[committee] Triforce Ball Proposal Document

[matches at ucc.asn.au]

To summarise, these are the details of the proposed ball as I can 
decipher them (please read the below emails as well):

Date: 2014-09-06 (Saturday) 7:00pm until Midnight
Venue: Parmelia Hilton, Perth
Cost breakdown:
   - $20340 for food
   - $715 for security
   - $5000 refundable bond for security which we lose if someone does 
something stupid
   - Split between the three clubs UniSFA, UCC, Unigames: 40%, 40%, 20%
   - See [SAS]'s original email for how much and when we would be 
committed to spend it.

Importantly, we have to commit to this on/by 2013-12-19 (next Thursday). 
And if we cancel (starting from that date) we are still committed to 
paying at least 50% of the costs.

According to the document we should be aiming for 180 people, which 
makes ~$120 each (for no profit) or ~$150 if we assume we lose the bond.

I have some questions about this, some of them are probably stupider 
than others:

1. On what is the 4:4:2 split based? What evidence is there that 
UCC/UniSFA will have significantly more people attend than Unigames? 
Admittedly, people with dual membership makes this difficult to work out 
exactly.

2. Are we convinced that UCC will be able to get 108 people (so at a 
minimum 54 members who bring partners) to come to this event for that 
price? Personally I have my doubts. Maybe the facebook poll can convince 
me otherwise.

3. Are we aiming to make a profit or expecting a loss, and how much 
could we expect whatever it is to be?

4. Are there more details available on what exactly we get? Like what 
the food is?

5. If we want to continue our policy of not touching the term deposit, 
can we actually afford this, as well as the other things we are 
budgeting for during those months, or do we need to make compromises?

Some comments on budgeting: We agreed to spend up to $5000 on a storage 
server over this summer. We are expected to invest about $1000 back into 
the term deposit in January. People want to buy a $400 occulus rift 
before O'Day.

6. Do we want to force next committee into this (since it will happen 
under their watch)? This may be redundant if next committee is mostly 
the same as this year's.

7. Are there any (possibly cheaper) alternatives?

I am really not interested in attending this event myself, but if there 
is significant demand for it then I am in favour of it happening. At the 
moment I'm not really convinced (as proposed) that it is a good idea for 
our club though. I would rather we spent money on a 40th Anniversary 
Dinner. Or servers! Who needs social events when you can listen to the 
soothing hum of the machine room on a Friday night...


[SZM]
Vice President 2013


On 08.12.2013 18:44, Samuel Shenton wrote:
> I assume you didn't read the attachment.
> 
> The proposed spending of money is the venue cost which includes venue
> hire, food, drinks, security, etc. As is outlined in the attachment.
> 
> Decorations and Promotional Material is not covered but that will be a
> much smaller amount.
> 
> On Sun, 8 Dec 2013, Mitchell Pomery wrote:
> 
>> Just some questions about this:
>> $10,000 for our 40% share? That makes this a $25,000 event. Or is this
>> supposed to be the payments we would have to meet to run the event?
>> 
>> All fine and dandy that we have amounts we would spend, but can we get 
>> a
>> rough breakdown of what it would be spent on?
>> 
>> Mitch
>> 
>> > Date: Sun, 8 Dec 2013 14:06:34 +0800
>> > From: samuel at ucc.gu.uwa.edu.au
>> > To: committee-only at ucc.asn.au
>> > Subject: Triforce Ball Proposal Document
>> >
>> > Hello,
>> >
>> > Since the original idea of a ball between the three major clubs of Cameron
>> > Hall was approved for further investigation by the committee, those
>> > organising have looked at many potential venues.
>> >
>> > After the meeting of the three clubs last Friday we now have a proposed
>> > contract detailing the particulars of a ball hosted on the 6th September
>> > 2014 at the Parmelia Hilton which is attached.
>> >
>> > At this stage the proposed split of financial risk is as follows:
>> > ~ 40% UCC
>> > ~ 40% UniSFA
>> > ~ 20% Unigames
>> >
>> > The following would be approximate payments made by UCC:
>> > ~ $2000 deposit
>> > ~ $3200 by June
>> > ~ $2800 by August
>> > ~ $2000 by August end
>> >
>> > As the club with an existing westpac account we would likely create a
>> > separate account to manage the money from the clubs and its expenditure.
>> >
>> > There will be a seperate briefing to the public list soon.
>> >
>> > Feel free to ask questions,
>> > [SAS]
>> 
>>