I agree; not one person can possibly manage each section of responsibility on their own. The Coordinators will have to be organized and able to recruit, delegate, and follow through with the tasks accordingly.
Jay could give a much better perspective on what type of duty sections fall under the Events Coordinator role.
As far as the promotional items, I foresee the following types of duties:
1) Media, i.e. the magazines = The contacts should be made by Sam. However, others can be recruited to gather and provide the contact information to Sam.
2) Sponsorships = I will volunteer to coordinate this section, unless someone else has an overwhelming desire. This will entail creating/designing the sponsorship levels and incentives, compiling a letter of request, and solicitation. Before we begin soliciting, we need to decide what exactly it is that we want from the sponsors. Is it advertising for the event, is it money, is it goody bag stuffers, is it raffle items

I will need an enormous amount of help in this area, but I am willing to coordinate it and keep the ball rolling. (I will provide the Sponsor Recognition banner and can produce an event program.)
We've all agreed there needs to be a preliminary charge to attend the event in order to get funds to Jay beforehand. What needs to be decided is exactly what the amount will be and how to go about this.
A registration fee of $x.xx will provide you with a Ram Jam 2003 t-shirt, dash plaque, goody bag, a wrist band designating you've registered and can run your truck through the pits, and a raffle ticket for a door prize drawing. Or something along those lines. This will enable us to be much more aware of and prepared for the number of attendees, as well as get cash up front for Jay. If someone registers and then realizes they cannot attend, well, then they still get the t-shirt and dash plaque, and thank you for the donation.
A registration form can be produced that will enable us to compile needed information. A liability waiver statement can be included at the bottom of the registration form that the member must sign. The entire form gets returned, along with payment, and that's how their registration gets confirmed and goody bag gets secured.
Here I go again with a flippin' novel! Sorry guys.
