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lldhafn Summer Event 2020 - proposal

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This is a proposal for Ildhafn's regular November event - The Ildhafn Summer Event.

The event will be a fully-catered weekend, with accommodation, from Friday evening to Sunday afternoon.

Skeleton proposed schedule.

Friday Night - setup and dinner, chatting.  Garb not compulsory.

Saturday 
Combat: heavy or rapier as required.
Dinner

Sunday
Combat: heavy or rapier as required.
Lunch
Closing court
Packdown

Other activities to be scheduled as demand dictates.

 

Dates and times

Friday, November 20th to Sunday 22nd, 2020.  The site has already been confirmed as per prior committee discussion.

Weather

Auckland is mild in November, but changeable. Daily maxima and minima are usually in the teens (22 is unusually warm). November is one of our dryer months: about 10 rain-days, with moderate humidity.

Opening and closing times

The site will open for staff at 4:30pm on Friday, and for the populace at 5:30pm. We can't allow people on site earlier, as it may be in use by another group. (There's a possibility staff may be allowed on site earlier; will not be confirmed until a few days before the event - it depends on other bookings). 

Friday will be garb optional. 

The event will close immediately after lunch on Sunday, at around 1pm. We must be off site entirely by 3pm; and expect to begin the site-inspection with the caretaker somewhat before that.

We need a fast set-up and pack-down. That was tough, but manageable, at our previous events at this site. 


 

Site

Detailed discussion is on a dedicated page.


People

Stewarding team

  • Steward - Patrick Bowman (Ludwig von Regensburg), Chantelle Gerard (Christine Bess Duvant)
  • Deputy steward - Ian Piddington (Sympkyn of the Moor)
  • Friday night cook - Nicola (Eleanor Hall)
  • Saturday night cook - TBA

 


 

Budget

New Zealand dollars are used throughout.

Break even

The site has a minimum charge of $1750 - i.e. 27 people attending the whole weekend.

Last year 35 people booked for the event, but we have not made an analysis of how many actually attended or for how long.  We have constructed the budget using 30 people as the break-even number.

 

Budgeting for children

Our aim is to charge children only what they cost us. We'll make our profit from the adults.  However the site charges full fee for anyone 5 and over.

Site: Hunua Falls charges $33 per day for anyone 5 and over.

Food costs: negligible for 0-4, about 1/2 for 5-11, adult price for 12-17.

Other: Adult bookings will cover all other miscellaneous costs and provide the profit. No late-booking fee for kids (though we'll collect it from their parents).

 

Partial attendance

Site charges $33 per person (5 and over) per day: $33 for a day-trip, $65 for two days, or the whole weekend.

There will be four booking categories:

  • A  - whole event
  • B  - Saturday after breakfast for remainder of event
  • C  - Saturday feast only.
  • D  - Sunday after breakfast.

Other options may be negotiated with the stewards.

 

Budget for Ildhafn Summer Event 2020

It takes 27 attendees (any age from 5) to cover the site minimum of $1750. "Fixed costs" are distributed across 30 adults.

 

Adult

Youth (12-17)

Child (5-11)

Infant

Booking Option

A

B

C

D

A

B

C

D

A

B

C

D

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Site Fee

65

65

33

33

65

33

33

65

33

33

Free

Food (See detailed budget below)

48

35

17

6

48

35

17

6

24

17.5

8.5

3

0

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Fixed Costs

 

 

 

 

 

 

 

 

 

 

Petrol (70)

2.33

 

 

 

 

 

 

 

 

 

Laundry ($70)

2.33

 

 

 

 

 

 

 

 

 

Cleaning, Lighting, Rubbish etc ($100)

3.33

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Kingdom Levy

3

2

1

1

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total Cost to us

124

110

59

48

113 100 59 39 89 82.5

41.5

36 0

Price to Charge

 124

110

59

48

113

100 59 39 89 82.5 41.5 36 0
                           

 

Discussion of line-items


Site costs are fixed as given above.

Food - $48/adult for the full event

We have made small increases in the food bugdet.  Numbers used last year date to 2015, and although CPI inflation is low, NZ is currently experiencing food inflation.

Meal

Day

Price per adult

Notes

dinner

Friday

$8

plain but hearty dinner, that can be served through the evening to late-arrivers.

 

 

 

 

breakfast

Saturday

$5

cooked breakfast - porridge, fruit, eggs, bacon, toast etc.

lunch

 

$6

plated lunch - pre-prepared pie served with salad, fruit, etc.

feast

 

$17

a fantastic feast prepared by ???

 

 

 

 

breakfast

Sunday

$5

cooked breakfast - porridge, fruit, eggs, bacon, toast etc.

lunch

 

$6

plated lunch - a pie served with salad, fruit, etc.

 

 

 

 

miscellaneous

 

$1

tea, coffee, cordial, etc.

 

 

 

 

Total

 

$42

 

While we've budgeted per-meal, small amounts can be moved from one meal's budget to another as required.

The event will be fully-catered. The kitchen is excellent. We'll do our best to cater to special dietary requirements, as always.

 

Petrol - $70

Ildhafn customarily pays for the petrol for a trip from the Quartermaster's house to the event site and back, to transport bulk of the group's gear.

Comparison with past event expenses

$70.54 (St Catherine's, December 2012)

$81.98 (Bloth, June 2013)

$48.96 (May 2015)

65.46 (November 2017)

 

Laundry - $70

It costs about $60 to get all our group's linens washed and dried commercially.

We'll do some on site in the coin-operated washer and dryer (which is cheaper). Steward will need cash float of ~$20.

 

Miscellaneous - $100

This includes:

  • Rubbish: food-waste is free (goes to local pigs).  Other rubbish at $2.50 per bag, disposed of by site.  Past event there have cost $7.50-$40, scaling with attendance.
  • Lighting: oil, wicks, candles. Unlikely to exceed $20.
  • Cleaning: our group maintains a well-stocked cleaning box (usually). Minor additions are unlikely to exceed $20, if we have a big event we may need to spend a lot more (but will be making lots of money, so not a problem).
  • anything we haven't thought of.

 

Contingency

We have not included "contingency" as a line item: the budget is well-tested, and there is a small contingency built into most items.

 

Profit projections

Attendance this year is difficult to predict.  The budget has been prepared with a view to breaking even as a good result.

The ultimate risk to the group is cancellation due to low booking numbers, forfeting the minimum site fee of $1750.

 

Late booking fees

  1. If bookings are so low as to make the event unviable, this should be determined two weeks' out.  That will minimise incidental losses.
  2. Late bookings can incur additional expenses around food and other consumables.  This is minimised by bookings at least one week from the event.  To that end we propose an additional 10% late fee for bookings later than the Friday before the event.

 

Likely profit/loss

Based on adult full-event attendees with no late fees.

Attendees

 

10

-1260

20

-530

40

80

These numbers would be worse if adults are replaced by youth or single-day attendees.
 

Summary of booking options: what you get

 

Friday

Saturday

Sunday

 

Dinner

Accom.

Breakfast

Morning

activities

Lunch

Afternoon

activities

Feast

Accom.

Breakfast

Morning

activities

Lunch

A

Y

Y

Y

Y

Y

Y

Y

Y

Y

Y

Y

B

 

 

 

Y

Y

Y

Y

Y

Y

Y

Y

C

 

 

 

 

 

Y

Y

 

 

 

 

D

 

 

 

 

 

 

 

 

 

Y

Y

 

Bookings

Schedule for Bookings

 

Bookings open

Prices increase

Bookings Close

Event!

Date

September 13th 2020

November 13th

November 18th

Nov 20th-22nd

Period before event

 

One week

2 days

 

 

Changes and cancellations

With full refund until a fortnight before the event; no refunds after bookings close except for illness (plague protocol).

 

Payment

New Zealanders pay in advance by direct deposit.

Visitors from overseas may pay in advance by direct deposit, or by special arrangement with the Stewards.

No cash (plague protocol).

 

Cap on numbers - 120, somewhat flexible

Hahahahahaha

Accommodation: the site can sleep about 122; with more room for tents

Hall: the hall has tables and chairs for over 100 (more at a pinch)

Kitchen: a large industrial kitchen; will not struggle even with site at capacity

Toilets: the site's septic tanks can't handle more than 120 at a time; but they can arrange portaloos if we'll need them


 

Schedule

See separate page: to be confirmed