[committee] Triforce Ball Proposal Document

[matches at ucc.asn.au]

I forgot the attachment, and I also forgot to tell you all that [SAS]'s 
internet is dead and he asked me to send this to committee, but I added 
my rants while doing it to save having to do two emails.

[SZM]

On 08.12.2013 20:00, matches at ucc.asn.au wrote:
> 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]
>>> 
>>> 
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