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Sponsor Logistics/FAQ

Schenley Park Race Weekend – July 14-15, 2018

Contacts

Dan DelBianco  cell: 412 559-3500
Bob Speer   cell: 412 848-1149
Don Privett  cell (412) 390-4712

Bob O’Connor Golf Course at Schenley Park
5370 Schenley Drive  Pittsburgh, PA 15217

Move-In

All sponsors should report to the Schenley Park Golf Course clubhouse first. Please ask for one of our contacts above and they will escort you to your assigned spot on the golf course –  do not drive onto golf course to look for your spot. Sponsors may not begin to set up on the golf course until 8am Friday.  It will then be open for you to move in until 8pm Friday.”

Move-Out

Sponsors are not allowed to begin break down before 5:00 pm on Sunday, July 15 unless instructed. The races usually last until 5:00 pm and sometimes longer. Spectators and cars are still moving about the grounds all day and early break downs can cause problems. Certain properties can be left overnight, but must be removed by noon Monday. There is no security provided on the golf course Sunday night.

Hours of Operation

The show grounds are open for sponsors beginning at 8am Saturday and Sunday. Car show participants and spectators arrive at 9:30 am each day. You can open as early as 9:30 am, but recommended hours of operation are 10:00 am until 5:00 pm.

 

Tents/Tables/Chairs

Most sponsor packages do not include tents, tables or chairs. The PVGP contracts with All Occasion Party Rental  for sponsor tents. Contact Cindy Scott at 412 788-8100. Pricing and selection is available here. If you require a tent to be erected by an outside firm you must contact the PVGP to make arrangements for the tent company to be allowed to enter the show grounds. Here are recommended layouts for tables and chairs with standard tent sizes.

Heavy Trucks

The PVGP rents the golf course from The First Tee of Pittsburgh and must abide by their rules. Light trucks (under 14,000 lbs) are permitted on the golf course. Anything over 14,000 pounds must be approved and are permitted only in limited areas. Please contact Dan DelBianco to make any special arrangements.

Electricity

There is no direct electrical power available on the golf course. You are permitted to bring your own generator if you require power – whisper generators are required. The PVGP can rent you a generator and it includes refueling. Generators can be rented for $500 for the weekend, including PVGP provided fuel. Generators must be picked-up and dropped off  and signed for at the clubhouse. Please contact Dan DelBianco to make arrangements.

Banners

Most sponsorship packages include the banner option. The PVGP does not supply or hang the banners. Sponsors are required to bring their own banners and hang then at their tent or on the snow fence or the metal fence along Schenley Drive. Because of the large number of banners the PVGP is not responsible for return of banners, so sponsors are encouraged to remove them when the event concludes on Sunday afternoon. Banners hung on the wooden snow fence should be no larger than 24″ high x 48′ wide and should be secured with zip-ties.

Lamar VIP Pavillion

Some sponsorship packages include passes to the Lamar VIP Pavillion at Schenley Park. This is a trackside tent complete with food and drink.  Please specify which days you prefer – Saturday or Sunday. Both days are very similar with races and car shows each day. The menus are similar and beer, wine and soft drinks are served each day. Passes will be mailed to you in early June. Please have your guests bring the passes with them to the event, our volunteers at the tent do not have guest lists and will not allow entry without a pass. Children under the age of 10 do not require a pass but must be accompanied by an adult at all times. Once you enter you pass will be exchanged for a VIP lanyard and your hand will be stamped to allow for re-entry all day. The tent is open from 11:00 am until 4:00 pm. Extra tickets are only available to existing sponsors – cost is $250 each.

VIP Parking

Most sponsorship packages include VIP Parking. This is a pass to park for free on Flagstaff Hill, across the street from Phipps Conservatory.  Additional passes can be purchased for $20 each – they are good for one weekend day and can not be re-used. A free, air-conditioned shuttle bus will take you up Schenley Drive to the golf course. The bus stops at the European Car Show/German Hill entrance and at the top of the hill at the clubhouse.

Support Vehicle Parking

Sponsors will receive one or more Event Access passes. These passes allow you to drive your support vehicle onto the golf course. The pass will have the sponsor name and gate written on it – you must enter through the gate assigned. You are not permitted to transfer this to another vehicle once your support vehicle is on the golf course. These passes are used by sponsors to bring catering vehicles, show cars and SUV/vans with materials needed at the tent. Once unloaded, we recommend you move the support vehicle away from the tent and park it out of the way of the show unless you need to keep it at your tent all weekend. The parking lot at the clubhouse is not available – it is used for deliveries, heavy trucks, food service, media vans and PVGP volunteer services. If you have a large truck that needs to be parked off-site please contact Dan DelBianco to make arrangements.

Golf Carts

The PVGP rents a limited amount of golf carts to sponsors. They are not available to the general public. These cart are to be used to transport people and materials to and from your tent and are not meant for sightseeing. Children without a drivers license are not permitted to operate a cart. Any golf cart being mis-used can be taken away by a PVGP volunteer. Carts must be returned to the clubhouse each night for cleaning and refueling.

Security

The PVGP retains Pittsburgh Police at the entrances to the event during show hours. We also have private security during the event hours. We have security on the show field after hours, but can not assure any materials left in your tent. If you need we can assign a dedicated guard to your tent – please contact Dan DelBianco for pricing

Suggested Materials for Your Tent

Here is a list compiled by a few of our experienced sponsors. All items may not be necessary for your set-up, but they may help trigger some other ideas.

  • Tables and chairs – not supplied with many sponsor packages
  • Table cloths and centerpieces
  • Duct tape and Staple gun
  • Wooden stakes for hanging banners or signs
  • Rope and cable zip-ties to hang banners and wire cutters to cut them down
  • Landscape pins to pin down extension cords in and around the tent
  • Potted plants for perimeter of tent
  • Utensils – forks – knifes – spoons, paper plates, napkins and paper towels
  • Extra trash bags
  • Pop barrels or coolers and plenty of ice
  • Generators are available if power is needed – you will need to bring extension cords and adaptors
  • Balloons and ribbon for decorations
  • Directional signs
  • Sponsor recognition signs and tent signage
  • Small ladder to decorate and hang items in tent
  • Name badges for staff and possibly guests – Sharpie markers are a must
  • Sanitary gloves if handling any food
  • Foil trays and/or aluminum foil for food handling
  • 409 spray cleaner for tables and chairs, etc
  • 5 gallon buckets and a few gallons of water for cleaning hands – there is no water available
  • Donation jars with lids – if you intend to collect for PVGP charities


Lodging

If you are in need of lodging, the Grand Prix has several partner hotels. Each one makes a contribution to the PVGP charities. Please visit our Pittsburgh Hotel Partner Page.

Event Tickets

As part of your sponsorship package you may receive tickets for the Blacktie Gala or Tune-Up Party. There are no physical tickets mailed – entry is done by guest list. Please email your Blacktie Gala guest names to Gigi Saladna. For the Tune-Up please email your guest list to  Giovanni Morgano. There are physical tickets for the  Jet Center Party and they will be mailed directly to you, but we would appreciate if you emailed the names of all of your guests to Susan Gera.

Historics at Pitt Race

Sponsors are given passes for our Historics at Pitt Race Complex. Each pass is good for a single day and will be collected at the gate as you enter. Children under the age of 12 are free. Passes can also be purchased in advance or at the door for $20/day. Parking inside the facility is included at no cost. There is VIP Parking available on Spectator Hill for $20 a day – pay that as you enter. There are food vendors at Pitt Race and you are allowed to bring in your own food and drink.

Volunteer T-Shirts

Most sponsors will have their logo placed on the back of 1,400 volunteer t-shirts. Please email your logo as a 1-color vector file to Dan DelBianco by May 1. Sponsors can receive one sample t-shirt if requested, but they are reserved for our volunteers.

Race Program Advertising

Most sponsor packages include an ad in the race program. 7,500 programs are printed and delivered on the forst day of the event so we are not able to ship them to sponsors – they will be available at all events. Each sponsor will receive an allotment delivered to their tent at Schenley Park. Details

OUR SPONSOR PARTNERS