This is the lead letter i have worked through with Rachel to perfect..
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On behalf of The MR2 Owners Club (
www.mr2oc.co.uk) please find attached testimonials from our members with our covering letter.
Dear Japfest Organisers,
As I am sure you are more than aware by now, we are not among the minority who feel that the gate organisation for such a large event was beyond what could be deemed reasonable. In our opinion, 30 minutes to queue would be acceptable. Whereas we arrived on the tail end of the queue at 7:45 and did not make it into the venue until 12:10. Many of our members had driven for 4 hours or more to be there to sit in the car for a further 4 hours. This is a joke and although people were good natured about this, it doesn't entitle the organisers to take advantage of people's good nature in this respect.
We are sure you also heard that, as a result of poor traffic management, people were stuck on the M4. It gets a little dangerous when you are stationary and traffic is speeding past you at 70mph.
We also have several members who queued to get in, that after 2:30pm were turned away. This was even having advance bought tickets. Seeing as the queue was not in any way any attendee’s fault we feel these people should receive a full refund on their ticket. Furthermore, the vast majority of our members, through no fault of their own, only saw half the show. A partial refund wouldn’t go amiss here either.
If we receive no assurances that the traffic fiasco will not be properly dealt with, come 2013, we will strongly consider against attending as a club.
In addition, MR2OC seem to be pushed into the further reaches of the track boundaries every time. Where is the fairness in location allocation or is it ‘who shouts loudest’? Again, there is some feeling that the good nature of our members leads us to be disadvantaged. To put a club with very low slung sports cars at the bottom of a wet field with a huge ditch through the middle that damaged at least one members car we feel was also unacceptable. Unlike some others, we have not 4WD to get us out of there if needed.
On a personal note, having attended many car shows and large events, the entry method was by far the poorest I have ever encountered. For what I estimate was 2000 cars on display, 3 people checking tickets at GATE C was not enough. Even including the (2) other gates there was still clearly not enough. Did you evenly distribute standpass entry through each gate?
Kind regards,
Daniel Halvorsen
On behalf of MR2OC
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You testimonials will follow this letter.
. 
Brian
