Each year, we receive a
number of hosting requests from different organizations
who are looking to hold a car show at their location.
If you're interested in having HVCCDE host a show at
your location, then we'd love to hear from you!
Show requests should be recieved at least 1 year in
advance of the proposed event.
Working with us is
easy, and we strive to make the experience a positive
one that is free of stress. Our goal is to provide
a great car show to support your event or cause.
BEFORE YOUR EVENT
HVCCDE receives your request for hosting,
which is reviewed by the Board of Directors.
Upon approval, HVCCDE event coordinators
will visit with you at your location to begin
preliminary site assessment. During this
meeting we will discuss event times,
restrictions (such as maximum allowable
vehicles, no drive zones, and logistics).
HVCCDE event coordinators will utilize
information gathered on site, along with
satellite imagery will draft an initial site
plan. This plan will be sent to you for
review, at which time you can make adjustments
based on your organization's individual needs.
Plan adjustments will be made if needed
until final approval is obtained. The
final plan will include all logistics for the
event, location of registration, traffic flow,
HVCCDE will provide design services (if
needed) for the event, to include the event
flyer. HVCCDE will also promote the event
to its membership and followers, and issue a
press release for the event to our contacts.
DAY OF YOUR EVENT
HVCCDE will arrive on site at least 2 hours
prior to the event to set up registration,
establish traffic control devices (if needed),
and prepare for initial participants to arrive.
HVCCDE will provide parking services to the
event participants. Show cars
will be parked by our staff per the established
During the event, HVCCDE will provide
administrative services, prize management and
distribution, and judging services.
Upon conclusion of the event, HVCCDE will
manage the removal of participant vehicles from
the area, and break down all club equipment.
HVCCDE does not charge a fee
for any of its services, however, we do keep a
percentage of the registration fees from the show to
cover administrative costs. Money generated from
fundraising activities undertaken the day of the show
are donated back to the organization for which the show
is supporting. HVCCDE will also typically donate
an additional amount to the organization at the
conclusion of the event. This amount will be
agreed upon in advance by both parties.
Responsibilities of the hosting organization include:
power to the registration location.
Providing staff (if
needed) to assist with logistics needs.
removal for the event.
Providing a location
for event spectator parking (seperate from event
participant parking) and shuttle services
to/from said location (if needed).
Additional services as
agreed upon prior to the event.
Ready to have a show? Use the form below
to contact us, and we'll be in touch soon!