide a deposit, let the Meet Coordinator and Treasurer know it is required. You can pay deposit in advance and be reimbursed or have the Treasurer pay it. (It is now usually 5% +/-.)

6. BANQUET PRICING
The Club charges members $2.00 higher than the contracted banquet price. This money is used to offset any unforeseen banquet costs. The banquet firm often tries to charge the Club more than the agreed price. They are used to getting around contract agreements.
The banquet contract must reflect ALL costs. Be sure you have included gratuity/tips and taxes included in the banquet cost. If the caterer insists on using plate count (buffet) to figure the cost, you need to keep a close eye on this during banquet.
Have exactly enough plates. Announce to the Club members not to take a second plate in a buffet.

7. JUDGING AND CAR SHOW
Plan ahead for the car show. Locate a place with both hard paved surface and grassy areas. Members will also need shade and seating in any weather. Provide shelter from the rain. The Spring Meet is a People's Choice judging event. The Fall Meet is a Concours Judging event and People’s Choice judging. The Meet Committee will arrange the People's Choice judging. The Concours Committee handles the Concours judging.
Preferably, Concours judging will be outside and quickly moved under cover, if raining. You should have a sheltered area available where the cars can be judged, even if only one at a time but try for at least 3 or 4 at a time. The Club will pay a reasonable fee for this. A Chrysler dealer, a restoration shop or a park are ideal. Some parks have pavilions available. The Club will provide lunch for the Concours judges.

8. BUSINESS MEETING
The Official Business of the Club is held at the hotel. As noted in section #3, the Hotel section, the hotel usually comps the meeting room. We'll need a room with seating for 60-70 people, a head table, and microphone/public address system. Be aware of any extra charges for this. Some hotels will try to charge a fee for any electronics, saying it is outsourced. The meeting is often scheduled for Friday night from 7-9 pm but they have also been held on Friday mornings. The timing is flexible. If you schedule a morning meeting, allow for 2 hours of meeting time before we leave for a tour or an event. Also, see that extra chairs are available and accessible to the membership, just in case.

9. GARDEN HOSE
A requirement! They'll be looking for it. Have ready access to a garden hose beginning Wednesday to wash cars. Two hoses are much better than one. Ask the hotel for old towels.
Where local municipal regulations restrict the use of water, for washing our 300s, provide locations of nearby self-serve car washes.

10. SHOPPING
Be a hero here. Members and spouses may prefer to shop rather than attend all events. Include maps of local shopping areas and sites of interest in the Meet packs and in the hospitality room. Also, check if the hotel provides a shuttle bus to the local mall.

11. HOSPITAL/PHARMACY/CAR REPAIR
This is important. List the local area emergency medical care facilities and pharmacies including phone numbers and location. Include this on a sheet in the Meet packet and have a copy in the hospitality room. Also, keep this information with you during the Meet, in case you are asked.
Have a list of the local car repair facilities and auto parts stores. Make note of nearby drug and grocery stores as well. Include the lists to the Meet packets.

12. TOURS
Preferably, no more than 1 per day, unless events are simple and close together! It takes time to get everyone lined up and going on time.
Good maps are important for the few attendees who don’t use GPS. Include the address of the destination on the map. Many members use their GPS systems to help navigate.

13. PARKING LOT
A Meet's focal point - Leave one evening open for parking lot time. Club members see old friends only twice a year and want time to catch up. Having too many activities will cut down on talk time. Ask if the hotel can provide some lawn chairs for our use – not a requirement.
Security. We'd like a special area to park the cars. Ask if the hotel has a security staff and let them know to watch our cars.

14. BROCHURES
They help people find neat local things. Put them in the Meet Packets and Hospitality Room. Again, check with local Chamber of Commerce, Tourism Office for the state, etc. for brochures of the area. You can't have too many, as the hotels will gladly keep what is not used. Check local attractions for promotional material too.

15. DOOR PRIZES
Not required, unless you would like to do this. Check local Mopar dealers, parts stores, and local merchants for door prizes. The hotel might throw in a free night or two as a prize. There are lots of sources. There is NO Club money for you to PURCHASE door prizes.

16. NEWSLETTER - CLUB WEBSITE
We need a 2-year lead time for the approximate date. Make plans early, stuff happens!
Specific Meet dates must in to the Meet Coordinator no later than December 1 OF THE YEAR BEFORE your Meet. We'll need to publish the dates in the 300 Club News/News-Flite and post them at the Club website. Contact Andy Mikonis for date of future newsletter – News-Flite to include the registration form in plenty of time for replies. Some people have to arrange vacations by Jan 1 each year. You’ll be able to give a Meet update at the business meetings. This is a good time to sell your Meet. Use the Club listserver to remind members of the dates, events and deadlines. When your Meet is the next in line, publicize the area, tours you have planned and typical weather forecast. This free advertising is very useful and effective.

17. MEET REGISTRATION FORM
You'll need to prepare a Meet registration form. Contact the Meet Coordinator to get the deadline and what specific information is needed. A sample form is available from the Meet Host Coordinator. When the form is completed send it to the Meet Host Coordinator to be included in the Club publications and to be posted on the Club web site. It's good to have the form completed at least 4 months before your Meet date. As a general guide you'll need the dates, hotel information, agenda, and driving directions for the form. Be sure to include the hotel room rate and room taxes. Some states, counties, and cities have nasty surprises. Include banquet costs as well as other activity-tour costs. The Meet registration cost is $35. You'll also include prices for the special events and tours during the Meet.
ONLY CLUB MEMBERS CAN REGISTER. Their friends and family are welcome under the member’s registration. Club members will send the completed Meet registration form and a check directly to the Club Treasurer, or designated Club officer. EXCEPTIONS CAN BE MADE, JUST ASK.

18. MEET PACKETS
Prepare and label a Meet packet for each registrant. Enclosed should be each registrant’s nametags, banquet tickets and Meet dash plaque, each day's agenda, and maps (upon individual request) to the events. Other common items to include are litterbags, brochures, and give away trinkets. With over a year lead time, you can get all kinds of goodies free. Start collecting anything the member would like to find in their Meet packets. State road maps are always welcome. A detailed map with all GOOD nearby eating places also helps. Hand-drawn maps are fine.
The Club Treasurer, or designated Club officer, will send you regular email updates of the Meet registrations but that's only a guide. You may not know who or how many are attending right up to the Meet date. Have a few extra Meet packets and blank nametags for latecomers.

19. MEET PLAQUES
You get to make the Meet plaque uniquely yours... Use your imagination, and look at past meet plaques for inspiration.
Design this with the Club logo, Meet dates, the place you are holding the Meet, and a rough sketch of your own choosing. For artwork, past Meet Hosts used their favorite 300 model, something scenic, or something unusual that depicts the area (For example: Liberty Bell for Philadelphia). John Begian handles the details and makes the final arrangements with the Meet plaque company. Send a rough sketch to John at least four months prior to your Meet. The plaque company artists will complete the finished drawing.

20. ADVERTISING
Helps to get the others know about your meet. ATTEND THE PRECEDING MEETS... PROMOTE your Meet and yourself in the parking lot and at the business meetings. If you don't participate, people won't come.
Publicity should be started 6 months in advance of your Meet for the major car magazines. Prepare a brief write-up and send it to Carlton Schroeder schroe99@newnorth.net of the Meet Committee. Carlton will forward the write-up to several national car magazines and will notify the local car clubs, if you forward the local car club contact information to him. Carlton will also call and invite 300 Club members who are local to your Meet. We also have a Facebook page, that Carl Bilter cbilter@mchsi.com is in charge of. Use the Club Listserver often - chrysler-300-club-international@googlegroups.com
Also start publicizing your Meet immediately after the previous one ends. Remind members that a Meet is fun and we want them to come.

21. EXPENSES
There is a strict expense limit of $500. It covers Meet related photocopying, printing, and hospitality room drinks/snacks. Any expense over this amount must be sent to the Meet Coordinator or Treasurer who will need to get approval from the Club prior to purchase. Without prior approval, your expenses may not be reimbursed.
MEET HOST(S) DO NOT PAY THE MEET REGISTRATION FEE OR COST OF THEIR TWO BANQUETS.
It's often hard to determine how many snacks to buy. Always buy a couple cases of water. Many hosts shop at the warehouse stores for good deals. The Meet Director can give you guidance on quantities. Don't worry about keeping or giving away small amounts of leftovers. Unopened case lots should be returned for a refund.
Save your receipts! For fastest payment, turn in receipts to the Club Treasurer on Sunday morning of the Meet. The Club Treasurer will write you a check on the spot. Or pay with your credit card and earn some cash back. This includes paying for the banquet and tours. The Treasurer will reimburse you.

22. HELP
If you have questions during the process, call the Meet Coordinator or any former Meet host. They've been through it and will be ready and willing to help. However, don't let anyone overwhelm you... it is YOUR Meet. Also enlist all 300 Club members in the area to help you. The more help you enlist, the easier it is! You can view a history of Club Meets and see pictorial/written summaries at the Club website.

23. FOR YOU
Membership applications and Club Meet publications will be handy to have on hand once your Meet information gets advertised. The Club Treasurer will provide you with new member packets and membership renewal packets, should someone want to join the Club or pay their dues.

24. FOOD AND DRINK
We eat, drink, and talk. Should the hotel have good deals such as reasonably priced food (especially free breakfast buffet) or bar room happy hour, let us know in advance for the Club Publications and to put in the Meet packets.

25. REFRESHMENTS AND THE LEGAL SIDE
The Club will NOT pay for any alcoholic beverages or supply them in any way. This is an insurance/liability issue.
SPECIAL NOTE: All phases of your Meet must be approved by the Meet Coordinator and Club officers. Since the Club has sponsored this event, the Club, officers, and the members are covered by our insurance policy and we must abide by it. Make your basic plan and have the Meet Coordinator review it.

26. HOST'S PARTY
Optional and Fun - In recent years the Host's party has become a popular event. This is not required, nor does it have to be an expense to the host. It need not be at the hosts’ home. Costs can be passed on to the members as a prepaid item like the banquet. For liability reasons any event like this must be approved by the Club prior to the Meet.

27. FAVORS, GIVEAWAYS
Host's welcome, etc. It is easy to let enthusiasm get away with welcome gifts, table favors, and extras at the events. Be careful it doesn't get too expensive for you, as the Club will not reimburse you. We're glad you hosted and you have done enough without going overboard.

28. MEET REPORT
Capture the memories. You write the story for the Club News and Club website following your Meet. Try to include lots of attendee names. Use the Meet sign-in sheet to remember everyone that attended. You might want to carry a notebook during the Meet and jot notes about what happened, or note in your cellphone. Many members take digital photos but certainly take your own.
Send the write-up and digital photos to our Publications Editor, currently Andy Mikonis r41hp@yahoo.com asap. Also, send the digital photos and story to Bob Merritt bob@simplexco.com of the Electronics Committee. Bob will post your photos on the website and your story on the Club’s website. Encourage members to have their photos accompanied by names, or very brief descriptions of their content.

29. FOR THE FUTURE
Of course, the Meet Coordinator will welcome ANY suggestions and solutions to problems you may have had.

30. LAST BUT NOT LEAST
Remember to have FUN. You can't please everyone all the time. Invariably, there will be some problems. This is completely unavoidable. Don't let a few problems (or people) get you down. Remember 99.5% of the Club members are having a good time. Think back to Meets you have attended and avoid the things YOU did not like. Make a list and see they don't happen this time. Your Meet Coordinator is here to help you. Ask if you have any questions or problems.

THAT'S ALL FROM US... NOW ENJOY!!