[committee] Triforce Ball Proposal Document

[Matt Didcoe]

Having dusted myself off after a brief period on the floor after falling
off my chair at the cost, I'd make the following points as someone who's
organised a couple of conferences, awards evenings and has the hindsight of
being a past president trying to get UCC members interested.

1: 165 or 180 people (whichever one of the figures you use from the above
emails) is ambitious - even with packing out 16% from Curtin and Science
Union and possibly another 11% for "Guild Hacks" leaves you with a
considerable number of tickets the clubs must sell to make the event viable
and I'll be blunt I don't think you'll get enough interest, that's just my
2 cents though.

2: A set 3 course meal creates more hassle with having to manage dietary
requirements and is likely more costly, was a buffet considered? It's not
as swish but may actually work better, especially for the crowd?

3: The above costs don't include any entertainment, decorations/staging,
ticketing or marketing - these costs are likely another $4,000-$7,000
depending on how elaborate you are with the decor/staging/lighting so the
cost actually looks more like $30,000.

3.1: As such, is it worth the financial risk to the club, especially given
how much money must be forfeited.

3.2: I'm also concerned about the trade-offs around the club (especially
decreasing funds left to do things like fixing up the clubroom etc) given
the commitment

3.3: What's the ROI, the objects of the club aren't achieved by committing
to this event and while it's a lovely social opportunity I wonder if its
the sensible investment when perhaps an alternate cheaper events (I know, I
know...it's been considered and the ball committee think this is best -
maybe a ball is the wrong idea altogether).

As [SZM] has also said, we have our 40th anniversary next year which should
be considered in the event space.

Yours antisocially and black cloudly
[MRD]

On Sun, Dec 8, 2013 at 8:35 PM, Frames <oxinabox at ucc.asn.au> wrote:

>  Discussion, Unigames Committee is having about CH Ball
> Since The discussion on the UCC lists is going to be similar, I will save
> everyone some time,
> and promote debate.
>
> The important points are:
> *Need 165 Attendee's*
>  For this to break even we need 165 guests.  That is more than teracon,
> wizard camp and ucc camp combined. The ticket price is going to be
> significantly higher than any of the those events. I question if we can
> pull this off.
>
> Cheaper, Less High Class options should be considered.
> For sake of reference I threw together another option if we were to "build
> our own" rather than buying a turn key solution.
> These are just things i could quickly find the price for online:
>  if we were to rent the Perth Town Hall, it would be about $1320.75, for
> 6 hours for 100 People
> that is including security guard, table's being set up and put away, but
> not including food or booze.
> Throw an extra $2000 for booze (that is 20 cartons of beer/cider and 30
> bottles of wine)
> Throw an extra $1500 for light catering (hot fingerfood, i priced from
> Miss Maud's, tghis would be a ton).
> Throw $600 for a DJ/sound gear hire.
>
> Rounding up that is $5500. (Vs $21,000 at Hilton)
> So selling tickets for $85 each to get a $3000 profit. (Vs $130 at the
> Hilton)
>
>
> I have attached the full transcipt below.
> My apologies for the aweful HTML email.
> [*OX]
> UCC Wheel Member
> Unigames IPP
> Grumpy Old Dude
>
>
>
> This is a copy of the discussion about a propopsed CH ball, from the
> Unigames Committee Facebook. (Accurate to 8:34PM today, relitive
> timestamps inconsistant.)
>
>
>  <https://www.facebook.com/rowan.ashwin>
> Rowan Ashwin <https://www.facebook.com/rowan.ashwin?hc_location=stream>
>   So had a meeting at the Hilton with regards to the Triforce Ball. In a
> one sentence summary, it was productive, we are getting an awesome deal,
> and the staff at seem pretty good at working with students.
> There are heaps of details that we have decided on, which I can talk about
> in the meeting if you so wish, but considering our financial situation
> (which is decent but nowhere near the other two clubs) I suggested that we
> split the deposit/costs 20% Unigames, and 40% each for the two other clubs.
> Keep in mind, paying 20% of costs means 20% of profits (though profits will
> not be immense). This is the Lower risk/lower reward option.
>
> Ultimately what this means for Unigames in the short term is a $1000
> deposit before the 19th of Dec. I highly recommend taking this course of
> action. Like seriously this better pass at the next meeting.
>
> Speaking of which, organise Uncharitable Vigil/ get event page up ASAP plz.
> And I finish work on Monday at 5:30... but will come try and make it to
> uni as soon as possible after.
>  Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>· ·
> Unfollow Post<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>· 6
> December at 16:01<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/>
>
>    -
>     - Seen by 8<https://www.facebook.com/browse/group_message_viewers?id=628509183872852>
>    -  <https://www.facebook.com/rowan.ashwin>
>      Rowan Ashwin <https://www.facebook.com/rowan.ashwin> I suppose I'll
>    elaborate a bit (since I won't be there at the start of the meeting...)
>    In total the ball will cost 26,055. including a 5000 bond which is
>    refundable (ie net cost will be 21,055). OUR club will need to deposit 1k
>    now, and another 1.4k next year before we start ticket sales. We will
>    very likely get a lion nathan grant from guild to help out. After ticket
>    sales start we should be fine for money. In the last two years only 1 ball
>    has ever lost part of their deposit (for damages) but we are budgeting such
>    that should we have our full deposit returned, we will gain a significant
>    profit (about $3000 between the clubs, ie Unigames will get about $600).
>    We are currently planning on selling tickets for $130 each, or $134 if
>    bought online...
>    If you have ANY more questions, we discussed a huge amount of details
>    at the meeting (like half the organization has already been done) Please
>    try to bring up questions on fb BEFORE the meeting on Monday so that we
>    don't have to talk about it for ages/can spend more time on uncharitable
>    vigil.
>    6 December at 17:11<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628525873871183&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/Xyrrath>
>      Ryan Xyrrath Nicholson <https://www.facebook.com/Xyrrath> wait, this
>    is actually a thing?
>    6 December at 18:06<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628541233869647&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>·
>    1 <https://www.facebook.com/browse/likes?id=628541233869647>
>       -  <https://www.facebook.com/rowan.ashwin>
>      Rowan Ashwin <https://www.facebook.com/rowan.ashwin> Yes Ryan, this
>    is indeed a thing.
>    6 December at 18:12<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628542430536194&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/Xyrrath>
>      Ryan Xyrrath Nicholson <https://www.facebook.com/Xyrrath> disgusting
>    6 December at 18:12<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628542607202843&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/rowan.ashwin>
>      Rowan Ashwin <https://www.facebook.com/rowan.ashwin> (Oh yeah I
>    should probably mention that the date we are planning on booking for is the
>    6/9/2014
>    6 December at 18:12<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628542623869508&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/jonathan.vanburen.5>
>      Jonathan Van Buren <https://www.facebook.com/jonathan.vanburen.5> So
>    we are investing 2.4k for a $600 profit?
>    6 December at 21:00<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628591250531312&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/jonathan.vanburen.5>
>      Jonathan Van Buren <https://www.facebook.com/jonathan.vanburen.5> What
>    date do we expect returns?
>    6 December at 21:01<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628591520531285&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/jonathan.vanburen.5>
>      Jonathan Van Buren <https://www.facebook.com/jonathan.vanburen.5> How
>    many people need to attend to ensure we cover the costs?
>    6 December at 21:02<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628591733864597&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/rowan.ashwin>
>      Rowan Ashwin <https://www.facebook.com/rowan.ashwin> a) Yes, though
>    not only is it the best thing we could be doing with our money, but its
>    also providing a service to members.
>    b) we plan to start closed ticket sales in the last week of semester
>    one, so returns should start then (and continue over the winter break)
>    Ticket sales then open up to general public come the start of semester 2.
>    c) We are budgeting for 180 people, though we have room for 200 (or
>    maybe even more) to attend should demand be larger then we expect. We have
>    discussed ALOT of plans with regards to hitting this target of 180.
>    (minimum number of attendees to cover costs will vary, as costs are not
>    entirely set in stone, but so long as we get above 165 I believe we will
>    break even.)
>    Yesterday at 02:22<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=628704740519963&offset=0&total_comments=23>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/oxinabox>
>      Lyndon 'Frames' White <https://www.facebook.com/oxinabox> 165
>    attendee's is pretty unlikely.
>    165 people makes this bigger than wizard camp, UCC camp and Teracon
>    combined. and more expensive ticket price than any one of them.
>    We had allot of people have issues paying for Wizard Camp because it
>    was too expensive.
>
>    We didn't get that attendance at charity vigil,
>    and charity vigil is cheaper.
>    One could argue that people will bring partners to this, but people
>    did to charity vigil as well.
>
>    We are not investing in a 20% share of the profit, we are investing in
>    a 20% share of the loss.
>    The Hilton is, as I've said before, are really dumb venue.
>    It is far too upscale and is priced like it.
>    If we want to do this at all, we should go for something far lower
>    key, this first time, and if it works out, then we can do something better
>    next year.
>    17 hours ago<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=629014180489019&offset=0&total_comments=23>·
>    Edited<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>
>       -  <https://www.facebook.com/oxinabox>
>      Lyndon 'Frames' White <https://www.facebook.com/oxinabox> As a
>    comparison, if we were to rent the Perth Town Hall,
>    it would be about $1320.75, for 6 hours for 100 People
>    that is including security guard, table's being set up and put away,
>    but not including food or booze.
>    Throw an extra $2000 for booze (that is 20 cartons of beer/cider and
>    30 bottles of wine)
>    Throw an extra $1500 for light catering (hot fingerfood, i priced from
>    Miss Maud's, tghis would be a ton).
>    Throw $600 for a DJ/sound gear hire.
>
>    Rounding up that is $5500. (Vs $21,000 at Hilton)
>    This would be a less high key even than something at the hilton, but
>    it would still be pretty fancy.
>    It is the Perth Town Hall, for goodness sake.
>
>    So selling tickets for $85 each to get a $3000 profit.
>
>    I'm not saying the town hall is the best place, but there are cheaper,
>    places that the bleeding Hilton. This price is just what i could look up on
>    short notice, without getting quotes.
>    17 hours ago<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=629019303821840&offset=0&total_comments=23>·
>    Edited<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>·
>    1 <https://www.facebook.com/browse/likes?id=629019303821840>
>       -  <https://www.facebook.com/benjamin.armstrong.9404>
>      Benjamin Armstrong <https://www.facebook.com/benjamin.armstrong.9404> It
>    doesn't help that it's directly competing with Wizard Camp/Terracon/UCC
>    camp for the 'expensive Cameron hall event' slot. People aren't going to be
>    willing to fork out large amounts of money to attend multiple of these
>    events within a relatively short time frame, particularly the freshers.
>
>    As a result, I don't believe that we will reasonably be able to sell
>    more tickets than Terracon can, and at a higher price too. Sure, it has
>    some novelty in being the unique 'Cameron Ball', but I'd wager that this
>    would turn more people away than attract them.
>
>    In addition, even if we do manage to break even, I would expect to see
>    people much less willing to attend the other expensive events as they've
>    already spent so much. If it came down to people deciding only to attend
>    one camp and the ball, I would not expect a strong showing at Wizard Camp.
>
>    tl;dr - I still think the ball is a bad idea and I feel that it
>    directly competes with future Unigames events.
>    11 hours ago<https://www.facebook.com/groups/unigamescommittee11/permalink/628509183872852/?comment_id=629184413805329&offset=0&total_comments=23>·
>    Edited<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>·
>    Like<https://www.facebook.com/groups/unigamescommittee11/628509183872852/?notif_t=group_comment_reply#>·
>    1 <https://www.facebook.com/browse/likes?id=629184413805329>
>       -  <https://www.facebook.com/rowan.ashwin>
>      Rowan Ashwin <https://www.facebook.com/rowan.ashwin> Eugh, I suppose
>    its my job to reply to these complaints. The way I see it there are 3 big
>    complaints: a) doubt that we will reach the numbers required, b)
>    competition with other events and c) less expensive alternatives would be
>    preferable.
>
>    a) This is the most legit complaint imo and it ultimately gets broken
>    down into two parts. One is that we don't get enough people full stop,
>    which I believe won't happen. There is already serious expressed interest
>    in 1-2 tables for curtins Sci-Fi club (who might be considering running
>    their own) It would be easy as pie for me to sell 1-2 tables worth of
>    tickets to guild hacks. IMO science union would probs grab a table, if
>    tickets go on general sale I think there would be at least a few more
>    tables sold to people who REALLY want balls but are missing out on them
>    (which is actually quite a large group outside of cameron hall). Then keep
>    in mind that people in Cameron Hall will be bringing +1's and friends
>    (moreso then an event like Terracon) and we only need to sell
>
> ...
>
> [Message clipped]
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