Sponsor Logistics/FAQ – Schenley Park
Our Schenley Park Race Weekend includes 3,000 cars, 100,000 spectators and over 100 tents. This page will help guide you through the opportunities and some of our rules.
Schenley Park Race Weekend – August 3/4, 2024
Dan DelBianco All Sponsors cell: 412 559-3500
Bob Speer Car Shows cell: 412 848-1149
Don Privett Vendor Village and Sponsor Tents cell (412) 390-4712
Bernie Martin Cortile cell (412) 996-5700
John Kerr Clubhouse cell (724) 344-4845
Address: Bob O’Connor Golf Course at Schenley Park 5370 Schenley Drive Pittsburgh, PA 15217 Please note that the golf course clubhouse personnel are not able to accept packages that are shipped there in advance of the event since the PVGP takes over the facility and only has access to certain parts of the clubhouse.
Move-In All sponsors should report to the Schenley Park Golf Course clubhouse first before venturing onto the golf course – even if you know or think you know where your tent is. Please ask for one of our contacts above and they will escort you to your assigned spot on the golf course – do not drive cars or trucks onto the golf course to look for your tent. Sponsors may not begin to set up on the golf course until noon on Friday, August 2. It will then be open for you to move in until 6:00 pm. If you have vehicles to place under or beside your tent they should be moved in on Friday. The only vehicle movement on Saturday or Sunday will be for your support vehicle or catering vehicle. Only one event access pass will be sent with your sponsorship package.
Move-Out Sponsors are not allowed to begin to break down before 5:00 pm on Sunday, August 4 unless instructed. The races usually last until 5:00 pm. Spectators and cars are still moving about the grounds all day and early move-outs can cause problems. Certain properties can be left overnight, but they must be removed by noon Monday. There is no security provided on the golf course Sunday night unless special arrangements are made.
Water & Ice
There is no running water available on the golf course. If needed, you can fill containers at the clubhouse from a hose. Bags of ice will be available on the golf course – $10 for a 22-pound bag. Ice will be available at the Gyro Food stand located in the middle of the golf course below the loudspeakers within the British Car Show. If you need a large quantity of ice (10 or more bags), you should make arrangements beforehand by calling Specialty Concession at 412 801-1000.
Hours of Operation
The show grounds are open for sponsors beginning at 8:00 am 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.
Trash Pick Up
The PVGP partners with a private company for trash pick-up during the event. Their team is continually moving through the park emptying trash containers in a tent by tent pattern. If you expect to have a large amount of trash it is best to bring a supply of trash bags in case the container near your tent is filled. Please do not call the PVGP to pick up trash during the event as the team is busy collecting trash and can not alter the scheduled route.
Schenley Park Wristbands
You will receive a supply of wristbands for your staff and guests. Starting in 2021, a $10 donation is asked of spectators in Schenley Park – children under 12 are still admitted for free. Our costs to stage this event are significant and we want to help our charity partners. the wristbands will provide for touchless entry and re-entry.
We recommend you consider the following items if you are entertaining within a tent. This list comes from an experienced sponsor that has been with us for 15 years:
- Duct tape and staple gun
- Stakes for hanging 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 the perimeter of the tent
- Utensils – forks – knives – spoons, paper plates, napkins and paper towels
- Extra trash bags – the PVGP does collect garbage but as a precaution, you should have bags in case cans get overloaded.
- Pop barrels or coolers and plenty of ice
- Generators can be rented if power is needed – you will need to bring your own extension cords and adaptors
- Balloons and ribbon for decorations
- Directional signs, sponsor recognition signs and tent signage
- 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 – Water is available only at the clubhouse
- Donation jars with lids – if you intend to collect for PVGP charities
When/where should we have our transport drop our vehicles off?
If you are an auto dealer or manufacturer with vehicles to display please have your transporter contact any of the PVGP listed at the top of this page. If they arrive unannounced they may be asked to park and contact the PVGP. They may need to park and wait as there are other suppliers that are trying to finish their staging. You must unload your vehicles on Schenley Drive and drive them up onto the Golf Course. For sponsors in the Cortile PLEASE DO NOT LET the driver attempt to come up Northumberland Street as they will get stuck trying to turn around or back out.
Vehicle Parking at Your Tent
Sponsors will receive Event Access passes. These passes allow you to drive your vehicle onto the golf course. The pass will have the sponsor name and entry gate written on it – you must enter through the gate assigned. You are not permitted to transfer this to another vehicle once your the vehicle is on the golf course.
The space around many tents is limited and in some cases there is no room for vehicles along the snow fence so please adhere to the number of passes that are issued. These Access Passes are used by sponsors to bring display cars, catering vehicles or 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 new clubhouse is much smaller than before and is used for deliveries, heavy trucks, food service and medical vehicles.
Schenley Park Map
Maps are developed in June and posted on the website. Here is a link to our maps for Schenley Park. One identifies the car clubs and sponsors on the golf course while the other provides directions into and around Schenley Park along with road closures and detours.
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 late 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 your VIP 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 10:30 AM until 4:00 PM each day.
Most sponsor packages include tents, tables or chairs. The PVGP contracts with All Occasion Party Rental for these. The size of the tent and the amount of tables and chairs is usually indicated in the agreement. We are somewhat flexible and can alter the amount of tables and chairs to fit your needs at no additional cost and this should be done by June 1. If you need any additional materials in the tent such as side walls, fans, cocktail tables, furniture please contact Cindy Scott at 412 788-8100. Pricing and selection are available here. The PVGP can help provide a generator if you need electrical power – they are $400 for the weekend and the PVGP takes care of refueling.
If you are erecting a tent with 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. Please be aware that there is no water or power on site so you need to be prepared. The PVGP does not include linens for tables within the tent – you must contract for that on your own.
There is no direct electrical power available on the golf course. You are permitted to bring your own generator if you require power. The PVGP can rent you a generator. Generators can be rented for $400 for the weekend, including PVGP provided fuel. Please notify us before June 1. Generators must be picked up and dropped off and signed for at the clubhouse. Please contact Dan DelBianco to make arrangements.
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.
Public Parking on Flagstaff Hill & Shuttles
Sponsors are given “Flagstaff Hill VIP Parking Passes” passes to park on Flagstaff Hill, across the street from Phipps Conservatory at no cost for sponsors. They are valued at $25 each and are good for a single day: Saturday or Sunday. Our volunteers will take the pass from you when you enter. We will mail these to you with the wristbands in early June.
The shuttle system originates at Flagstaff Hill where all-day public parking is available for a $30 donation to our charities. Free shuttle buses transport guests up to the golf course making several stops along Schenley Drive. Air-conditioned shuttle buses operate from 8:30 AM through 6:00 PM on the August 3/4 weekend and are provided at no cost to riders, so please have patience if you are riding during the peak hours of our event. There are two seperate shuttles detailed below and here is a link to the map.
Main Line Shuttle
This shuttle departs Flagstaff Hill and goes up Frew Street and then turns left stops along Schenley Drive with stops at:
– Tech Street/ Schenley Drive
– European Car Show (Gate E)
– American Car Show (Gate B)
– Vendor Village (Gate A).
The bus proceeds to the Forbes Avenue/Schenley Drive intersection and turns left and returns to Flagstaff Hill via Forbes Avenue. The shuttle does not stop for pick-ups going down Forbes Avenue.
A limited number of the shuttles are designated for the Start/Finish Line Gate on Beacon Street. This shuttle departs Flagstaff Hill and goes up Frew Street and turns left on Tech Street and then right onto Margaret Morrison Street before turning right to go up Forbes Avenue. It makes a stop at Forbes Avenue/Schenley Drive intersection then proceeds right on Wightman Street and finally right onto Beacon Street. It drops off and picks up at the Beacon Street Gate, turns around and makes one stop at Forbes Avenue/Schenley Drive intersection and then down to Flagstaff Hill.
Some of our larger sponsors receive a golf cart to get around Schenley Park. Please note that there are a limited amount of carts and we can not accommodate everyone. If you receive a cart as part of your agreement you must go to the clubhouse to get your cart and sign the waiver. Carts must be returned each night to be charged and cleaned. You must have a driver’s license to operate a cart. There are no extra carts for us to lend or rent.
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 them at their tent or on any of the snow fence that surrounds the track. The PVGP is not responsible for the return of banners, so sponsors are encouraged to remove them when the event concludes on Sunday afternoon. It is best not to date them so they can be used elsewhere and in future years.
Pittsburgh International Race Complex also known as PIRC or Pitt Race PIRC website
Address: Pittsburgh International Race Complex, 201 Penndale Road, Wampum PA 16157 724 535-1000
To enter the track your staff will be required to complete a Pitt Race Complex waiver. It only takes a few minutes to complete online here. You will be required to enter the number on your driver’s license. Within 1 minute you will receive an email from Beaverun Education and Training Center (the track’s official name) to confirm. Please do this before you leave for the track because if you wait to do it at the track you will have to pull aside and it takes 10-12 minutes for each person to complete.
Hours of Operation
The PVGP Historics is actually a 4-day event. Hours of operation for vendors and sponsors are 9:00 am until 5:00 pm. The track gates are always open so if you arrive when there are no PVGP personnel on-site please do not begin to st-up until one of our volunteers is there to direct you to your location. The track closes at 8:00 pm on Sunday, July 16 and all of your materials must be removed by then. The track is open Thursday is a Test & Tune where half the drivers attend to test out their cars and get familiar with the track. There are no opportunities for sponsors and vendors to appear on Thursday. Friday is the first day of racing and you can set up on Friday if you wish but understand that the spectator crowd is very light and it may not be worth your efforts to staff your tent. The crowds on Saturday and Sunday are expected to range from 5,000 to 10,000 and many stay for 6 or more hours.
Most sponsor packages do not include tents, tables, or chairs. The PVGP contracts with Jennifer’s Tent & Party Rentals for sponsor tents at the track. If you are erecting a tent with an outside firm you must contact the PVGP to make arrangements for the tent company to be allowed to enter the track. Here are recommended layouts for tables and chairs with standard tent sizes. Please be aware that there is no water or power on site so you need to be prepared. Also note that the conditions at the track can be very windy and tents, especially pop-ups, must be secured. It is advisable to take down pop-ups each night.
There is no direct electrical power available at the track. You are permitted to bring your own generator if you need power – whisper generators are required. The PVGP can rent you a generator and it includes refueling. Generators can be rented for $400 for the weekend, including PVGP provided fuel. Please contact Dan DelBianco to make arrangements.
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 them at their tent or on any of the metal fence that surrounds the track. The PVGP is not responsible for the return of banners, so sponsors are encouraged to remove them when the event concludes on Sunday afternoon. It is best not to date them so they can be used elsewhere and in future years.
You will be mailed several single-day gate passes for your staff in late June. These can be used to enter the track each day. Please note that sponsors and vendors should complete a 2-minute waiver online so that you can show your photo ID and enter easily.
Some of our larger sponsors receive a golf cart to get around the track. Please note that there are a limited amount of carts and we can not accommodate everyone. You must go to the conference building to get your cart and sign the waiver. Carts must be returned each night to be charged and cleaned. You must have a driver’s license to operate a cart.
The track is isolated on a plateau in Beaver County. Reception is not ideal
General Sponsor Amenities
As a sponsor, you are permitted and encouraged to use the PVGP logo and poster image to promote your sponsorship. We can even supply you with hi-rez images from past events on our Flickr Gallery. We have created a Proud Sponsor Logo for 2024. Please contact Dan DelBianco for hi-rez poster and logo files.
Posters, Race Programs and Lapel Pins
If you were promised posters and pins they will be mailed to you in June. The Race Programs are not printed until the days before Race Week and will be available at all Race Week events. Please see any PVGP volunteers and they will have them delivered to you.
Pitt Race Passes
These will be mailed to you in June. Each pass is good for one day: Friday, July 26, Saturday, July 27 or Sunday, July 28. They are valued at $20 each. Please note that sponsors and vendors should complete a 2-minute waiver online so that you can show your photo ID and enter easily.
Race Program Ads
Race Program ads are due June 15 – email a PDF to Dan DelBianco. All ads are island ads with no bleeds. Specs are: Full Page Ad: 7 3/8” wide x 9 1/2” high, Half Page Ad: 7 3/8” wide x 4 ¾” high, Quarter Page Ad: 3 ½” wide x 4 ¾” high. Here is a link that has a PDF of the 2019 program where you can see ads that other sponsors created in the past. If you want to make a race-themed ad, we can supply hi-rez images from past years – here is a link to our Flickr Galleries. Details
Most sponsor packages include the placement of your logo.
– For the PVGP website we accept PNG or JPG files – they should be in color see sponsor page for examples – a horizontal logo works best since the allotted space is twice as wide as it is high. Vertical logos will be smaller and harder to read. Please let us know if there is a specific page to link the logo or we will simply link to your homepage.
– For the PVGP volunteer t-shirt EPS or vector file is best and it will be printed in one color.
Race Program Ads
Race Program ads are due June 20 – email a PDF to Dan DelBianco. All ads are island ads with no bleeds. Specs are: Full Page Ad: 7 3/8” wide x 9 1/2” high, Half Page Ad: 7 3/8” wide x 4 ¾” high, Quarter Page Ad: 3 ½” wide x 4 ¾” high. Here is a link to our Race Program page you can see ads that other sponsors created in the past. If you want to make a race-themed ad, we can supply hi-rez images from past years – here is a link to our Flickr Galleries. Details
Most packages include PVGP promotion of your sponsorship on our social media channels. We have 13,750 followers on Facebook, 3,250 on Twitter and 8,100 on Instagram. On Facebook we can share any posts that you want to let us know about. We can also create a dedicated post but prefer to work with you on the message and content. We also post on Instagram so if you have an image or message we can turn it into a post. Our Instagram handle is @pghvintagegp and Our Facebook page can be found here.
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.
Tickets to Race Week Parties
As part of your sponsorship package, you may receive tickets for the Blacktie Gala, Jet Center Party or Tune-Up Party. There are no physical tickets printed or mailed – entry is done by a guest list. Please email your guest list to the PVGP.
Thank you for your support of our event and our charities!
Thank you for your support of our event and our charities!