Planning an informal clinic

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This file is provided as a template, or food for thought, for those planning semi-formal technical automotive clinics in their areas. The primary focus here is not social but mechanical, that is, the point is to do some major work on our cars en masse. This takes advantage of special tools owned by some participants, special skills and knowledge, and the back up provided by the other attendees, in case of difficulties.

Removal of the sections bounded by paired asterisks (in blue) will leave the file I maintained while planning was in progress for a timing belt/water pump marathon at my place in May 2000. It provides for most of the categories of information I thought mattered, obviously some may not be relevant or others may occur to you.

Get togethers like this can be a lot of fun, and people with little mechanical experience can accomplish some incredible tasks on their cars with a little compassionate guidance from the other "workers" and "socials".

Recomendations for the future:

Everybody should remember to "donate" something to ease the burden on the host, whether it be skills, tools, beverages, food, making sure to help clean up the area, or whatever seems to be useful. The host is going to be busy the whole time there any guests present and will probably be spending a fair amount of time planning the event and unplanned time cleaning up afterwards, and also will be stuck covering "incidental" issues - removal of leftover toxic wastes, clean up of the area, lost or broken tools, damages to domestic harmony, etc....

You will be standing around in the dark waiting for the last cars to be put back together a lot later than you think. Several sets of good worklights on stands will be an absolute requirement. It probably wouldn't help to have a starting curfew (ie no new work after X PM), since a simple job could run into trouble, or a complex one could go very quickly. Politeness would certainly dictate planning on arriving and starting work shortly after the hosts specified "start" time though, or at least getting their consent if you are starting much later.
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Bookmark this file - it changes often!

We are planning a general Audi workshop/talkathon at (location) on (date).

The start time is set at (time). Please do not arrive before then without making prior arrangements with the host.

(top) What I will have on hand:

Room for about (how many?) or so cars at a time.
(list all appropriate accomodations and support you think might matter - compressed air, indoor space, etc.)

(top) What you should try to bring:

All your tools possible. The more the merrier!
Drain pans and storage containers for errant fluids.
Any good outdoor work lights you have. Last year some work ran quite late, I think I swapped my camshaft by flashlight!
All the parts and fluids you will need (plan carefully!).
Your sense of humor.
Any manuals you have.
(list any special requirements for your event)

(top) What you should plan on taking away with you:

Your recycleable trash (this was important to me - may vary by situation).
Your waste (automotive) fluids (try to bring suitable containers).
Your car, in better condition than it arrived.

(top) Food sources:

(list a few nearby "refueling" opportunities so attendees can plan ahead)
(Refrigerator space for box lunches?)
(Barrel and ice for "beverages"?)

(top) Potential attendees and work planned:

Name; status: observer or work to be done, vehicle, (email?)
(add entries as needed. This serves as confirmation to respondents, a way for them to communicate amongst themselves, and a benchmark for space requirements and planning)

Of course if you want to drop by unannounced that will be fine! (optional)

(top) Directions:

(In my experience people who use mapquest.com have no trouble ending up at my doorstep - I'd recommend you do the same.)
(add any salient direction info you might think people will need)

(Address, email address, and telephone number)

(top) Accomodations:

(If some attendees are travelling a long way, they may be concerned about doing all that driving in one day. you may want to help them organise places to stay, whether local motels or other attendeed with room to house an overnight guest. This can get very complicated and you may not want o get in the middle of it though.)