General guidance for the planning and implementation of future VIM’s. This topic is meant to become a 'growing' topic whereby organisers of past VIM’s can add their experience to help those organising future VIM’s.
The organising of an International Meeting, such as a VIM, is no easy task. Having been involved in organising Motorcycle meetings and ride outs for almost 25 years now, I offered to produce a ‘guideline’ as an inspirational document. Here it is!
VIM is the annual meeting place for members of this forum but has also been used as a template for many national meetings.
Please note that the information below is based on my personal experience gained at events which have taken place in:
The Netherlands (VIM1)
Germany (VIM5)
Austria (VIM12)
VCIM16, 17 and 18.
This guidance is only based on my personal experience and is not to be seen as an official document therefore, in the case of any legal issues arising from a VIM, this information should NOT be referred to by way of legal defence or as a reference document during any litigation!
How to make an event as safe as possible:The best way for members to be accommodated at the VIM location is to have the local host arrange accommodation, food etc. Accommodation can be in the form of a hotel, a campsite, or a combination of both.
If you plan an organised ride out (which is common at VIM), it’s good to provide GPS road-books for all participants. The *.gpx format is the best standard to use these days. Make sure the road-book is checked before the meeting starts.
Please hold a pre-ride out brief to ensure all group members are aware of any known minor problems/obstacles to be expected on the route, before they set out on the ride! At the brief please provide a local contact number (English speaker), of a VIM organiser, that any member can call/text if they are lost or broken down in the VIM local area.
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 may be excluded from the group ride by the organiser. As a ride organiser you should expect that the motorcycles of the participants are in a good, technical and safe (roadworthy) condition. As well as the riders of course! LOL!
However, it is the riders’ legal responsibility to be insured and riding a safe bike!
Regarding VIM:VIM has now been running for almost 20 years. Since the start of VIM in 1999, many things have changed. During the past 20 years we have established an impressive depth of experience from which all future VIM hosts should, and can, benefit.
To avoid any (financial) problems when organising a VIM, it is advisable to incorporate the following:
Payment of the participation fee.
Make sure, that participants of VIM pay the participation fee within approximately 3 to 4 weeks of completing their registration. Their attendance to VIM can only be confirmed after receiving 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 a VIM is being organised outside the EMU, it might be advisable for the organisers to open a bank account in one of the EMU countries. Alternatively, you could consider PayPal as means for payments to be made.
The participation fee should cover ALL ‘fixed’ costs which can’t be refunded, such as: T-shirts, accommodation, etc.
Prior to the VIM taking place all participants should receive a program of the event. It is suggested that an event program is e-mailed to the participant along with confirmation of their booking.
In addition, all VIM participants should receive a detailed GPS road book of the tours.
Regarding the VIM event:VIM participation is open to members of this Forum in the first instance. Forum members should have priority when it comes to reserving accommodation.
Once all Forum members have been accommodated any spare accommodation can be made available to non-forum members.
The VIM 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. It is strongly recommended that all facilities to be at the same location.
Please avoid the situation whereby participants may need to use their motorcycles, after drinking alcohol, to get from the VIM territory to nearby accommodation!
Over the years it has been proven
extremely useful to source accommodation by working with a professional that knows their way around organising and managing events with international public in attendance.
In the VIM program/costs, ALWAYS include breakfast and coffee.
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.
Schedule your VIM program for the arrival of the participants on FRIDAY previous to Whitsun weekend. Most participants will have dinner on their way to VIM, but please offer an opportunity to have a small dinner available on the day of arrival at, or near, the VIM site. Over the last few years (the tradition was started at VCIM in Tarragona) a BBQ was provided on the Friday of arrival.
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.
If there is a big party/dinner planned, it should be held on the Saturday night and not the Sunday night. The party/dinner could also be combined with the official opening of the event. Whitsun Monday isn't a national holiday for all of us, so leave the Sunday evening for 'relaxing' in small social groups as some participants will already have departed Sunday morning.
Gathering participants: To increase the “we are all together” feeling, it is suggested you include small events such as 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.
Another popular option is to display a large map on a wall or board whereby members can add their names, route taken and distance to arrive at the VIM location.
Future VIM's: Traditionally, the only venue where people were able to vote for the proposal of a future VIM was actually at a VIM. However, with an expanding digital world these days, proposals can now also be presented here at the Honda Adventure Riders Forum.
Price to participate (Entry Fee): Fuel costs are rising on an annual basis, so it can be an expensive ride to get to a VIM location.
Please ALWAYS bear in mind that a VIM should be financially accessible for most participants, so try to keep the entry fee as low as possible. Don't invest in expensive one-time banners, etc. For VIM12 (for example) the organisers chose not to invest in banners, goodies, etc. The actual 'organisation cost’ for VIM12 (2010) was 30 Euro per person for the whole event - plus of course the costs for accommodation, meals, etc.
Prices are rising; for 2016 it was € 90,-; for 2017 € 175,-.
Note: Last two prices quoted, included meals (dinner) and breakfast.
Strangers: Every Honda Adventure Rider can bring a friend, even if he/she does not own or ride a Honda Adventure Bike. But please bear in mind that the VIM is primarily a Honda Adventure Bike meeting and not a general Big Trail bike Meeting! This should be at the forefront of ALL participants minds.
The Varadero International Meeting Team,
Bernard “Two Plugs”, Founder and proud supporter of VIM.
* With special thanks to James McLauchlan for translating, although even his English is suspect at times
