This thread has run a little off track as I started it with the intent of finding ways to build the Carlisle fairgrounds end of the weekend. Their event is a great foundation to build our weekend on. As mentioned above by 19652plus2 “Though the vendors were a little thin, many vendors and builders were there -- not the case if SOC moves elsewhere. BBQing and all that sounds great...until you have to lug food, drink, ice, grills, utensils and all that other crap halfway across the Country in a Speedster. At Carlisle, all you need are a few greenbacks and you're eating pretty much whatever you want. There's no set-up and no clean-up. Carlisle does all that for you. Imagine trying to get that tent and all those chairs in a Speedster.“ Anything we can do to help support the Carlisle event works in our favor down the road. Ed Buczeskie asked for our suggestions and I'm more than happy to help as much as possible. So any and all thoughts along those lines are appreciated.
Now, regarding Friday night dinner. After running this event for eight of the past eleven years I can offer alot of insight into what it takes to run the weekend – much of it not apparent to those in attendance. We have been lucky to have the Caddy Shack for our Thursday night dinners for 11 years now – finding a place that will let us walk in with 70-80 people, order from the menu, serve decent food and bill separate checks without a contract is going the way of the dinosaur. For several years we also had that benefit at the Sunnyside restaurant in Carlisle for our Saturday night dinner but they closed a few years ago and we went hunting. That's how we ended up at the Park Inn and now the Radisson hotel the past few years.
Everyone needs to understand what's involved with any catered event. One consideration is financial liabilities. For example, a contract must be signed well in advance of the event, in most cases to lock in the date and a facility with the caterer. That means, in the case of the Saturday evening Raddison awards dinner I am currently in the process of signing a contract with many legal terms including the following cancellation terms: 0-3 months of the event full payment of estimated revenues of entire agreement, 4-6 months of the event 75% of estimated revenues, 7-9 months of the event 50% of estimated revenues, 10-12 months of the event 25% , etc. Now remember, we do not collect dues in this club and there is basically no bank account to cover financial liabilities. Yes, there is some money collected from the raffle but that covers other expenses incurred over the weekend. Also, most of the money for the dinners is collected in the couple of months just prior to the dinner with a commitment deadline just a couple weeks before the dinner. And in some cases people are sending money as late as the day of or just after the deadline. What if for some reason the dinner had to be cancelled? There are also hidden additional bartender costs if we do not spend a minimum bar bill, there is a minimum head count, damage liability, etc. This past year the reservation was for 90 people, at $37 per person, that's roughly $3,300. Who would cover those expenses if we had to cancel for some reason? Not to mention trips to interview caterers, collecting and managing the money, working head counts, selecting menus, picking viable facilities, trying to insure good food, trying to please all the attendees with the location, food and price, etc.
This year we tried something new: Friday evening we distributed a list of restaurants and everyone could pick whatever type food and eatery they desired. Yes, that was a couple of hours we were not together as a group but we were all back at the hospitality suite in full swing immediately afterward. A couple of people on this thread have suggested the idea of a dinner/picnic/BBQ at the Carlisle fairgrounds. Keep in mind that would be fine providing the weather is good. Use the pavilion? Rent a tent? Would people want to run home, take a shower and return to the showfield or just stay there? All things to consider but also understand the other ramifications mentioned above. My plate is full so if someone wants to organize a Friday evening dinner, great - go for it and let me know. Personally, I'm okay with that and can offer to anyone interested my experience organizing this and other events.
Now, anymore ideas on how we can make the Carlisle fairgrounds show a bigger and better event?