Staff Comping

[beeroux]

TWN, et al.

Consider that we have 10 staff members. We may have more, I don't know, but use 10 for now.

10 x 80 = 2400. Thats 3 nights apiece comped rooms.

Then 80 ( 2 meals ) x 10 = 800. Thats 2 comped meals.

This totals 3200.

3200 divided by 300 attendees = 10.6 dollars per attendee.

Add this 10.6 ( or 11 ) to whatever Rally Fee you are charging, and ALL Staff rooms and 2 meals are comped by the attendees.

I think this is a small and very deserved fee to charge attendees for our work allowing them a great time.

I say add $20 to every Rally Fee and this gives Matt some breathing room if people sneak into the meals, and would cover some or all of any unexpected fees or any Staff above 10 members.

What say ye?

GZ

 

[Ignacio]

I think a $20 fee is absolutely required. $10 was too little last year and we sweated some stuff. HMarc was spot on with that obervation last year.

Also, I think 300 is optimistic. I think there are 150 rooms possible and the venue is going to limit the number of people that attend this year. Tim might have to correct me here, but I get the impression the success of WFO-6 will be the demand that exceeds supply.

Also, I'm not sure a $20 fee is going to cover rooms and meals even if we stick to 10 people. Taxes on rooms will likely add another $10 or $15 per room per night and raw meal costs will likely be between $85 and $90 this year including service fee and taxes and excluding PayPal.

The other things are expenses. I don't remember them all, but guessing they were around $500. Bags for goodies, nametags, staff badges, wrist bands (which I won't do this year), copies, if we were billed for any AV equipment or hotel amenities, etc. We shouldn't underestimate them.

One key would be to keep it at 10 staff, but we also had some very helpful volunteers including Eric V. and Doug C. at registration. They got their meals comped. I don't think registration would have succeeded without one or both of them. We might need another body or two for registration.

Is Yamaha coming this year? If not, there's 5 or so people not to worry about.

Last minute arrivals that happen to be friends of the guy in charge? Tim, you have any friends that are going to show up and feel obligated to comp......or have a few Tequila shots and accidentally comp?

 

[Warchild]

Is Yamaha coming this year?

I am working this issue, but being very quiet about it in case they can't/won't come. Preliminary discussions suggest they will not.

But then, that's what the preliminary discussions at this time last year, prepping for WFO-5, also suggested.

Regardless, IF I can get them to come, it will be on their nickle this time. Ain't no way we are large enough to fund rooms/meals for Yamaha staff. Them bastids can afford to ante up.... :glare:

 

[twowheelnut]

I think a $20 fee is absolutely required. $10 was too little last year and we sweated some stuff. HMarc was spot on with that obervation last year.

$20? I think $25 is very palatable.

Also, I think 300 is optimistic. I think there are 150 rooms possible and the venue is going to limit the number of people that attend this year. Tim might have to correct me here, but I get the impression the success of WFO-6 will be the demand that exceeds supply.

150 rooms is correct and at this point, the demand better suck them up toot sweet, cuz there ain't no more rooms to be had. By the way, what was the actual body and room count last year?

Also, I'm not sure a $20 fee is going to cover rooms and meals even if we stick to 10 people. Taxes on rooms will likely add another $10 or $15 per room per night and raw meal costs will likely be between $85 and $90 this year including service fee and taxes and excluding PayPal.
The other things are expenses. I don't remember them all, but guessing they were around $500. Bags for goodies, nametags, staff badges, wrist bands (which I won't do this year), copies, if we were billed for any AV equipment or hotel amenities, etc. We shouldn't underestimate them.

Concur.

Last minute arrivals that happen to be friends of the guy in charge? Tim, you have any friends that are going to show up and feel obligated to comp......or have a few Tequila shots and accidentally comp?

I have no friends when it comes to money. Any leeches that wanna hang on my tails are gonna hafta pay, tequila or not! :grin:

I have a counter-counter-counter reply from the hotel in this AM's email. I haven't had time to fully digest it just yet, but damn, these are some tough sums-a-*******, I tells yeah!

 

[Ignacio]

150 rooms is correct and at this point, the demand better suck them up toot sweet, cuz there ain't no more rooms to be had. By the way, what was the actual body and room count last year?

As I've mentioned offline before I think this approach will be fine. It will create demand for the event and the folks that sign up early will be the beneficiaries of something that is a bit more exclusive than last year.

Dale would probably have to ask the Hilton what actual room counts were. I know some folks stayed elsewhere also.

What I know is meal counts. Many, but not all sprung for meals in 2005. We paid for 180 meals on Friday and 187 on Saturday and that was consistent with several spot counts I did. I'm guessing 20 or 30 didn't do the meals so guessing we had 200 to 220 at the event that came and went. Again, I think meals should not be optional this year. Package them in with the price.

This matches up with the 150 rooms you have available fairly nicely I think.

Counts off of sign-ups are more elusive since we did have a fair number that signed up on the website (some as rider + pillion and some signed up multiple time), a number less actually paid the $10, and then a bunch that didn't show up. That figure was probably about 270 or so and is way high I think.

 

[Warchild]

I'm guessing 20 or 30 didn't do the meals so guessing we had 200 to 220 at the event that came and went.

Pretty accurate... it was a scratch over 200 individuals, IIRC.

Rooms were less due to folks doubling/tripling up, plus some stayed elsewhere.... IIRC, Room numbers were in the 130-140 range.

 

[twowheelnut]

Check. Thanks.

 

[beeroux]

Well basically, you need to nail down as many ( preferably ALL ) of the costs and with the addition of Staff Comping, set a price and thats that.

$xx gets you X meals, t-shirt, registration, whatever goodies we can scrounge, arm band, baggies, etc etc.

And BE SURE to make it very clear that only 150 rooms are available. TWN, get a count from the hotel of how many rooms are doubles and singles. Advertise beds if need be, assuming we crest more then 150 attendees. And don't let the hotel and the funky contracts scare you. They will almost assuredly have the contract very loaded in their favor. Not to worry. Just make sure that the contract is good for both sides. Don't be aggressive or overly acquiescent to them. A fair price will shake out I'm sure.

How many CORE staff do we have? I'd nail this down and stick to it for doing the numbers and what not. Nail down as many volunteer slots as we need and offer them one free meal unless they are working more then one day in a critical position. I'd be happy to man a registration desk this year as I can actually sit now for extended periods. <G>

GZ

 

[madmike2]

Tim, while you are still negotiating, find out if there will be security in the parking venue as the Hilton did. Otherwise we are going to have to patrol the area at night, honest Mormons notwithstanding, so we'll need volunteers.