CAPITAL LAND CRUISER CLUB 
SWAP MEET PLANNING GUIDELINES

• Admission
• Advertising
• Contests
• Date
• Entertainment
• Food & Concessions
• Landlord / County Permits
• Lodging
• Participant Rentals
• Personnel Requirements
• Sponsors and Exhibitors

Date (Scheduling Considerations)

• Rain Date
• Evening plans - informal gatherings
• Long weekends
• Overlap with other attractions
• School year/vacations
• Wheeling opportunities before/after

Admission

Fees (if any)

• Members
• Non-members
• Truck show participant
• Special events participant

Admission tag

• Sponsor coupon
• Raffle tear-off
• Best-of-show vote tear-off
• Ugliest-truck vote tear-off

Accounting

Alcohol policy

Door Prizes

Contests

Best Truck Categories

1. Best Stock Truck - by model and year  - certificate
2. Best Modified Truck - by model and year  - certificate
3. Best Overall  40, 45, 55, 60, 62, 80, other TLC’s - certificate and ribbon
 
 Judges - Other club rep, TLCA Rep, ______  (3 or 4 total)
 
4. Best of Show (winners from #3) - certificate and trophy (vote by all participants)
5. Ugliest Truck - certificate and bondo  (vote by all participants)
 
 Judges - All event participants

Performance Contests

• Ramp index
• Mud bog
• Hand crank
• Other
 

Lodging

• Hotel room block

Food & Concessions

• Club percentage?
• Exclusive

Entertainment

• Radio station live broadcast
• DJ
• flatbed trailer or stage

Landlord Conditions and County Permits

• Insurance -
• electricity and lighting -
• Toilets - women and men
• County permits -
• PA system -
• Security -
• Site cleanup - pre-event
• Site cleanup - post-event
• Groundcover -

Participant Rentals

• Available as follows:
• Tables (6x8) -
• chairs -
• tent (15x15) -
• tent (20x20) -
• megaphone -
• PA system (600-1000 watts) -

Personnel Requirements

Club Members

• Admission
• Exhibitor coordination
• Judging
• Setup
• Parking
• Special volunteer i.d. (T-shirt, hat)

Volunteer Recruiting

• Members
• Spouses and SO’s
• Others - limited by alcohol policy
• BSA/GSA Engineering Explorer Posts
• Charity representatives
• Neighbor clubs

Sponsors and Exhibitors

Local Toyota Dealers

• Brown's Toyota
• Kline Tyson's Toyota
• Leesburg Toyot
• Springfield Toyota
• Toyota of North Arlington
• Toy Store

Manufacturers

Local Shops

Other Clubs

• TLCA
• Other Land Cruiser Clubs
• Other 4x4 clubs

Other Groups

• Search and Rescue
• Forest Service

Letters of Solicitation

• event participation
• exhibits and prizes

Charity

• Radio station favorite?
• Children’s Hospital
• Big Brothers
• Toys for Tots

Advertising

Print Media

• Local Newspapers
• Washington Post
• Washington Times
• Journal Newspapers
• Arlington Courier
• Fairfax Connection
• Louden Times
• Magazines -
• 4wd & SU
• Peterson's

Direct Mailings

• Local shop mailing list
• Toyota Dealer List
• TLCA list

Radio - live broadcast

Other clubs

• TLCA - Toyota Trails
• Southern VA -
• Keystone Cruisers -
• OCC -
• other Eastern TLC clubs

 Internet

• TLCA page
• Offroad and Toyota-L Mailing lists
• 4x4 4U Web Page
• Local Community Pages

Television

•  Cable events pages, local television