Event Cost Options

[rick 918-S]

As we approch the launch of the web page we need to put a number on this thing.

We will need to address minimum costs like a party room either at the home base hotel, bowling alley, or a local restaurant.

Swag like Windbreakers, shirts or hats..etc. something...

Would pay $ 50.00 for on 75.00 for two

Say 25 people @ $ 50.00 = $ 1250.00

Room rent 200.00?
Small catered food 400.00?
Event windbreaker Qnty: 25 @ 25.00= $ 625.00 ?

total $ 1225.00?

[r_towle]

Communal space at the swap meet to hang out....
$40.00 per spot...I figured 4...they are single parking spaces so it does get tight.

$10.00 for concours parking.
I cant remember if the swap meet has a charge to get it..I need to check that.

I will also get the AutoX price.

Rich

[rick 918-S]

Communal space at the swap meet to hang out....
$40.00 per spot...I figured 4...they are single parking spaces so it does get tight.

$10.00 for concours parking.
I cant remember if the swap meet has a charge to get it..I need to check that.

I will also get the AutoX price.

Rich

Cool, I think we should figure on trying to cover the communal space at the swap meet with the event cost.

[VaccaRabite]

I am putting this in here as it was kind of out of place in the Website thread. *PLEASE ADD COSTS I MIGHT HAVE MISSED* If the cost stays the same no matter how many people show up, it is a FIXED cost. If the cost is on a per person basis (like gate price), it is a VARIABLE cost.

Fixed:
Event space cost (how many spaces (4) * cost per space ($40) = $120)
Tentage (if any)
Banner cost (if any)
Prizes (our prizes, not Hersheys)
Room rental (bowling alley or bar, not hotel rooms)

Variable
Gate ticket price (can we roll that in and pay PCA in advance?)
Food per person (if we cover that - fixed menu at a venue one night?)
1/2 Concourse costs per person (assume that 1 car will hold 2 people ($5) Can we roll that in and pay PCA in advance?)

Items removed from COSTS list
Give-away shirts per person (Not included in event cost)
AX fees per person (if we cover that)
beer per person (if we cover that )
Website costs (if any)

Right now, then, the only firm cost we have is the $120 for space at the show, and $5 per person for a concourse fee.

If we can roll the concourse fee into the event, and pay PCA as a block for the cars that show, we can add perceived value towards our event, as well as potentially build a till for future MidA events.

Zach

[VaccaRabite]

Also, if there is a "Preferred Price" that we are trying to meet, I need to know what that is. I am curently working on the assumption of 80 people to break even at X dollars. I could work it X people to break even at Y dollars, if I knew what we wanted "Y" to be.

If you don't know how to do a break even, its just : X(total variable costs)+total fixed costs/X = break even cost. X being the amount of units (people, in this case) that we need in order to break even. If X is lower lower we loose money, if X is higher we make profit. If we want to set the event price to be a specific number, we just use algebra to move the equation around and solve X. If we know what X is, then we solve the equation as it is presented here.

Zach

[r_towle]

To keep this simple.
We only have a cost of the event/party room and the swap meet spaces to absorb.
Swag is buy as you go by the user.
The rest is PCA costs...we dont touch that.

We are not a group, nor an organization.
We are hobbiests that are just agreeing to meet at the same place.

We need to remember this so that we are always covered by the PCA insurance and we dont need to deal with getting a rider policy for this.
That discussion wont happen. we dont have time, and we have no need.

The room rental is a communal thing, thats all.

Rich

[VaccaRabite]

Okay. in that case, the only thing we need to make sure we break even is the meal cost from the Sinkhole Saloon, or at least a "this is the most someone is going to pay for dinner" cost.

I'd hate to assume $20 and then have people spending $45 on food leaving us with the detail of covering the overage.

Zach

[rick 918-S]

Ok, everyone read the Sinkhole Alley thread. Mike has the details.

1. No up front cost, but a final count, for food, will be needed by April 18, 2009.


2. No minimum body count up to 40 people or so.

3. $22.00 bucks a head for a great spread. Add tax and tip and say $30.00 should cover the cost.

Optional bowling paid by who ever wants to bowl if the lanes are not taken by a tourament. Optional if people want to pay their own way.

So we need to cover the $ 120.00 for the swap spots.

What else do we need to cover?

[VaccaRabite]

Ok, everyone read the Sinkhole Alley thread. Mike has the details.

1. No up front cost, but a final count, for food, will be needed by April 18, 2009.


2. No minimum body count up to 40 people or so.

3. $22.00 bucks a head for a great spread. Add tax and tip and say $30.00 should cover the cost.

Optional bowling paid by who ever wants to bowl if the lanes are not taken by a tourament. Optional if people want to pay their own way.

So we need to cover the $ 120.00 for the swap spots.

What else do we need to cover?

So...
X(30)+160/X= Cost per person to break even.

If we assume 40 people, then per person cost will be $34 per person.

So, there we go. If we get more then our intended turnout, we will have a small profit. If we have less then our intended turnout we are going to come up short.

By the way, if we only count on 20 people showing, the event cost is $38 per person.

I would highly suggest that we charge at least $36 per person for the event cost.

Zach

[VaccaRabite]

I had to modify my estimates after reading the PCA site for the event.

Pre-registered spaces are 40 each * 4 spaces = 160, not 120 as I had. I'm not sure where I goofed and got 120.

Zach

[Dr Evil]

I'll get a space there as well. Can you buy it in your block so I can make sure to be with the gang? I'll get ya back (IMG:style_emoticons/default/smile.gif)

[VaccaRabite]

I'll get a space there as well. Can you buy it in your block so I can make sure to be with the gang? I'll get ya back (IMG:style_emoticons/default/smile.gif)

Okay. I guess I'll be buying the spaces then. Er... Don't tell Erin (ie Hiedi or Noel) Technically, we are still scrounging right now and I'll be in hot water if she finds out I am fronting a few hundred for this event.

Zach

[Dr Evil]

I can front. I have a few gear boxes right now and some potential income (IMG:style_emoticons/default/smile.gif)