Host on the ground in Elkhart Lake with The Osthoff Resort as base, the Paddock Club for the Saturday client dinner, and pre-booked car service over rentals. We're asking to hold the room block now — race-weekend inventory tightens quickly, and the block is the single most time-sensitive commitment.
The objective is simple: place a curated group of client and prospect guests inside a world-class GT racing weekend — a high-trust, high-signal environment no sales meeting can replicate. Road America is the stage; the hospitality is the message. We host, we build, we don't sell.
3 Auctus / ProCode hosts — Jeff, Kam, John — hosting the locked guest list on the next page. Credentials and Paddock Club access are controlled by Auctus / ProCode.
Pulled from the Road America RSVP board, with the Road Atlanta group carried over. Live status on ops.auctus.tools/sales/conference.
| Guest | Practice / org | Relationship | Party | Days selected | Status |
|---|---|---|---|---|---|
| Tanya Mares | Dr. B San Diego | Client | 1 | Sat | Accepted |
| Scott Barttelbort, MD | Dr. B San Diego | Prospect | 1 | Sat | Accepted |
| Donna Eldredge, RN | Dr. B San Diego | Prospect | 1 | Sat | Accepted |
| Marjorie Delo | Delo Sports Medicine | Client | 3 +2 sons | Sat + Sun | Accepted |
| Frank McCloy | RW Dermatology | Prospect | 2 +1 | TBD | Accepted |
| Maximilian R. Padilla, MD | Soleil Medical & Surgery | Prospect | 1 | 2 days TBD | Accepted |
| Karen Zupko | Karen Zupko & Associates | BizDev | 2 +Mike | TBD | Accepted |
| Confirmed · 7 guests | 2 clients · 4 prospects · 1 bizdev | 11 heads | Saturday-heavy | ||
| Amy Anderson | ACG Practice Partners | BizDev | 1? | Not set | Pending |
| J. Thomas Paliga, MD | J Thomas Plastic Surgery | Client | 1? | Not set | Pending |
| Robert Garza | GT | Client | 1? | Not set | Pending |
| Rhonda Rabold | Azul Beauty | Client | — | Not asked | Atlanta |
Not on the tally yet: the Road Atlanta follow-up pipeline still marked invited — Aesthetic Partners (Ellenbogen, Karbasi, Vukovic, Watson), Dr. Vin Pathy, David Saper, Brandon Pitre, and others. Day note: the dashboard defaulted accepted guests to all three days at RSVP, so "Days selected" above reflects each guest's stated preference from their notes — "TBD" means not yet pinned.
| Day | On track | Heads (firm–max) | Note |
|---|---|---|---|
| Fri · Aug 28 | Practice & qualifying | 0–5 | No one locked to Friday; only TBD guests could land here |
| Sat · Aug 29 | Race + Paddock Club dinner | 6–11 | Dr. B group (3) + Delo family (3) locked — this is the crunch |
| Sun · Aug 30 | Race finale | 3 | Delo family (Sat + Sun) |
We're hosting the full confirmed list — 11 heads, with pending replies as upside. The Saturday marquee dinner moves to a larger private room (the 8-seat Paddock Club can't hold it), and daily credentials scale to the Saturday peak. The budget below has been rescaled to this keep-everyone scope.
Staggered arrivals keep the group flexible and mean no single delayed flight sinks the plan. The Saturday Paddock Club dinner is the marquee moment.
Expected spend with a 10% contingency — not a maximum-exposure budget, rescaled to the full confirmed guest list. Guests arrange their own travel and lodging; Auctus covers on-site hospitality — dinners, tickets, and transport. Excludes ticket cost (assumed controlled). Meals assume 2 drinks/person Friday & Saturday plus tax & tip; host breakfasts based on 8 room nights.
| Category | Assumption | Cost |
|---|---|---|
| Airfare | Jeff $375 + Kam $375 + John $475 (hosts) | $1,225 |
| Friday welcome dinner | ~8 attendees × ~$115, +25% tax/tip | $1,150 |
| Saturday marquee dinner | ~14 (11 guests + 3 hosts) × ~$171, +25% — larger private room | $2,993 |
| Staff breakfasts | 8 occasions × $30 | $240 |
| Coffee / water / misc. F&B | Hospitality allowance (larger group) | $250 |
| Ground transportation | Airport transfers + local ride-share allowance | $700 |
| Lodging — Osthoff | 8 host room nights incl. est. tax | $4,370 |
| Contingency | 10% applied to base case | $1,093 |
| Expected total | Osthoff · keep-everyone scope | $12,021 |
| Scenario | Nightly rate | Room nights | Lodging incl. tax | +10% cont. | Expected total | Fit |
|---|---|---|---|---|---|---|
| The Osthoff Resort Recommended | $475 | 8 | $4,370 | $1,093 | $12,021 | Best overall executive choice |
| The American Club | $775 | 8 | $7,130 | $1,369 | $15,057 | Most elevated; more ground time |
| Siebkens Resort | $350 | 8 | $3,220 | $978 | $10,756 | Best atmosphere; less polish |
| AmericInn Plymouth | $105 | 8 | $966 | $752 | $8,276 | Budget floor; near the circuit, off the village |
| Decision | Recommendation | Rationale |
|---|---|---|
| Airport | MKE (Milwaukee) — 1h21m to Elkhart Lake | Best schedule depth; LAX–MKE ~$301 vs SBP–MKE ~$349. Check ATW at booking as a secondary. |
| Hotel | The Osthoff Resort — 3.3 mi / ~6 min to circuit | Best mix of proximity, executive quality, walkability and group-event experience. |
| Dinner (Sat) | Paddock Club | Independent of the hotel, walkable, best blend of hospitality-quality food and business conversation. |
| Ground transport | Pre-booked car service + rideshare | Village is walkable and hosted dinners include alcohol — a single rental doesn't solve staggered travel and adds a driving liability. |
Room block and the marquee dinner will carry deposits and cancellation windows. Confirm terms before committing budget externally — the $12,021 is expected spend, not exposure.
Race-weekend inventory tightens fast. Holding the Osthoff block is the most time-sensitive action; AmericInn Plymouth is the pre-priced budget fallback if the block can't be secured.
Outdoor event — keep track hours rain-flexible. Staggered arrivals mean one delayed flight won't sink the group, and pre-booked cars protect late-night departures.
Assumed already controlled by Auctus / ProCode. Confirm credentials scale to the Saturday peak (~14) and the marquee dinner space is booked.
| Timing | Action | Note |
|---|---|---|
| Now | Contact Osthoff group sales for an 8-room courtesy/contract block + shuttle/car-service quote. | Ask if they can hold 8 rooms even if standard block language starts nearer 10. |
| Now | Book the Saturday, Aug 29 marquee dinner for ~14 — confirm a venue that can seat the group privately (Paddock Club may not fit). | Reservations open 60 days out, but group coordination should start now. |
| Now | Soft-hold Friday welcome dinner (~8) at Harry's, Full Monty, or Lake Street Cafe. | Harry's easiest for a casual group; Full Monty stronger atmosphere. |
| 60–90 days | Confirm final guest list, dietary restrictions, and dinner deposits/minimums. | Set a single point of contact for F&B. |
| 6–8 weeks | Book flights, then lock airport-transfer schedule. | Check whether John's Sunday-late departure reduces total cost. |
| Event week | Confirm headcounts, menus/seating, transport, and staff coverage. | Avoids expensive day-of scrambling. |