Potential New Camp for August/September Event

[Admin]

Hey all,

So, we have a potential camp on the line where we would be able to run an event in either August or September.

It's Cedar Lake Recreation Area in Chelsea, Michigan. A couple other LARPS currently use it, too.

We would have 6 sleeping cabins, plus a large lodge with a full kitchen. From all accounts it is a gorgeous camp with great waterfront. It's on 218 acres and apparently backs up to a massive park with thousands of acres of woods. It sounds like a great camp.

The downside is that it costs $1,300 to rent it for the weekend.

So, I am posting this to ask what people would think about an increased event cost for one event. I feel like we would likely be able to cover the cost of the camp rental if we raised the event cost (for that weekend) to $50 or $55.

I'm still going to keep looking for other options for our fourth event of the season, but thought I would throw this out there.

[Flinglecask Digroot]

I have heard that camp is one of the best for LARPs in the area, although I've never played it. I would be ok with an increase for that event.

[Bud Lewis]

Absolutely. If it's an increased cost and a different campsite, or no game at all, I'll happily pay to play.

[Eileen Gallagher]

Before Dave jumps on with his usual enthusiasm I have to say that this would be a maybe for us. With three people and the gas costs to get there I can't commit to it right now. Also, just to put it out there so you know, we are considering a big trip this summer to the 10 day in Cinci (the kids are gung ho for this) and so for us another August event is unlikely to happen at all. I would love to say of course but 150 to 165 before traveling expenses may not be feasible for us, sorry.

Jennele

[Admin]

After talking to Jay about this and giving it some thought, we've decided that we're just going to take the plunge and schedule an event at this site and take our chances.

We're going to keep the event cost at our standard prices ($35 pre-pay, $40 at door).

Our chapter has been consistently growing and increasing in numbers and we feel pretty confident that we're going to be big enough by that point to cover the greater event cost. If we're not, then Jay and I are prepared to make up the difference.

We talk a lot about the money that goes in to the events, etc... but I am just going to take a moment to break down this last event as an example. We are not running a for-profit business here and don't ever expect it to be profitable. And we're more than willing to share the numbers that go on behind the scenes for anyone who's interested.

This last event we took in $900 in event fees. Our camp cost was $600, which is $100 higher than usual because of an annual fee that we paid our share of. We spent another $85 on NPC food for the event. We owe royalties of $90 to NERO International. We paid $40 to cover some costs for NPCs to come out. That leaves about $85 after those costs.

Of course, that doesn't take into account the money that Jay and I spent on the prop monster, the costs already spent on the tags, the many wigs that Christy wore, or any of the other general little expenses that pop up. Oh, yeah, and there's that van that I dropped $1,500 on. LoL. (Thanks for chipping in toward that, John and Ben!)

I don't lay all this out there to cry poor or anything. I just know from prior experience that players in the chapter can often wonder about the costs of running a chapter and I thought some might be interested to know.

I know that a bunch of people are looking at going out to the 10-day in Cincinnati that is scheduled from August 17-26. So, I am thinking that we will aim to schedule our September event at least two weeks after that.

Any dates in September that are bad for people?

-Bill

[Sticks]

The first 2 weekends in September are bad for me. The 3rd (21-23) and 4th (28-30) weekends are open for me right now.

Do you have certain donations that are needed which could help to mitigate some of those out of pocket costs?

-Evan

P.S. TY for the numbers break down. I always find it insightful to see where things are being spent and how it breaks down.

[Eileen Gallagher]

For me last weekend of September is bad. I will be out of town Sept 27-Oct 1. Dave and Anya will be in town though so as far as I know they would be available for that date.

Jennele