This is a proposal for 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:
4.30 Setup, 5.30 others arrive then dinner, chatting. Garb not compulsory.
Saturday :
Breakfast 7-9am
Opening court 10am
heavy and/or rapier championships in the morning 10.30-1.00
lunch 1-2pm
Archery after lunch 2pm onwards
Singing and/or A and S Classes in the afternoon
Village games before feast 5pm
Feast 6.30pm
entertainment etc
tavern games, singing, dancing after
Fire
Sunday:
Breakfast 7-9
Combat: heavy, Archery and rapier as required if people are interested
A and S Classes
Closing court 11am
Lunch - 12.00-1.00
pack down immediately after lunch 1pm -2pm
off site by 3 completley
(Other activities to be scheduled as demand dictates)
Dates and times:
Friday, November 25th to Sunday 27th, 2022. The site has already been confirmed as per prior committee discussion. We still have it for $1750 instead of the price rise of $2000, next time it will be the new prices.
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.
Detailed discussion is on a dedicated page.
People
Stewarding team
- Steward - Chantelle Gerrard (Christine Bess Duvaunt)
- Co-Steward - Alex (Etain)
- Meal Plan coordinator - Michelle Deakin (Mærwynn æt Mædwe)
- Meal plan cook - Chantelle Gerard (Christine Bess Duvant)
- Saturday night cook - Grace Dabbs with Support
- Friday night cook - Nicola Bedford (Eleanor Hall)
- Marshal - TBC
- Heavy - TBC
- Archery - TBC (Shoulder tap Ahmed)
- Rapier - TBC (Shoulder tap Emrys)
- Village Games - Giacoma (Caitlin Smart)
- A and S (shoulder tap Vanessa to do book binding demo?)
New Zealand dollars are used throughout.
Break even
The site has a minimum charge of $1750 - i.e. 25 people attending the whole weekend.
We are introducing something new to make things a bit easier on stewards and also to encourage people to do things at tevents/run them.
We are introducing:
Prices have risen from 2021:
33$ to 36$ for the day (5 up)
66$ to 70$ for the weekend (5 up)
Budgeting for children
The site charges full fee for anyone 5 and over.
Site: Hunua Falls charges $36 per day for anyone 5 and over.
Food costs: negligible for 0-5. To keep in line with Cluain and also the winter event we just ran, up to 15 is half price food (As we assume they don't eat as much....or if they do they finish what the adults don't eat)
adult full price for 16+
Other: Adult bookings will cover all other miscellaneous costs and provide the profit (if any).
Event Fees:
There is a base fee of $1750 to cover
Adult (18+) (SCA Member) = no extra costs
Adult (18+) (Non SCA Member) = add $2
Child (5-15) = half price lunch and feast
Under 5: Free
Kingdom Levy: Charge = $1 per adult (18+) per day
Event fee non member = $2 per adult (18+) for the event
Camping: $36 pp day trip (adult and child) $70pp weekend
Bunk: $36pp day trip (adult and child), $70pp weekend
Consumables overall $80
laundry $60
1x Child (5-15 years) - Full Event Cost Breakdown
Partial attendance
Site charges $36 per person (5 and over) per day: $36 for a day-trip, $70 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 day only with feast and lunch
- D - Saturday day and feast only
Other options may be negotiated with the stewards.
Budget for Ildhafn Summer Event 2021
|
|
Adult (16+) |
Youth (05-15) |
Infant (0-5) |
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Booking Option |
A |
B |
C |
D |
A |
B |
C |
D |
|
|
|
|
|
|
|
|
|
|
|
|
|
Site Fee |
70 |
70 |
36 |
36 |
70 |
36 |
36 |
Free |
|
|
Food (See detailed budget below) |
60 |
47 |
38 |
30 |
30 |
23.5 |
19 |
15 |
0 |
|
|
|
|
|
|
|
|
|
|
|
|
Fixed Costs |
|
|
|
|
|
|
|||
|
firewood |
|
0 |
0 |
0 |
0 |
0 |
|||
|
Cleaning, Lighting, laundry Rubbish etc |
11 9 5 3 |
0 |
0 |
0 |
0 |
0 |
|||
|
|
|
|
|
|
|
|
|
|
|
|
Kingdom Levy |
3 |
2 |
1 |
1 |
0 |
0 |
0 |
0 |
0 |
|
|
|
|
|
|
|
|
|
|
|
|
Total Cost to us |
144 | 128 | 80 | 70 | 100 | 93.5 | 55 | 51 | 0 |
|
Price to Charge |
144 | 128 | 80 | 70 | 100 | 93.5 | 55 | 51 | 0 |
Discussion of line-items
Site costs are fixed as given above.
Food - $60/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. This is also based on what has been worked out for food done by Chantelle for 3 events already this year and what was sufficent to feed people without huge food wastage.
|
Meal |
Day |
Price per adult |
Notes |
|
dinner |
Friday |
$7 |
plain but hearty dinner, that can be served through the evening to late-arrivers. leftovers can be used for the next day lunch |
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|
|
|
|
|
breakfast |
Saturday |
$6 |
cooked breakfast - porridge, fruit, eggs, bacon, jam, cream, toast etc. |
|
lunch and snacks |
|
$8 |
plated lunch - bread, cold meats, salad, cheese, pickles, olives, chicken, veges etc |
|
feast |
|
$30 |
a fantastic feast prepared by Grace and friends |
|
|
|
|
|
|
breakfast |
Sunday |
$6 |
cooked breakfast - porridge, fruit, eggs, bacon, toast etc. including Gluten free |
|
lunch |
|
$3 |
Leftovers from feast and lunch the day before |
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|
|
|
|
|
|
|
|
|
|
Total |
|
$60 |
|
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 and looking at an Anglo Saxon meal plan. The kitchen is excellent. We'll do our best to cater to special dietary requirements, as always.
Laundry - $60
It costs about $60 to get all our group's linens washed and dried commercially.
We can do some on site in the coin-operated washer and dryer (which is cheaper). Steward will need cash float of ~$20.
Miscellaneous - $80
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 and we have lots of oil and kitchen supplies at the moment
We are introducing something new to make things a bit easier on stewards and also to encourage people to do things at tevents/run them.
We are introducing:
Profit projections
Attendance this year is difficult to predict as we are still coming out of covid. The budget has been prepared with a view to breaking even as a good result (30 adults on site full weekend)
The ultimate risk to the group is cancellation due to low booking numbers, forfeting the minimum site fee of $1750.
Late booking fees
- If bookings are so low as to make the event unviable, this should be determined two weeks' out. That will minimise incidental losses.
- no late booking fees
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Summary of booking options: what you get |
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Friday |
Saturday |
Sunday |
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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 |
Y |
|
|
|
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D |
|
|
|
|
|
|
|
|
|
Y |
Y |
Bookings, changes and cancellations
There is no late booking fee proposed. We will ask people to book, but we are able to refund people the amount paid if they tell us the day before that they are not coming due to being sick.
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: 118 for the septic tanks
We will always follow the guidelines set down by th NZ govt. At the time of publication there were no resstrictions and mask/vaccine mandates have been eased.
Accommodation: the site can sleep 118; 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