Event Accounts

[Tatty]

I see we are still awaiting the accounts, as promised, from the HH event. I was one who complianed about the high costs, as I felt they were excessively high. Reading the Organisers comments I note he was surprised that 30% of the entries arrived in the last 36 hours. Others from his club should have known this as this is the usual trait in the UK. Having done the November Classic entries many times I'm surpised it was only 30%!I was very surprised at the budgeting being done on only 800, at a prestigious event like this, with Interland as well' should easily attract oveer 1000. I await them with interest

[madmike]

Nearly finalised Tatty - still awaiting a couple of bills.

As a novice organiser, I did ask experienced people about the entry level - one of the 10 people I asked actually got quite close but most the rest were well under hence my planning assumption of 800 - I'm not physic unfortunately . With only 3 weeks to go I was convinced the event would lose money. It was only with 2 weeks to go that I realised we would break even and the late rush took the event into surplus.

There was also the vitriol expressed on this forum and on Attackpoint about "voting with feet", which led me to, erroneously , conclude lots of people wouldn't come on a point of principle.

Given the high late entry, which I admit I had not budgeted for, the event generated a surplus for the Club, which I estimate should finally be between £1100-1300 when all the bills are in.

I also said in the comments I made a mistake on the entry fees by not having early (reduced), normal and late(puntitive). The second time I organise an event I will make sure I incorporate this lesson. There will be a next time because the vast majority of orienteers are extremely supportive and encouraging.

The big take away from me is that the vitriolic complainers are a vocal but tiny minority of the people in our sport.

[madmike]

Tatty,
am still waiting for the last few very small bills

Income: 14 500

Expenditure: 13 150

Surplus to HH: 1 350

Expenditure Details:

Bottled Water 400
Insurance 300
SI 700
Levies 2 750
Equipment 450
Advertising 100
Reinforcing plates (car park entrance) 700
Loos 950
Maps 1 100
Officals expenses 450
radio controls etc 350
prizes 1 200
Chig entry refund 250
LOK entry refund 250
First Aid 200
Land Access 3 000

[eddie]

the land access fees are a killer. i feel sorry for HH on that score.

[Tatty]

Thanks Mike. I agree that the Land Access fees are a killer, but £1200 for prizes!! That's very steep, and IMHO not needed.It was not a British Championship, and I don't see why our entry fees should have to cover Interland prizes. Those should surely come from the EOC? Discuss

[madmike]

Tatty,
no money was spent on Interland Prizes by the event.

The prizes were for the Southern Champions (senior and junior) as this was a Championship Event in the new event structure. I decided, at a very late stage, to increase the money spent on prizes after the last minute rush of entries gave me more income than expected.

We also tried to give as many juniors as possible a prize of some sort to encourage them. The winners of all age classes at the Southern Champs got a reasonable prize as reward for winning their Area Championship.

My other option was to make an even bigger surplus which would have been wrong in my view - my Intent was to plough the extra money back into the sport and reward success and therefore I increased the prize fund.

[Tatty]

Fair enough

[roadrunner]

I thought the prizes looked expensive too - no doubt a result of our (too?) many age categories. In road races the sponsors usually provide the prizes for free, but orienteering's never been very good at getting sponsorship.

But the item that surprises me most is insurance - isn't this one of the things that BOF provides for registered events?

[MIE]

But the item that surprises me most is insurance - isn't this one of the things that BOF provides for registered events?

Only event insurance. Not kit, loos, road fillers etc. Some of that is covered by the club kit insurance, but only that owned by the club. All the begged. borrowed and hired kit has to be done seperately (tents and marquees, radio controls, extra SI units and cards etc....)

[Tatty]

Don't know how many clubs do this I've organised several November Classics with all that stuff and never taken out a separate insurance