[ARDF] 2011 Region 2 ARDF costs, bus, and late registration

Wed Apr 20 21:42:52 PDT 2011

Most of us are fortunate to have a nearby orienteering club
from which we can get existing used maps at a fairly
reasonable price, since they have already been paid off
by the O club.

I don't know all the details, but I don't think that is the
case in ABQ.  There is an O club, NMO, but it is
very small and I doubt that it has ever made and paid
off a IOF standard map, since that usually requires
holding a A meet, which I am pretty sure they have
never done.

I know that Jerry has paid for some field checking
since we were last there.  So I am pretty sure the
$10 for maps is an attempt to pay off that map.
And that is certainly reasonable.

Bob

----- Original Message ----- 
From: "Michael Pendley" <k5atm at yahoo.com>
To: <ardf at kkn.net>
Sent: Saturday, April 16, 2011 8:51 AM
Subject: [ARDF] 2011 Region 2 ARDF costs, bus, and late registration

> >From the 2011 Region 2 ARDF Championship organizers:
>
>
> All,
>
> We seem to have three issues -- The cost of the event (which is driven by 
> the cost of a bus), the need for a bus, and late registration (which is 
> driven by the hotel and bus).
>
> Issue 1: Cost:
>
>   Here is a very high level cost breakdown. These are
>   rounded values to make the math easy here. Our work
>   sheet has higher fidelity and many more line items:
>
>   Per-person costs
>
>      $60 meals (2 lunch, 1 dinner, 1 banquet
>      $20 T-shirt
>      $10 maps
>      $15 insurance
>
>      Total per-person = $105
>
>   Fixed costs
>
>      $140 Forest permits
>      $80 Awards
>      $100 Misc
>      $400 Volunteers (2 lunch, 1 dinner, t-shirt)
>      $1300 Bus. This is the same bus company we have used for
>                 the last two events. It is a good size bus with
>                 plenty of storage for supplies, radio gear, back
>                 packs, etc. Fee also covers a driver with a CDL
>                 for two days.
>
>      Total fixed costs with bus = $2020
>      Total fixed costs no bus = $720
>
> The fee for volunteers is non-negotiable. We do not expect to have course 
> setters / un-setters, start and end folks, etc. work the event for two 
> days and not get fed or go away without a T-shirt.
>
>
> Event cost for 20 people (with bus) = 20*$105 + $2020 = 2100 + 2020 = 4120
> Per person (assuming 20) = $206 (again, based on rounded figures)
>
> Organizers will be liable (will have to cover fixed costs) of ~$100 for 
> each person under 20
>
>
>
> Event cost for 20 people (no bus) = 20 * $105 + $720 = 2820
> Per person (assuming 20) = $141
>
> Organizers will be liable (will have to cover fixed costs) ~$35 for each 
> person under 20
>
>
> Again,  these are rounded estimates. Our worksheet has higher fidelity. 
> Our published entry fee is $215 with bus. Revised entry fee if no bus 
> would be around $150
>
>
> Training camp costs are separate and will be managed by Marvin (info will 
> be posted on event website with links to camp registration in a few days).
>
>
>
>
>
> Issue 2: Need for a bus.
>
> Given the venue locations, parking issues, need to transport volunteers, 
> equipment, supplies, etc. -  the event organizers and region 2 officials 
> all agree a bus is highly desirable. Could we get by without a bus -- yes.
>
> Cost of the bus is approximately $65/person (assuming 20) for both days 
> ($32.50/day). We can't go into details on how far the venues are but with 
> $5.00 gas in our future we see that $65 ~ 13 gal gas (6.5 gal/day) for 
> each person to drive to and from the venues.
>
> The bus will also be used to transport supplies to the event venues and 
> can also act as a shelter in the event of a storm and provides a quick 
> mass evacuation in the event of a forest fire. We are in a state of very 
> dry conditions this year that can also have sudden and short severe 
> lightening storms. The bus will also assure that all competitors arrive at 
> both sites on time.
>
> So far no competitor has championed the use of a bus. If we do not use a 
> bus we (the organizers) do not plan on securing transportation for anyone 
> but organizers and volunteers. Competitors will be responsible for 
> arranging their own transportation to and from the venues.
>
> So -- this is your event. The bus is not absolutely necessary and is for 
> your convenience. We need to take a poll and the group will have to live 
> with the result.  Bus or no bus?
>
>
>
> Issue 3: Late registration
>
> Given that we started all this with the bus option the organizers were 
> faced with steep fixed costs that we would be personally responsible for. 
> We needed time to cancel the bus without incurring fees if we did not get 
> at least 20 people registering.
>
> The organizers are also financial responsible for unsold hotel rooms if we 
> cancel too late.
>
> If we have the option (if we all agree) to drop the bus and drop the 
> special room rate (after a TBD date) then we could push the drop dead 
> registration date out. With no bus and hotel financial exposure we have 
> alot more wiggle room.
>
> Competitors can stay at any hotel they choose. However, we caution folks 
> against staying in a hotel that is very far form the event hotel. We 
> cannot hold up leaving for the venues for late arrivals.
>
>
> Conclusion
>
> We have two questions to be resolved by the group
>
>
>
> 1) Bus or no bus?
>
> 2) If no bus then should we push out drop dead registration at the cost of 
> no special hotel rate for those that register after a date to be 
> determined later.
>
>
>
>
>
>
>
>>
>> Date: Mon, 11 Apr 2011 13:42:32 -0700 (PDT)
>> From: Michael Pendley <k5atm at yahoo.com>
>> Subject: Re: [ARDF] ARDF Digest, Vol 92, Issue 2
>> To: ardf at kkn.net
>>
>> Jerry and I are working on a response now to the questions
>> on $s, bus, late registration, and more.
>>
>> We have exchanged text and are doing a little
>> word-smithing. We want to make sure we don't muddy the water
>> further by being vague or saying something confusing. Stay
>> tuned. We should get something out in the next day or 2.
>>
>> Mike, k5atm
>>
>>
>
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