[MR] Suggestion for helping daytrip fees

[Geffrei Maudeleyne]

Personally, I have had to consider the whole cost when I choose to 
attend an event. I would love to attend Highland River Melees. I know 
that because of the distance, I would have to have a hotel for the 
Thursday before and the Sunday of the event. Then there is gas for the 
trip and paying for food that is not included in feast. I can't swing 
that, thus, I have to forgo attending that great event. Even if the 
event were free, I would still not be able to make that one.

As autocrat for an upcoming event I am well aware of keeping the entry 
fee per person as low as possible.

That said, if my site charges me $7.00 per head that comes through the 
gate, even if only day tripping, a $10 entry fee leaves me $3 each to 
cover all of the rest of the event's expenses. The canton can even get 
stuck with having to still pay $100 deposit  if the event gets canceled. 
The site owner still has to pay the mortage on the site and property 
taxes. He still has to provide for the almost 20 hours needed to mow the 
site, even if just a bush hog. If he gets enough rental income, there 
could be more site improvements. The event does get it's money's worth 
for site usage. I seriously doubt I could get a site that fits my event 
requirements for less.

I have to consider if attendance income can really afford a port-a-john 
at the top on the hill, for the size of this event, likely not folks 
will just have to walk a little more to the site's facilities. Do I have 
enough money to buy toilet paper, soap, paper towels, cleaning supplies, 
and trash bags? Yes, I have to.

For this particular event I doubt I could offer an affordable "real" 
feast. I am looking into what we could do for simple fare for lunch 
and/or Saturday dinner, though it could easily be a pay as you want 
tavern. Though, my budget will still have to consider loosing money on 
that if we buy the food and can't sell enough of it.

The event is archery centered. Someone has to cover the costs of 
targets, and some method of roping off the field to comply with Society 
and Kingdom rules. Soliciting donated prizes is a good thing, but what 
do I do if I don't get such? I like painting scrolls, do I have to do 
one for each winner in each category? If I did, do I have to provide 
them at my own expense? I only use natural, period pigments. I make my 
binders/mediums. There is a cost for all of these that I gladly provide 
for other awards, but, I know how much I just spent at Michales for some 
of the other things I use to make them.

For the $7 a head, I get a field that has the massive amount of space 
needed for the main event. It is even mowed. There is also a great deal 
of space for camping. And I have space for parking that usually does not 
get bogged down with mud. It is even a wet site, with some capability to 
accommodate pets. (please don't start that discussion again.)

While many people know where to find the site, I still need some signage 
at least on the site. Then I have to cover the cost of copies of the 
forms and such needed for the site. Many events offer site/event tokens 
they also have to come out of the budget if we choose to use them. While 
each of these item might be slight when taken one at the time, I still 
have to total them for the budget.

How much can I trim to keep the event looking respectable so that we 
will get gentles to return the next year? How much do I have to provide 
for attendees to feel that they have gotten their monies worth?

In all likelihood, I am planning for the event to break even. It is not 
a fund-raiser for the Canton. It has not been so in the past. I also 
suspect some staff members personally contribute some of the supplies 
they need and not turn in receipts for reimbursement.

Is $10 each really too much to ask for a three day, two night vacation 
to the middle ages?

With all due respect to those with a different opinion, this is not 
intended as an attack on their person or point of view.

Yours,

Geffrei Maudeleyne