Hosting a gathering & $$ issues

[Oddjob0226]

Hello, all,

OK, so I'm trying to put together the 2nd annual North Texas Tickling Gathering (yeah, it needs a catchier name...). this year we are renting 2 hotel suites instead of a rent-a-dungen and are wanting to get attendees to send in some funds to offset the room costs. Well, I SAY that; That's why I posted. For those of you who RENT places to host the gatherings, or those who help arrange these gatherings, how do you handle the money situation? Do you ask for money ahead of time or do people pay once they get there? How do you collect - Paypal, e-Wallet? Do you have a deadline (and what if someone misses it who really wants to attend)? When is your cut off date? If you get enough folks to pay for the rooms, do you give back any "excess" money, or keep collecting for food, etc.? How do you all swing it? Is the money refundable if someone cancels or doesn't show?

 

[njjen3953]

2 hotel suites? What a brilliant idea. 😛

What I do is divide the price of the suites by the number of attendees that will fit. Then I add a few bucks for refreshments. I set a deadline for the money to be in and IF I am lucky, I may have it on time.

 

[Mimi]

It is general practice to charge a fee for attendance at a gathering. The host DOES need at least some help in footing the bill for the hosting grounds, drinks and food provided, and other misc services. But as I discovered from hosting my first gathering, is that if you want to host a gathering, a good chunk of the total cost is going to come out of your own pocket. My GLAT gathering last year had a total bill of around $600 (just for the suites and food/drink provided). Attendees fees ($15 a person) only covered about $200-$300 of it, so I wound up forking out around $300-$400 out of my own pocket. It hurts financially, especially when you're someone like me who barely squeaks by month to month just paying rent and utilities and buying groceries. But a successful gathering makes all the financial and mental stress worthwhile.

I am doing things a little differently for my annual gathering this year, and perhaps these ideas may work for you, too.

For starters, I am raising my reservation fee for attendees from $15 to $25. One reason is because I am renting private lakeside cabins for the gathering this year, and the cost to rent them is a little steeper than the cost of two hotel suites. Another reason is because $15 a person just did not come even close to helping in the actual cost of hosting it.

The other thing I am doing this year I think will benefit both some attendees, as well as myself. The two cabins I am renting will have a total of 4 bedrooms. Now obviously Lazarus and I will be taking one of the bedrooms to sleep in ourselves. But that leaves 3 open bedrooms. There is no point in leaving them empty, so I am going to offer these rooms to attendees on a first come, first serve basis, for $50 a room. That is a HELL of a lot less than they would pay for two nights in a hotel room, and it allows them the convenience of staying right at the gathering grounds, without having to travel back and forth from a hotel. It also helps me, because it's an extra $150 towards my final cost of hosting the gathering. It's a win-win situation.

As for collecting reservation fees, yes, collect and require them in advance. That way you know who is serious about attending. Set the deadline at a week or two before the date of the gathering. Whether you will allow exceptions or not (you will always have at least one or two people who will not know until last minute if they will be able to get off work or have the money to attend, etc), that will be totally up to you. And typically, reservation fees are not refundable (but if it's something serious like a death in the family or unexpected illness, you can always make an exception).

Hope this helps. Good luck with your planning!

Mimi 🙂

 

[njjen3953]

I too put a lot of money out of pocket for my 1st gathering. I have not had to do so since.

This year, everyone is kicking in $10.00 and we are having a catered dinner Saturday night.

It's nice having a boyfriend that works in a restaurant.

 

[Oddjob0226]

Thanks Jen & Mimi - hey, I guess tonight's the night, Jen! Anyway, good ideas to think about. Last year's rent-a-dungeon plus refreshments set me back some money, too, even with people kicking in. Just wondered how it was usually handled. Well, anyway, we'll see how it goes...

 

[TickledToDeath]

Two ways you can do this;

ONE: Have the $$$ sent to you in advance by those who make "reservations" to be at your gathering and have a "no refund" policy.

TWO: Have those who DO attend just split the bill evenly amongst everyone who actually shows up.

Unfortunatly, there are usually going to be a no show or two.

Also, have those make their own.......Hotel/Motel sleeping arrangements/reservations.

That about sums it up in my opinion.


TTD

 

[Oddjob0226]

Good opinions, TTD. I'm already going FOR SURE with #1; a little leeway for stragglers & late comers, but in general it's a good and fair policy. And having people arrange their own accomodations is something I will reiterate to the invitees, although this is what people did last year anyway. Maybe as we get bigger we can have a volunteer help co-ordinate the travel stuff like QB has in the past, but for now were a pretty small group and work best on our own.

 

[BigJim]

This is a question for Meems and Jen really. (Although anyone with the relevant experience can answer.)


What sort of hotel did you choose for SBG and GLAT? Is there a particular sort someone should aim for? I just ask because the 1st ever BAST (British Area Society of Ticklephiles) gathering is something I want to organise sometime this year.

 

[Oddjob0226]

Well, I just reserved the hotel suites today. I hope this all works. I've already had two people drop out! Wankers!

 

[Mimi]

Yes, Jim. If you have them over in England, try shooting for hotel SUITES. Hotel rooms that are not just a bed or two and a desk. Jen found incredible suites in Albany, that each had two seperate bedrooms, a kitchen, and a living room. The suites were huge and offered plenty of playing space. I was not quite as lucky, but did manage to get two suites that each had two beds, mini kitchen area, and a living room. The basic rule of thumb is, the more room, the better.

Mimi

 

[BigJim]

I'll bear it in mind. Thanks meems. 🙂


Anyone else have anything to offer, then please feel free to chip in. 🙂

 

[AffectionateDan]

This is a question for Meems and Jen really. (Although anyone with the relevant experience can answer.)


What sort of hotel did you choose for SBG and GLAT? Is there a particular sort someone should aim for? I just ask because the 1st ever BAST (British Area Society of Ticklephiles) gathering is something I want to organise sometime this year.

Well, Senor Jaime, once I'm aware of what the attendance numbers are going to look like, I usually call around and see who's willing to give a group rate, and if I can find something decent, and while it's always a good idea to TRY to get everyone on the same floor, often it's logistickly improbable that the hotel will be able to comply. Buf if we're talking about just a suite or two, then make it someplace that's not a total dive, so people won't be distracted from the enjoyment of the event by worrying about their car being broken into! Middle-of-the-road affordable to upscale, depending on how many are attending and how much you're looking at asking from them to come to play at your event. Also, not a bad notion to let the hotel folks know in advance that you're doing a party in there, and that it'd behoove everyone if you were set away from the rest of the guests, so they won't be disturbed by the noise. Just out of curiosity, how many BAST-ards 🙄 are looking to come? Your numbers seem to be swelling a lot, lately!

 

[BigJim]

Well, Senor Jaime, once I'm aware of what the attendance numbers are going to look like, I usually call around and see who's willing to give a group rate, and if I can find something decent, and while it's always a good idea to TRY to get everyone on the same floor, often it's logistickly improbable that the hotel will be able to comply. Buf if we're talking about just a suite or two, then make it someplace that's not a total dive, so people won't be distracted from the enjoyment of the event by worrying about their car being broken into! Middle-of-the-road affordable to upscale, depending on how many are attending and how much you're looking at asking from them to come to play at your event. Also, not a bad notion to let the hotel folks know in advance that you're doing a party in there, and that it'd behoove everyone if you were set away from the rest of the guests, so they won't be disturbed by the noise. Just out of curiosity, how many BAST-ards 🙄 are looking to come? Your numbers seem to be swelling a lot, lately!

Danimal, that is gonna live with me for the rest of my life! "BAST-ards". I'm gonna design a logo and print a load of t-shirts for that! Absoloutely hillarious!!! Thanks for the advice, I'll note it all down.

As for numbers, well the UKTF is nearly at 140 now. Of those I'd guess about 120 are actually based in Britain and of those, maybe 20 are ladies. Most seem unwilling to travel for a "munch" however. I personally can understand that.

One idea that was mooted to me by one of the members, was that we could promote our first gathering as an F/M only event. The idea being that it might shake loose some of the shyer ladies who seem reluctant to go to a gathering and get leapt on by hordes of tickle-starved blokes. What do all of y'all think?