Welcome to Bristol Motor Speedway! Thank you for attending our events and your continued support of Bristol Motor Speedway. You, our client, are our number one priority and we stand ready to do everything we can to provide you with the best hospitality experience possible. Please call on us anytime there is anything we can do to assist you and your guests before, during, or after the Sharpie MINI 300 and Food City 500 race weekend. This resource binder is designed as a reference for your planning needs. If any of your questions are not answered within this binder please feel free to contact me or your Account Manager for further assistance. Thank you for making Bristol Motor Speedway your choice to experience racin the way it ought a be. Sincerely, Anthony Golden Corporate Hospitality & Display Manager 423-989-6956 Office 423-968-3040 Fax anthony@bristolmotorspeedway.com
VILLAGE INFO Checklist Village Hours Chalet Policies Show Cars Pre-Race Track Tours Parking CHALET LAYOUTS / DIAGRAMS SPECIAL AMENITIES & VENDOR INFO Chalet Equipment and Design Heating and Cooling Options Sound and Staging Equipment Custom Signage Floral and Balloons Contents MAPS & SCHEDULES Village Map for Nationwide Series Race (subject to change) Village Map for Sprint Cup Series Race (subject to change) Detailed Weekend Event Schedule Facility Maps Parking Map Campgrounds Map Grandstand Seating Map Guest Services Locations CONTACT INFORMATION Who to Call Quick Reference BMS Marketing Contact Information CHECKLIST MENU FORMS TO BE RETURNED Souvenir Program Order Forms Table Linen Order Form Electrical Needs Form Have Read Form
CHECKLIST Chalet Info Hospitality Passes Worker Passes Hospitality Parking Passes Service Vehicle Pass (If Applicable) Bus Parking Pass (If Applicable) Detailed Race Schedule Hospitality Village Maps Bristol Motor Speedway Maps Souvenir Program Order Form Table Linen Order Form Electrical Needs Form I Have Read Form VILLAGE INFO VILLAGE HOURS Pole Day Friday, March 14, 2008 Available 9:00 AM 5:00 PM Sharpie MINI 300 Saturday, March 15, 2008 Workers 9:30 AM Guests 10:30 AM Closes 4:00 PM Food City 500 Sunday, March 16, 2008 Workers 8:30 AM Guests 9:30 AM Closes 3:00 PM
CHALET POLICIES PASSES All guests, including children, must present a hospitality village pass at the Main Entrance for access to the Village. Each package contains worker passes. These should ONLY be given to workers who need early access. These are the only passes that will be honored during the early access worker hours. Workers will need to enter through the worker/service entrance. WORKERS All vans, trucks, automobiles, and golf carts used to bring in supplies MUST BE REMOVED fifteen minutes before the opening of the Village to guests. Failure to remove these vehicles will delay the opening of the Village. All unauthorized vehicles will be towed at the owner s expense. VILLAGE INFO INFORMATION An information area is located at the main entrance of the village. DISPLAYS All materials must be displayed inside your chalet area. Materials may NOT be stapled on the tables, tents or fencing. YOU WILL BE CHARGED for any damage to linens, tents or fencing. Inflatable s less than 14 in height are allowed if they are displayed within your chalet area. All temporary materials (banners, decorations, etc.) must be removed at the end of the event. CATERING Levy will provide each chalet with a Tent Captain. Please report any food and beverage problems to the Tent Captain. SOUVENIR PROGRAMS You may pre-order souvenir programs from Bristol Motor Speedway. Order forms are included in this packet of information. Programs will be delivered to your chalet the morning of the event. Souvenir sales are not permitted in the village.
TENT SET-UP Early set-up prior to race weekend for your hospitality tent/chalet is acceptable and encouraged. To arrange for early set up, please contact Anthony Golden at 423-989-6956. Your experience in the Hospitality Village is important to us and we want to do everything we can to make your visit with us as memorable and as fun as possible. To avoid potential additional labor charges, please note the following: Store equipment/marketing materials within your tent in a location that does not prohibit Karl s from setting up tables and chairs or forcing Karl's to move the materials. Karl s will attempt to move property off to the side, however, Karl s or BMS is not responsible for loss or damage. Arrange to have custom interior decorations (flags, plants, etc. from ceiling) done prior to Karl s setting up tables and chairs. Before leaving tent, please move table centerpieces to the sides in preparation for Karl s removal and replacement of dirty linens. VILLAGE INFO UMBRELLAS Please notify Anthony Golden ASAP if you will be using your own umbrellas for patio tables. NO SMOKING POLICY Due to fire codes within Hospitality Village, smoking is no longer permitted inside the tents. You may smoke in the open-air areas of the Village. If you have any questions please contact me or see one of our customer service personnel in the Village on event day. UNDER TENTS IN HOSPITALITY VILLAGE
SHOW CARS Show Cars should arrive and be placed inside the fence of your patio area no later than 1 Hour prior to the opening of the Village. Rigs arriving late WILL NOT be allowed to place their cars in the Village. (See Opening & Closing Schedule on page 3 of this booklet for times.) If the show car rig driver plans to stay with the car, he must have a worker pass to redeem for an armband. All show car rigs MUST enter through the Dragway entrance located off State Route 394. You may unload at the Hospitality Village area; however, you MUST park your rig in the designated area located at the bottom of the Hospitality Village. VILLAGE INFO Show cars must be contained within the fenced in area of your chalet. No vehicles will be allowed in common areas. YOU MAY NOT REMOVE YOUR SHOW CAR FROM THE VILLAGE UNTIL 30 MINUTES AFTER THE START OF THE MAIN EVENT. NO EXCEPTIONS! Please pass this information on to your show car rig drivers, as they will be responsible for following these guidelines!
PRE-RACE TRACK TOURS TRACK TOUR SCHEDULE IS AS FOLLOWS: Saturday, March 15, 2008 - No Track Tours Available Sunday, March 16, 2008-9:30 am 11:30 am Each Hospitality chalet for March 2008 ONLY will be assigned track tour passes for 100% of your guest. Track Tours are subject to NASCAR cancellation. Track tour passes will be delivered to your tent prior to opening on Sunday morning. If you have any questions please see one of the customer service attendants or check at the track tour tent. VILLAGE INFO RULES FOR THE TOUR: 1. Each person MUST have a signed consent and liability release form with them. 2. Track Tour participants CAN be under 18 years old. 3. Shorts and open-toed shoes ARE allowed on track tours. 4. You can NOT take coolers onto the track. NO EXCEPTIONS. We encourage guest to leave coolers in village. However, if guests do not plan on returning to village, a cooler holding area will be located Gate 13 near the track wall. 5. All participants MUST wear the Track Tour pass visibly and most importantly EACH TRACK TOUR PARTICIPANT MUST HAVE HIS/HER GRANDSTAND TICKET WITH THEM IN ORDER TO ENTER THE GATE AND TAKE THE TRACK TOUR NO EXCEPTIONS Please advise your guests to keep up with the track tour representative and maintain a safe distance from the pit wall. Also advise your guests that this is a walking tour and could be strenuous for some people with health conditions.
PARKING All Hospitality Parking for the March 2008 event will be located in the Hospitality Village area. Parking Permits are NOT VALID if used in Tour Buses or Limousines. Please remember that the selling or scalping of parking passes is strictly prohibited. If you are not planning on utilizing your parking passes, please return them to BMS. There will be no vehicular traffic through the North Entrance to Bristol Motor Speedway. To access the Hospitality Village parking, you must enter through the Dragway entrance located off State Route 394. VILLAGE INFO Note: Hospitality Passes can not be used as parking permits. Please relay this information to all your guests. PLEASE BE AWARE THAT ALL BMS PARKING AREAS WILL BE HELD ONE HOUR AT THE CONCLUSION OF EACH DAY S EVENTS.
DIAGRAMS & EQUIPMENT NOTE: Pay special attention to tent size and equipment list. Clearspan tents accommodate at least 75% seating. Should your party require additional seating or need additional space for displays, contact your account manager for upgrade options. 4 8 SEATING TABLES 32 FOLDING CHAIRS (inside) 2 8 SERVING TABLES w/ cloth linens & skirts 1 TV STAND w/skirt 2 UMBRELLA TABLES 12 FOLDING CHAIRS (outside) 1 6 REGISTRATION TABLE w/ cloth linen 8 8 SEATING TABLES 64 FOLDING CHAIRS (inside) 2 8 SERVING TABLES w/ cloth linens & skirts 1 TV STAND w/skirt 2 UMBRELLA TABLES 12 FOLDING CHAIRS (outside) 1 6 REGISTRATION TABLE w/ cloth linen CHALET LAYOUTS 14 8 SEATING TABLES 112 FOLDING CHAIRS (inside) 3 8 SERVING TABLES w/ cloth linens & skirts 1 TV STAND w/skirt 4 UMBRELLA TABLES 24 FOLDING CHAIRS (outside) 1 6 REGISTRATION TABLE w/ cloth linen
16 8 SEATING TABLES 128 FOLDING CHAIRS (inside) 3 8 SERVING TABLES w/ cloth linens & skirts 2 TV STANDS w/skirt 6 UMBRELLA TABLES 36 FOLDING CHAIRS (outside) 1 6 REGISTRATION TABLE w/ cloth linen 23 8 SEATING TABLES 184 FOLDING CHAIRS (inside) 6 8 SERVING TABLES w/ cloth linens & skirts 2 TV STANDS w/skirt 7 UMBRELLA TABLES 42 FOLDING CHAIRS (outside) 2 6 REGISTRATION TABLES w/ cloth linen CHALET LAYOUTS 27 8 SEATING TABLES 216 FOLDING CHAIRS (inside) 6 8 SERVING TABLES w/ cloth linens & skirts 2 TV STANDS w/skirt 8 UMBRELLA TABLES 48 FOLDING CHAIRS (outside) 2 6 REGISTRATION TABLES w/ cloth linen 36 8 SEATING TABLES 288 FOLDING CHAIRS (inside) 6 8 SERVING TABLES w/ cloth linens & skirts 3 TV STANDS w/skirt 8 UMBRELLA TABLES 48 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen
46 8 SEATING TABLES 368 FOLDING CHAIRS (inside) 6 8 SERVING TABLES w/ cloth linens & skirts 4 TV STANDS w/skirt 10 UMBRELLA TABLES 60 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen 64 8 SEATING TABLES 512 FOLDING CHAIRS (inside) 9 8 SERVING TABLES w/ cloth linens & skirts 4 TV STANDS w/skirt 15 UMBRELLA TABLES 90 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen CHALET LAYOUTS 74 8 SEATING TABLES 592 FOLDING CHAIRS (inside) 9 8 SERVING TABLES w/ cloth linens & skirts 4 TV STANDS w/skirt 18 UMBRELLA TABLES 108 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen
86 8 SEATING TABLES 688 FOLDING CHAIRS (inside) 9 8 SERVING TABLES w/ cloth linens & skirts 4 TV STANDS w/skirt 19 UMBRELLA TABLES 116 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen CHALET LAYOUTS 96 8 SEATING TABLES 768 FOLDING CHAIRS (inside) 9 8 SERVING TABLES w/ cloth linens & skirts 4 TV STANDS w/skirt 22 UMBRELLA TABLES 132 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen
106 8 SEATING TABLES 848 FOLDING CHAIRS (inside) 9 8 SERVING TABLES w/ cloth linens & skirts 4 TV STANDS w/skirt 25 UMBRELLA TABLES 150 FOLDING CHAIRS (outside) 4 6 REGISTRATION TABLES w/ cloth linen CHALET LAYOUTS
Roll out the Red Carpet for your guests by taking advantage of the following accessories designed to make your hospitality experience an event you and your guests will never forget. Linens All chalets come with the option to customize linens for the registration, serving and eating tables. You may order any in-stock solid colors from Karl s Event Rental. For that extra special touch, you may also order nonstock linens from Karl s (see pricing below). To place your linen order, contact Anthony Golden by February 11th at 423-989-6956. In-Stock Solid Color Go to www.karls.com to see colors available or look at enclosed Linen Order form) Table Topper 6 or 8 table - $21.90 Tables and Chairs (extras) SPECIAL AMENITIES Each chalet comes standard with tables and chairs (see diagrams for detailed breakdown). Should your party require extra, or to customize your chalet, contact Anthony Golden by February 25th. 6 or 8 Table $15.42 48 Patio Table with Umbrella $31.27 w/o Umbrella $11.58 60 Tall (Bar Style) Round Table $9.90 Vinyl Folding Chair (Charcoal Grey) $1.98 White Resin Bistro Chair $2.61 White Wood Folding Chair with Padding $3.33
Design Elements Double Glass Doors $598.71 per unit Metal Halide Task Lighting $0.21 per square foot Chalet Entry & Breakouts Whether you re looking for that added touch for your chalet entry point or simply needing extra space for your photography or display, the following frame tents will be ideal. 10 x 10 x 7 $187.60 10 x 20 x 7 $194.17 20 x 20 x 7 $325.98 Custom Fencing SPECIAL AMENITIES 3 x 8 Crowd Control Fence $25.14 per piece 3 x 8 White Picket Fence - $25.75 per piece 4 x 8 White Lattice - $25.75 per piece Staging 4 x 4 Plywood Top Stage Section $41.84 16 Stage Step $19.29 32 Stage Step $27.30 ADA Compliant Stage Ramp with 8 Rise $50.29 Stage Rail (per 8 section) - $20.12
Custom Flooring Plywood Floor - Grey Roll Out Floor - $1.75 per square foot $0.97 per square foot Astro Turf (Green or Black) - $2.66 per square yard Heaters & Air Conditioners Make your visit to the Hospitality Village as cozy and comfortable as possible for you and your guests. All chalets come with the option of renting air conditioners or heaters depending upon your needs. Cost to rent air conditioners and heaters is based on tent size. Contact Anthony Golden at 423-989-6956 by February 27th to place your order. Patio Heater Cost - $300 per unit A/C Cost Contact Anthony Golden for quote SPECIAL AMENITIES Fans Fans are also available for rent. For a price quote, contact Anthony Golden at 423-989-6956 by February 27th. Fan Cost - $ 150 per fan
Generators Does your hospitality set-up include a band, simulator or other items(s) requiring a dedicated electrical power source? If so, generators are available for rent. For a price quote, contact Anthony Golden at 423-989- 6956 by February 27th. NOTE: If your electrical requirements exceed 120 volts / 20 amps contact Anthony Golden as soon as possible to assess possible need for a generator for your chalet. Sound and Stage Equipment For your sound and staging equipment needs, try one of these recommended providers. Night Move s Mobile DJ s Contact Tony Rodefer at 423-646-1581 or email at arodefer@earthlink.net. Norman Sound Productions - Contact Britt Kennerly at 704-334-1601, via email at britt@normansound.com or through their website at www.normansound.com. Signage SPECIAL AMENITIES For your signage needs try one of these outstanding signage experts. Britten Media 800-426-9496 Foster s Signs 423-753-6585 Karl s Event Rental 414-831-7023 Snyder Signs 423-282-6221
Floral & Balloons Several companies provide floral and balloon decorating services for the Speedway. You may select one of them or a company of your choosing. Tropical Images 800-955-2921 www.tropicalimages.net Southern Race Day Promotions 770-979-4238 www.southernraceday.com Food City (Bristol, VA Lora Huff) 276-466-2330 Misty s Florist and Greenhouse, Inc. 423-764-1077 Rainbow s End 423-247-6489 SPECIAL AMENITIES
A HOSPITALITY VILLAGE LAYOUT WILL BE AVAILABLE AS SOON AS POSSIBLE. IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT ANTHONY GOLDEN AT 423-989-6956, NATIONWIDE SERIES
A HOSPITALITY VILLAGE LAYOUT WILL BE AVAILABLE AS SOON AS POSSIBLE. IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT ANTHONY GOLDEN AT 423-989-6956, SPRINT CUP SERIES
* Schedule Tentative, Subject To Change Food City 500 Sharpie MINI 300 Pole Day March 14 March 16, 2008 Friday, March 14, 2008 Pole Day **Hot Pass in Effect** (Entire Infield Area) All Day 6:00 AM NSCS Garage & Registration Opens 7:00 AM NNS Garage & Registration Opens 9:00 AM Spectator Gates Open 10:00 AM Track Services Meeting (Victory Lane Building) 11:00 AM NSCS Rookie & Spotter Meeting & Drawing for Qualifying Order 12:00 Noon to 1:30 PM NSCS Practice 12:30 PM NNS Rookie & Spotter Meeting & Drawing for Qualifying Order 1:40 PM to 3:15 PM NNS Practice 3:40 PM NSCS Pole Qualifying (2 Laps All Positions) 4:45 PM to 5:45 PM NNS Final Practice 5:30 PM NSCS Garage & Registration Closes 7:00 PM NNS Garage & Registration Closes Saturday, March 15, 2008 Sharpie MINI 300 **Hot Pass in Effect** (Entire Infield Area) All Day 7:00 AM NNS Garage & Registration Opens 8:30 AM Track Services Meeting (Victory Lane Building) 9:00 AM Spectator Gates Open 9:30 AM NSCS Garage & Registration Opens 10:10 AM NBS Qualifying (2 Laps All Positions) 10:30 AM Hospitality Village Opens 11:30 AM to 12:15 PM NSCS Practice 12:15 AM to 12:45 PM TV Exhibition Run 12:30 AM NNS Driver & Crew Chief Meeting (Victory Lane Building) 12:50 PM to 1:50 PM NNCS Final Practice 2:30 PM Sharpie MINI 300 Driver Introductions 3:00 PM NSCS Garage & Registration Closes 3:00 PM Start of the Sharpie MINI 300 4:00 PM NBS Registration Closes DETAILED SCHEDULE Sunday, March 16, 2008 Food City 500 8:00 AM NSCS Garage & Registration Opens 9:00 AM Spectator Gates Open 9:30 AM Hospitality Village Opens 10:30 AM Track Services Meeting 12:00 Noon Hot Pass in Effect (Entire Infield Area) 12:00 PM NSCS Driver & Crew Chief Meeting (Victory Lane Building) 1:30 PM Food City 500 Driver Introductions 2:00 PM Start of the Food City 500 3:00 PM NSCS Registration Closes NNS = NASCAR Nationwide Series NSCS = NASCAR Sprint Cup Series
CAMPGROUND MAP
PARKING PASS MAP
GUEST SERVICES MAP
GRANDSTAND SEATING MAP
Who to call when You have an Electrical Problem, Heating / Cooling problem or General Questions See Hospitality Village Ambassador at Information Tent or Main Entrance or call Tim Baker, a Sunbelt Representative at 615-405-9390. You have a problem with your Tent / Chalet See Hospitality Village Ambassador at Information Tent, Main Entrance or call Greg Spitzer, a Karl s Representative at 414-350-1001. You need assistance with Food and Beverages See your Levy Restaurants Tent Captain or call Brenda Welch at 704-293-5291. CONTACT INFO You have a problem with your Closed Circuit Television See Hospitality Village Ambassador at Information Tent, Main Entrance or call Larry Oldag at 678-438-6570. You have need for Trash Collection See Hospitality Village Ambassador at Information Tent, Main Entrance or call William Barrett with Can Do Enterprises at 423-791-3843. You have, or aware of, an Emergency situation Call Anthony Golden immediately at 423-963-4893.
BMS Marketing Staff Logan McCabe, VP Sales & Marketing 423-989-6934 Jerry Caldwell, Account Manager 423-989-6947 Janet Callahan, Account Manager 423-989-6959 Gary Cundiff, Account Manager 423-989-6937 Graig Hoffman, Account Manager 423-989-6957 Ben Trout, Director of Marketing 423-989-6954 Anthony Golden, Marketing Manager / Hospitality 423-989-6956 Stacy Fine, Sales Coordinator 423-989-6969 Joni Cole, Customer Service Coordinator 423-989-6997 Kim Branson, Marketing Manager / Suites 423-989-6938 Christopher Perrin, Advertising & Promotions 423-989-6943 Chad Fleeman, Dragway Sales 423-989-6936 Barbara Kaiser, Speedway Children s Charities 423-989-6975 CONTACT INFO Levy Restaurants Oberdan Congello, Bristol Director of Operations 423-990-2349 Teresa Mains, Bristol Manager 423-990-2348 Brenda Welch, Hospitality Village Director 704-455-4351
Race Weekend Checklist To ensure your hospitality experience is the best possible for you and your guests, we recommend finalizing the following items prior to your arrival, where possible, and as soon as you arrive on race day: Hospitality Passes Distributed to all guests Parking Passes Distributed to all VIP and guests receiving hospitality parking Distributed to Bus Driver with parking info (where applicable) Worker Passes Distributed to all workers needing early access Arrange time for tent set-up and early arrival CHECK LIST Service Vehicle Passes Distributed to appropriate personnel ALL vehicles MUST be removed at least 15 minutes prior to opening of village. Show Car Rig Driver Distributed Service Vehicle Pass to show car rig driver Distributed guidelines to driver. Guidelines strictly enforced. Copy of Parking and Facility Maps Vendors Given opening / closing schedule Given guidelines (i.e. no staples in fencing, all items within footprint, etc.) Track Tours Distribute guidelines to all guests Tour passes will be delivered to your tent at opening of village day of tours Souvenir Programs Receive on designated morning per your order Tent Captain Meet Tent Captain and give him/her your main contact information for requests / problems.
Invoice/Billing information: March 2008 Souvenir Program Order Form Sharpie 300, Saturday, March, 15, 2008 Food City 500, Sunday, March, 16, 2008 PROGRAM ORDER Request Made By: Company: Address: City: State: Zip: Telephone: Fax: Day to Deliver: Saturday Sunday Total Number: (Programs are priced at $10) Deliver To: Hospitality Chalet Please return form to Attn: Anthony Golden Bristol Motor Speedway P.O. Box 3966 Bristol, TN 37625 (423) 989-6956 Fax: (423) 968-3040 Email: anthony@bristolmotorspeedway.com
ELECTRICAL NEEDS march 2008 To better serve your electrical needs, please provide us with a list of all the items that you will have in your tent that requires electricity. Your tent will only have enough electricity to power the TV that is place in your tent. Please note beside the item if it requires 120 volts or 240 volts and we also need to know the amps. ITEM VOLTS / AMPS / / / / ELECTRICAL NEEDS / / / Please fax this list to Anthony Golden at 423-968-3040 no later than February 27, 2008. Please return form to Attn: Anthony Golden Bristol Motor Speedway P.O. Box 3966 Bristol, TN 37625 (423) 989-6956 Fax: (423) 968-3040 Email: anthony@bristolmotorspeedway.com
I have read the enclosed March 2008 BMS Hospitality Information and am familiar with all the policies and procedures including the request for electrical needs and the NO SMOKING policy. Signed: Company: Date: I HAVE READ FORM Please return form to Attn: Anthony Golden Bristol Motor Speedway P.O. Box 3966 Bristol, TN 37625 (423) 989-6956 Fax: (423) 968-3040 Email: anthony@bristolmotorspeedway.com
March 2008 Table Linen Order Form Request Made By: Company: PLEASE CIRCLE COLOR CHOICE: TABLE LINEN FORM Fax: (423) 968-3040 / Office: (423) 989-6956 Email: anthony@bristolmotorspeedway.com