We need to get the final $ and attendance numbers from Mike (who is now slammed - let me know if you need help with this).

We will need to set up an account to store funds for future events.

And we need to let Jim know that its time to start the planning for ECC 2009 in VA.

For accounts, there are several ways we could do it (listed in order of accountability):
1) Someone just sets up the account, but has to be on point to maintain it.
2) We ask World to become trustee for the funds for east coast events
3) We start an LLC (or non-profit equivelent) and they keep the funds.

Ideas?

Zach

Soooo, the counts are in and I am a bit ticked off. You guys can check my math, but it appears as if we had 5 freeloaders I dont remember anyone paying me that isnt on the list. I forget if Rich Towle paid me, but I think he did and added him to the list.

Dang it, my wife is telling me to get naked......I'll have to finish this later

OK, I remember two guys paying at the event so that leaves 3 potential deadbeats. I know Mr. Roberts is one of them, did he invite Mr. Navarro on our dime?

Here is the breakdown

Ed Morrow (Paid) $50
Jim Kelly (Paid) $50
Dave Kimple (Paid) $50
Jim McLeod (Paid) $50
Chris Foley (Paid) $50
Matt Plasket (Paid) $50
Ray Mital (Paid) $50
Nate Smith + 1 (Paid) $80
Mike Spraggi +1 (Paid) $80
Rod Rowland + 1 (Paid) $80
Dan Whaley + 1 (Paid) $80
Josh Chambers + 1 (Paid) $80
John Stoneham + 1 (Paid) $80
Rick Ollah + 1 (Paid) $80
Me + 1 (Paid) $80
Steve A + 1 (Paid) $80
Lee Auerbach + 1 (Paid) $80 (didn’t show)
Zach Nall + 1 (Paid) $80 (showed up solo, refund needed)
Paul Moser + 2 (Paid) $120
Clay Perrine + 3 (Paid) $160
Ray Gonzalves + 3 (Paid) $160
Claus Murmann + 1 kid (Paid) $65 (no kid though, should refund $35)
Rich Towle ????????????????????????

Total Paid = 44
Total # paid and didn’t show = 4
Total # attended = 45
Total # showed and didn’t pay = 3 ($150 short)
Total income = 1735

Spot fee = $160
Dinner = $1237
Tip = $118
Tax = $56

I know that Ken did not pay, as he did not intend to come to the dinner until we talked him into it.

Brad was there - but I forget if he ate or not? Dunno.

Not a clue who the third person might be.

Zach

Assets:
Total Paid = 44
Gross income = 1735

Liabilities:
Total # attended = 45
Spot fee = $160
Dinner = $1237
Tip = $118
Tax = $56
Current Liabilities = 1571

Possible Liabilities:
No Show Refunds = 155
Banner costs = 100
Total liabilities = 1826

Total Income: -91

Total # showed and didn’t pay = 3 ($150 short)
Total Income if we collect unpaid: 59
Total income if we collect unpaid and do not issue refunds: 214
Total Income if we don't collect unpaid and do not issue refunds: 64


Even though I would be in line for a refund if they were given, I do not think that we should give them. That sets a very dangerous precedent that could cause huge losses for the event planers in the event of bad weather or poor turnout.

Zach

very true...your a very wise man.
My kids are in 7th and 8th grades now, so I've had around 9 years of fundraising and recreational events under my belt.
Refunding is fine to a certain date, but afterwards would be very bad.

I have to touch base with Tim from Union City NJ. He's not on the paid list.
Brad did eat and got his head counted. He also neglected to bring any of the swag he promised, which I'm a little disappointed in....

just txt'ed Brad, he didn't get the chance to pay....gave him the price ($50) and Mike's paypal address.

Brad mentioned he had someone with him - Charles

so the 3 are:
Brad
Charles
Tim

I've contacted Brad, so that should cover 2
and called Tim

hopefully that covers all.....?

Excellent

These are the things that need to be considered for future events. There was a percentage of the attendance fee that was to cover the swap spaces. I seem to recall there was a break even point where we were collecting money that could cover cost over runs for the dinner. This was the cheapest event I've attended yet.

Because the event was a success, and we have the photo documentation, You may want to consider charging a couple bucks more next time.

It doesn't surprise my that B didn't come through with his sponsorship swag. His name is on the shirt. When I was helping out with the 2004 WCC he completely dropped the ball. If Jeff Bowlsby hadn't stepped up and took control there would have never been a begining. I'm not picking on B just letting you all know how he is. That's just how he is.

Oh, And one more thing. I seem to recall a comment from a sponsor (may have been craig from camp) after one of the West Coast events. I think he felt that if he contributed to the event as a sponsor his admittance to the event should be free.

This should be thought out carefully and addressed thoughtfully prior to the start of any event and the request for sponors help.

This is another reason the price of admission needs to be higher than the cost of the meal.

All in all we did a good job. If we get stuck for a couple bucks I'm sure we could all pitch in and split it. We will learn for this and make sure we don't repete the problem.

...more thought would definitely need to go into that one. 4 tee shirts does not allow 1 plus a guest for dinner.

now that we got the first one under out belt, we could be taken more seriously. I was hanging out at the corral parking, Bob from Stable Energies took a break and walked over. He was "very" impressed with our energy and turn out. I would expect more from him next year. More direct cash toward purchases without having to spend a certain amount.... If he came thru, it would be back up with an invite to the 914 dinner.
...kinda like $1000 donation gets you one foursome at the golf outing with a sign on the first tee...

It also helped walking around this year and meeting with a few of the sponsors. I'll be calling them this week, thanking them and setting them up for next year.....letting them know the turn out...the dinner...etc. I raised about $125,000 for my kids elementary school in 5 years; laptops for everyone!!!

We'll just have to impose on our group to return the favor and touch base or visit those contributing so they have reason to participate; and if they do, we keep this going for a while...if not....oh well....

Some problem with the math above, the tax and gratuity was included in the $1237, so we are not -$91

Ah, well that changes things.

Are there other combined costs that I did not properly account for? I was actually wondering why the tax and tip were not included in our costs. I'll correct the balance sheet tomorrow.

Zach

Were you already drunk when I arrived at dinner and handed you $50.00?
Should I have asked for a reciept so you would not post my name in a sarcastic way...

I Paid before I ate, thank you.

Rich

Dont be a grumpy monkey, I counted you as paid and admitted that I didnt remember. I figured you did and would refresh my memory.