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VARADERO INTERNATIONAL MEETING
- about the organisation of a VIM
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Advice for future VIM
Organisations
The
organisation of an International Meeting like VIM is no easy task. The topic
regarding responsibilities, in case of an accident or damage, has been under
discussion in both the International Mailing list and the International Forum.
Being active in organising Motorcycle meetings
and ride outs for almost 12 years now,
I offered to put a ‘guideline’ on line, at this website, not only as
advice for future VIM organisations, but also the organisations of other
(Local; Varadero friendly) events.
VIM might be the annual meeting place for members of the
International Varadero Forum (IVF), but has been example to many national
meetings like the German Varadero Deutschland Treffen (VDT) and the
Portuguese / Spanish Varadero Iberian Meeting.
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Please note
that the information below is based on personal experiences, regarding to
events which have taken place in The Netherlands. In case of any conflict,
this information can NOT be used for legal defence or as a reference!
How to make an event as safe as
possible for the organisation:
The best way to do it is to leave the
organisation under the ‘control’ of an official club. A club can easily get a
third party insurance, or even one off insurance for the events duration. The
costs of third party/events insurance is much too high for an individual
non-club organisation. If your VIM organisation is purely based on individual
help, make sure that you are not responsible for any losses, damages,
injuries etc. but that the reservations to the actual meeting are done /
forwarded to the accommodation where the meeting is been held. In that case,
you are just an 'travel agent' and the actual organisation is done by the
hotel and/or campsite.
During a ride out, it is MOST
IMPORTANT to NOT provide an 'official' tour guide. In fact, riding in
‘organized’ groups should be avoided at any time. Of course, if there are any
“volunteers” who are willing to take some participants of the event with them
on a scenic tour, it is not the concern of the organisation.
During a ride out, it is MOST
IMPORTANT to PROVIDE ALL PARTICIPANTS with a detailed road book or GPS track of that tour.
In the road book it is MOST IMPORTANT to NOT warn the participant of any road
disturbances. If there are problems to expect on route, use a briefing
previous to the ride out to inform your participants.
During an event, it is MOST IMPORTANT
to have the participant sign to the effect that his/her participation is
completely at their own risk and expense. The Organisation can not be held
responsible for any damage- or injury, including third parties. We can provide
this form by email, if you send us a request:
varaderointernational(AT)gmail.com.
ALL participants should have vehicle
insurance with built in 3rd party liability insurance and a Foreign Insurance
card (“Green Card”) with their motorcycles. If a Participant has no
valid vehicle insurance,
the organisation of an event should REJECT his/her participation to the event
without any hesitation.
Regarding VIM:
VIM has now been running for almost
12
years. Since the start of VIM in 1999, many things have changed. But we have
esstablished an impressive colection of experiences from which all future
VIM organizations should benefit.
To avoid any (financial) problems when
organising a VIM, it is advisable to incorporate the following:
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Payment
of the participation fee. Make sure, that participants of VIM will pay
the participation fee within apr 3 to 4 weeks after making their
registration. Their subscription to VIM can only bee
confirmed after receiving their payment. Note: International money
transfers within the EMU (Euro countries) are free of charge. Outside of the
EMU, a transaction fee will be charged by most banks. If VIM takes place
outside of EMU, it could be advisable of opening a bank account in one of
the EMU countries.
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The
participation fee should cover ALL ‘fixed’ costs which can not be refunded: T-shirt,
accommodations, etc.
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All
VIM participants should receive a program of the event. The program should
be available prior to the event, or sent to the participant along with
confirmation of their participation.
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All VIM
participants should sign a form as mentioned above.
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All VIM
participants should receive a detailed road book of the tours.
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To avoid
any claim problems from insurance companies do not assign ‘official’ Tour
guides. Leave it to local “volunteers” (which, of course, can be asked to
act like a tour guide!)
Regarding the VIM event:
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VIM is
open to members of the International Varadero Forum in first place. They
have right of first admission to the accomodation.
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The
location, if possible, should have a camp site, Hotel rooms or multiple
bedrooms (‘youth hostel') at the VIM base or within a maximum distance of 1
kilometre; but we recommend all facilities to be on the same location. Please avoid at any expense that participants may need to use
their motorcycles after drinking alcohol to get from the VIM territory to
nearby accommodation.
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In the
VIM program/costs, ALWAYS include breakfast and coffee.
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It has
become a tradition to organise VIM's during the Bank holiday of Whitsun.
Please scroll down for the Whitsun holidays due over the next few years.
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Schedule
your VIM program for the arrival of the participants on FRIDAY previous to
Whitsun weekend. Most participants will have dinner on their way down to
VIM, but make sure that there is an opportunity to have a small diner on the
day of arrival at, or near, the VIM site.
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Schedule
your VIM program for departure of the participants on Whitsun Monday. Most
participants will leave after breakfast, so please do not provide any
official VIM events on the Monday. Use Saturday and Whitsunday for official
VIM events.
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If there
is a big party/dinner, it should be held on the Saturday night and not the
Sunday night. It could be combined with the official opening of the event.
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Gathering
participants: to increase the “we are all together” feeling, include small
events like prizes for longest distances travelled to the VIM, oldest and
youngest participant, a “tour de Elegance”, most beautiful bike, highest
mileage on the ODO, etc. Of course, ONLY participants with a Varadero –
XL1000V and XL125V! Can take part on these prize events.
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Future
VIM's: the only spot where people can vote for the proposal of a future VIM
is AT VIM. However, with an expanding digital world these days, proposals
can also be done at the International Varadero Forum.
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Price to participate (Entry Fee): Costs are rising (Fuel) and it can be an
expensive ride to get to the VIM location. Please keep ALWAYS in your mind
that VIM should be accessible for ALL participants and try to keep the entry
fee as low as possible. Don't invest in expensive one-time banners, etc. For
VIM12 (for example) the orgateam has chosen not to invest in banners,
goodies, etc. The actual 'organisation fee' for VIM12 (price indication:
2010) is max 30 Euro per person for the whole event - besides the costs for
accommodation, meals, etc.
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Strangers: Every Varadero Raider can bring a friend, also if he/she does not
own or ride a Honda Varadero 1000 / 125. Exceptions are made for:
- Riders
of a Honda Transalp. Varadero Raiders are welcome at every years International
Transalp Treffen, held one week previous to VIM; and therefore a Transalp
Rider should be welcome without questioning. In fact, the ITT was the example
for the organisation of VIM-1 in 1999! And, without the Transalp, the Varadero
would never have been developed…!
- Old
participators to VIM who skipped from Varadero to another bike. Note: They
have to be listed to a previous VIM on a Varadero.
- Friends
or family to a VIM participator. A Varadero Raider can bring a friend
or relative on a non- Varadero.
- Please
note, that VIM should remain a Varadero meeting, and not a general Big Trail
bike Meeting!
Whitsunweekends
– future dates
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VIM nr: |
Year |
Starts on |
Ends on |
Where? |
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VIM-13 |
2011 |
Friday,
June 10th |
Whitsun
Monday, June13rd |
Slovakia |
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VIM-14 |
2012 |
Friday,
May 25th |
Whitsun
Monday, May 28th |
Romania |
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VIM-15 |
2013 |
Friday,
May 17th |
Whitsun
Monday, May 20th |
Wales |
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VIM-16 |
2014 |
Friday,
June 6th |
Whitsun
Monday, June 9th |
??? |
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VIM-17 |
2015 |
Friday,
May 22nd |
Whitsun
Monday, May 25th |
??? |
The Varadero International Team,
Bernard “Two Plugs”, Founder and proud
supporter of VIM.
* With special thanks to James McLauchlan for
translating.
More information?
Please visit www.varadero-international.com for details.
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