Jamboree Process

 

• Jamboree rotates each year between 3 regions (West/Middle/East)

• Typically occurs at the end of June

• Planning starts 2 years in advance

• Submit formal bid no later than January or February (18/17 months prior to the planned event)

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Jamboree Guidelines

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• LCUSA members must be in good standing to be eligible to host

• Prefer 5 or more local organizers

• Jamboree is an event exclusively for vintage Lambrettas

• Ulterior motives and self-promotion are discouraged

• Host qualities: Responsible, ability to work within a team, good with time management, and spirited

• All purchases must be approved by the club in advance

• All activities and funds will be approved by committees

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Bid Process

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• Organize and collect ideas unto a written document

  • Introduce yourselves and why you'd like to host the Jamboree

  • What is unique about your area?

  • What kind of riding is in your area?

  • What kind of activities do you have in mind?

  • Have you host local rallies in your area?

  • How many local members do you have for support?

  • How many Jamborees have you attended?

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Committees

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The Jamboree is a large undertaking. The club has the following committees in place to ensure a successful Jamboree:

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• Executive Board/Steering Committee - Scheduled meetings will be held to discuss progress, solve issues, and update project plans

• Program Administrators - Liaisons and seasoned planners provide oversight

• Creative Committee - From promotions to sponsors; this is a busy team of creative individuals

• Operations Liaisons - Hands-on crew during the event plus route planning and trophies

• Treasury Committee - Club treasurer approves and disburses funds

• Raffle Scooter Committee - All things involving the raffle scooter and shop liaisons

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Raffle Scooter

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A big draw to the Jamboree is the raffle scooter. It is expected that one is available to raffle. To benefit the club the most, the costs of obtaining and touching up bike should be minimal. There are a few ways this can be done:

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• Preferably, a donated bike is best

• If we need to procure one, the condition is a big factor

  • If in good shape and just needs cosmetic or mild mechanical work, this is a suitable candidate

  • If in poor condition and needs a complete restoration, this is not a good candidate

  • If your club has the means to undertake the work necessary to restore, the work should be considered a donation

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Group Rides

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• Routes should be well organized with multiple ride leaders wearing safety vests

• Routes should avoid interstates and tolls

• If manageable, a longer ride and shorter ride should be planned

• Routes should not be too technical, nor should the speeds exceed 50 mph. Safety first! Group riding is already challenging.

• Planned gas stops in-route

• Maps distributed in both hard copy and electronically in case cell signals are lost or riders get separated from the group

• There should be a pre-ride meeting to discuss safety, ride information, and ride leaders

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General Activities

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• While not necessary, some early arrivals will appreciate a Thursday night meet and greet

• Friday activities generally include a day ride and a Friday night hang-out

• Saturday incudes the member's meeting (preferred at hotel ~90 minutes), a main ride, show and shine (preferred at hotel ~2 hours), and the main event for dinner/awards/raffle

• The main event should include a plated meal (could be buffet-style), beverages, beer/wine/cocktails made available (club cannot supply or purchase adult beverages), and entertainment (DJs preferred) in a festive environment

• Sunday usually involves a brunch ride for late stragglers

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General Area Amenities

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• The are selected should not be completely isolated and have some cellphone service for safety purposes

• If the area is remote, there should be facilities sufficient for large groups, including campsites with showers, hotels, and restaurants

• If your area is a seasonal tourist town, please consider the extra stress large groups may have on venues as these will already be crowded

• Ideally, grocery stores and gas stations should be within 10 miles. Identify all transportation options to the nearest city and options to get to the Jamboree location

• The host hotel should have ample parking for cars, scooters, and trailers

• A secondary hotel should be planned and a camping location identified for those interested

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Venues

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• Venues should cater to handling large groups on a regular basis (exceptions can be made)

• Venues should not be extravagant, but reasonable in cost

• Space should accommodate tables, space for caterer or have a kitchen, ample parking, DJs, and a center stage for awards and raffle

• Traditionally, Saturday evening is a space outside of the hotel where the formal event occurs and should be in a tasteful environment

• You want to impress your guests, but not spend half of your budget here

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Money/Fees

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• The cost per attendee will greatly depend on the market and the cost of supplies

• Everyone, including volunteers, spouses, and children ages 4 and up, must pay to attend the Jamboree

• Revenue generated from the Jamboree, including admission fees, raffle tickets, or any other income stream, belongs to LCUSA

• Reimbursements for approved expenses will be disbursed with proper receipts

• A budget will be created as a joint effort between the local crew and committees

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Food

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• If the hotel does not provide breakfast, plan on supplying one breakfast during the event

• If your area has a unique specialty food or if you want to stick to a theme, these are highly encouraged

• Plan on a vegan or a vegetarian option for the Saturday evening meal

• Kids can be picky, so consider offering an option for them

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Art

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• All artwork should be made in-house as there are plenty of talented artists within the club (some exceptions within reason can be made)

• Marketing and other promotional items should be made well in advance

• At a minimum, rally bags should include an embroidered rally patch, pin, t-shirt, stickers, and promotional items

• The club will assist in procuring promotional items for the rally bags

• Signage needed at the event will be provided by the club

• The club has preferred vendors for patches and t-shirts. Designs should be derived from the creative committee and based off of the approved Jamboree artwork

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Sponsors

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Sponsors help support the Jamboree in many ways

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• Local sponsorship is desired and the club encourages the local organizers to seek out sponsorship in the form of supplies, materials, and prizes. The club will reach out to the scooter shops directly for sponsorships and for parts for the raffle bike

• The creative committee will also seek out sponsorships and provide items for the rally bags

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Trophies

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The club has a standing list of categories for the trophies for the show and shine

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• If your club has the ability to create trophies, a proposed design and budget should be submitted to the committees for approval

• The club can produce the trophies if no one locally is able to do so

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The appreciation awards given to the shops, sponsors, and volunteers, will be handled by LCUSA

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Download a PDF version here: LCUSA Jamboree Planning Deck