This is a long one.
Thank you all so much for joining in and for my fellow mods and planners for explaining things ASAP. I guess I should have said when I opened this topic for us to assume two facts, for now... 1) Vegas is the location 2) Friday & Saturday are the "Official" days ( any entertainment, gathering, hanging out, loosely organized fun time, before or after, will be the responsibility of the individual attendees - As always the hospitality suite or some venue would be available Thursday night for early arrivals etc.) and we work to improve from that stand point. I said last week I would have a breakdown of expenses. As I've thought about this, I am NOT going to give a blow by blow (insert giggles). I will share the biggies, the high points, including my own small in comparison out of pocket, but am not willing to subject my fellow mods/admins/planners to judgments or ridicule over personal financial choices to make these conventions happen FOR GALS. If you have been following on FB some of this is not going to be new info. At EVERY hotel, when using the banquet facilities there is a minimum catering charge MGM‘s was $10,000 with a 21% gratuity. This is NOT unique to MGM and in fact they were quite generous with us on extra meeting/storage room space WITH keys, menu selection and discounts to RPCF as a charitable organization. Hospitality suites....OFTEN mentioned in our discussions as meeting space and activity space....run anywhere from $500 - $1500/night, even with discounts for group/convention. Decoration rental typically averages $1500, this includes backdrops, linens, photo op stations and LABOR. Since I took over decor, my personal expenses for creating non rented items had been anywhere from $300-$500/year. This does not include the cookies or other pressies attendees have found at their seats over the years. The movie theater was a fun treat, but again VERY EXPENSIVE and generously donated by ONE person when the agreement for the theater to host the movie and sell box office tickets fell through. This was done FOR GALS to have a special Gerry movie treat at no added expense. We have ALWAYS paid the room and banquet meals for our special guests...again usually ONE or two organizers donating these expenses to keep attendee cost as low as possible. Occasionally we have been required/requested to covered travel, and a small per day expense allowance. EVERY year, EVERY hotel, EVERY facility requires a deposit. Because GALS, GCF, and RPCF has given such a large percentage (over 90%) directly to the charities ONE or two organizers have put the deposit on a personal credit card. We have never held back enough for operating costs, postage, and certainly not enough to support the next convention. PLEASE do not come in here telling us how that is not the way to run a charity….it was deemed more important for the funds raised to go to the charities as long as we the organizers could cover the initial costs and sometimes the entire cost of some parts of the convention. I cannot say what the personal investments have been for those who did workshops ie: scrap booking, or Wee men goodies, or even the Gutter Gab handbook or baking supplies or personal expense for putting together, hauling, and mailing prizes. I won’t ask. Those, like all of it were gifts of love to GALS, to this FANmily and to the charities we support. We have known for several years that 60 attendees at $275 - $265 with PayPal fees , was the “break even” point ($15,900) because so much was covered by planners. So, breaking this down…. ESTIMATED Figures and Fees for an average convention. $10,000 Catering, excluding gratuity - banquet rooms are provided at no charge IF we use venue catering. $ 300 Bar minimum $ 1,500 Hospitality Suite (low range estimate) $ 1,500 Deco/linens (mid range estimate) $ 100 Hospitality nibblies (low end estimate) $ 250 Awards $ 1,800 sound, projector, dance floor, mic - WITHOUT a performer $ 3,500 movie theater experience - theater rental, transportation, shipment of film ___________________ $18,950 TOTAL This total is for a bare bones convention. Special guests can mean travel, guests (companions, managers, PAs) expenses and meals. Chris Mann reduced his fee for us . AHP performed FREE in 2012 and for minimal travel and technical assistance this year. This year we had 32 attendees at $275/$265 = $8,480 I hope you call can see we have not been frivolous or extravagant with YOUR registration fees. Please consider, as ideas are tossed around. IF we move everything to hospitality suites….the need for a bigger more expensive space will be necessary. IF we move to a restaurant for a nice Saturday night dinner….we are looking a minimum of $75/head in Las Vegas for 40 guests without alcoholic beverages, which would be in addition to registration fees. If you would like to help with 2013 expenses, Authors Against Abuse has extended their campaign through September. 50% of all sales of the Weldon Series and Trevelyan books will be contributed to RPCF. If you aren’t in a position to purchase, SHARE on social media, help us create the BUZZ. Great stories and cause.
WILD IRISH, SMOOTH IRISH, HARD IRISH, THE MISTRESS OF TREVELYAN, HIS DARK DESIRES GALS have always amazed me in their ability to rally on social media and get the word out. Do it now. Commit to rallying in the coming months as we try to make a 2014 Convention a reality. Thanks, KB
post vetted by RPCF directors and convention volunteers