Cliff:
Here are my comments,
action plan and budget on a ‘Tuthill Lite Hamfest’.
This is intended to be a discussion paper for change that would result
in the 2008 ARCA Swapfest being held at Ft. Tuthill on
July 18 and 19 of 2008.
I am not sure how to
reach the ARCA Board and Delegates without finding their individual
email addresses. Therefore I am requesting that you circulate this
proposal to those persons (or more widely) and that this proposal be
placed on the table for consideration during the ARCA meeting to be
held at Tucson
October 20, 2007.
I would
call this a zero based budget inasmuch as I have not started with any
historical budget and have freely modified the assumptions. This practice is not
uncommon in business activities and generally results in robust
discussion. I would say as a long time executive and manager, that
moving the pieces around and maintaining the ‘net
weight’ of this plan is no problem and if ARCA is to get
behind this proposal they probably will want to do just that. Efforts that are not helpful
include: adding in expense items without identifying revenue sources or
folks “digging in” in an intransigent way and not
realistically defending their positions.
I start with the
premise that the current Williams swap is broken. There are folks that
characterize it as highly successful.
That’s where the rubber meets the road---
nearly all of the close to 50 comments I have received, in response to
my recent writings, say that Williams is inferior as a venue and that
attendance would improve and vendors return by relocating back to
Tuthill.
I have attempted to
approach this proposal with four thoughts in mind
- Cash outlay that can
be supported by realistic investment sources arriving at a nearly
break-even event.
- Involvement of the
ham community to a greater extent than casual ARCA participation.
Nothing clears the mind like a cash investment.
- Scaled back use of
the Tuthill facilities, yet essentially the look and feel of the
‘Old Tuthill’.
- Positioning
activities and venue to keep ARCA essential to the summer swap and
preserving ARCA’s role as the flea market Czar.
Finally, I want
nothing out of this other than a great Northern Arizona Summer Swap; I
have reached the end of my multi-month rant. Other than attending the
ARCA meeting in October I will not proffer any more comments or advise
in the matter. If
ARCA desires my input or help going forward they can ask and be assured
of a positive response.
So there you are, I
end where I started, “I love a good swapfest”.
Thanks and 73,
Ted Hartson
WA8ULG
This report
has been prepared in Word 2003 also attached:
Return to T_thill
The only thing
missing is you
By now most of you
have seen or heard about my campaign to bolster the state of the Summer
Swapfest. During the period from just after the last ARCA outing in
Williams until now, I have been in contact with many of you by email,
on the phone, or in person.
The overwhelming
consensus of those with whom I have been in contact is that Williams is
not working and a change is necessary.
The general pushback for returning to Tuthill is
essentially encompassed in: it costs too much and they (Coconino
Country Parks and
Recreation) can't be trusted.
I have
now ascended to the vaunted status of ARCA Delegate, courtesy of the
Verde Valley Amateur Radio Club; I will continue to make my feelings
known; only applying this credential sparingly.
A recurring theme of
my work in the way of criticism, up to now, has been damnation: because
I don't have an appreciation of the facts or that I show unwillingness
to ‘work within the system’ --- could be, I'll
leave it to you all (or is it all you all) to decide.
I believe this note will set down a way forward that can
be objectively analyzed, and it is my desire, acted upon by the ARCA
board quite soon.
On September 21st,
along with Ingo Radicke, WA7KUM, I met with Ms. Cynthia Nemeth,
Recreation and Events Manager of Coconino County Parks and Recreation. We found her to only have
one head and she didn’t brandish any weapons during the
meeting. We found the meeting productive and the new regime at the
County appears easy to work with. This doesn’t mean however,
that we are free to cut our own deal. Cliff Hauser would have liked to
have attended but a last minute delay in an appointment made a four
hour trip to Flagstaff
out for him. We
received a large amount of information regarding the fee structure,
rules and event planning guidance all of which was forward to Cliff.
What follows is my
attempt to quantify the essential features of a Tuthill
Lite Swapfest for 2008.
This is scaled back from previous years to achieve a
financial balance between what the event would cost and my estimate for
income. The budget
curtails some traditional activities and rearranges others, I am sure
that some tweaking can be withstood, but tweaks that add cost must show
an argument for additional revenue or they cannot be viewed as
realistic.
As was stated in the
Bullet Points circulated a month ago, Sunday is essentially a waste as
a viable conclusion of the swap either in Williams or at Tuthill.
Perhaps a catered breakfast (fly-in style) at one of the ramadas could
satisfy Sunday hospitality if some activity is deemed necessary. The grounds are too
expensive to allow for the move in, move out days that have previously
been the practice at Tuthill. The fees at Tuthill are like going to the
cafeteria the more you put on your plate the more it costs.
In 2000 ARCA returned
about $6000 to its member clubs as proportional profit from the
swapfest, with the general decline in swapfest interest, the graying of
the ham community, as well as the previous relocation, those days are
probably forever gone. I
have a hard time envisioning more than about 1000 participants for 2008
in Tuthill. It will take some time to build back.
So with fewer folks, ARCA will simply have to tighten
its belt and do with less.
This plan has some holes in
it and as they are revealed I will be happy to try to work through some
possible solutions. Candidly, just now, this issue has been so
contentious that I am not interested in articulating a list of warts to
those who simply want to carp about things. If and when this plan is on
the table and truly under consideration; I promise to bring out the
list of warts for all to see.
At this moment the
dates of July 18th and 19th , 2008 are available at Tuthill it is my
desire to have budget materially approved and a commitment made to
Coconino for these dates and to have this done prior to November 1st. This allows a month to
raise funds in time for a full scale kick off in early December and the
Mesa
swapfest.
To make
this plan work will require a lot of cooperation and effort by ARCA
officers and membership as well as (it appears) some fund-raising from
member clubs. The time to speak clearly is now.
Return to T_thill
really does require you.
Fraternally,
Ted Hartson
WA8ULG
Attachments
Extracted Coconino
Fair rate card
Tentative Schedule
Action plan and top
level budget
Action Plan
Plan proposed to support a
two day swapfest at Ft. Tuthill on
July 18 and 19th, 2008.
See tentative schedule attached.
ARCA Board to
consider and vote this proposal on Saturday, October 20 at the Tucson
meeting.
ARCA Board to approve
fund raising structure, outlined elsewhere, in this proposal, appoint a
small team to solicit funding participation of a few senior clubs.
ARCA Board to
communicate with Coconino County Parks and Recreation (CCPR) soon after
October meeting of its plans to go forward on the requisite dates and
to lock ARCA in pending completion of contract.
ARCA to establish
financial control and reporting policy for solicited funds and their
repayment, consolidated into a letter agreement between the Parties.
Complete and execute
a contract with CCPR for the dates of July 18 and 19, 2008. To be inked
no later than December 1, 2007.
Press Release to
coincide with Mesa
swap announcing the new site and plan all directed toward generating a
lot of buzz about Tuthill 2008. Note:
last year’s QST ad arrived after the event was complete
(August Issue).
Schedule Monthly
meetings of the enlarged swapfest committee to track progress and
clear issues.
A
Gentleman’s Agreement letter to funding clubs outlining
general terms, avoiding an exhaustive legal document yet specifying:
- All funds to be used
for real and actual expenditures associated with the 2008 Tuthill swap. No sweat equity, in-kind
payments, previous expenses, future reserve etc. Four corners wrapup.
- A complete accounting
to be made: gains and losses proportionally born by participating
contributors dollar for dollar. No other distribution
- Conditions of
participation in 2009 and 2010, add/drop participants, entitlement TBD
Composition of
Swapfest Committee:
- Senior Clubs
investing in a full share (thought to be $1000 at this time) appoint a
member to participate in the committee.
ARCA contributes in cash an amount equal to a single
share. Funds stay in ARCA account and are disbursed as directed by
Committee Leader exclusively. First
meeting selects a Committee Leader. Group delegates various blocking
and tacking tasks necessary for advancement of event. Meets formally or
informally no less than monthly to manage activities and clear issues.
“Thank
You” Dinner to be held at some time after the event (probably
in Phoenix, maybe
around SW convention in Mesa) to
recognize contributions of individuals and clubs that contributed to
the success of the event. Hold
to around twenty people and currently included in budget at $600. No
other comps, trade-outs etc.
Additional venue---
Flea in the Trees. Explore the possibility of using some of the
campgrounds’ unimproved sites as daily swap, tailgate,
ground, picnic table as available, $10/ day, but no security and
minimal supervision with cap of about 25 participants this year. Yellow
tape boundaries of area so no misunderstandings. So
swapping would be taking place on the blacktop and cinders (Main Lot
and Carnival Lot, as before) and also to a lesser extent, in a portion
of the campground just west of the cinders. Committee would review,
TBD. This makes things easier for RVers who would like longer stay
times than a two day event and keeps them mainstream.
Currently net zero no cost ---
no revenue.
Tentative Schedule
Friday, July 18, 2008
7 AM
Gain access to lots and buildings
(Dumpster and rental drops before 8AM)
9 AM
Swapfest office opens, first sellers drive on lot
Outside Flea Market opens
Noon
Inside Vendors Open
(walk around with County Rep.)
6 PM
Inside
vendors Close
7 PM
Vendor building locked down (security policy in effect)
Evening
Ad Hoc dining and informal meetings
(1/2 hr. committee meeting- how goes it)
Senior Clubs can sign
up for 2 hour block of hospitality room as desired for
Friday and Saturday, first come.
VE can select one or
two slots at their pleasure for testing. Either Hospitality building or
Fine Arts building
Saturday, July 19, 2008
8 AM
Swapfest office opens, new sellers drive on lot,
Old sellers free to move at any time.
9 AM
Vendor building open to vendor staff only
10 AM
Inside vendors open
2 PM
(1/2 hr. committee meeting- how goes it)
4 PM
Sweep of flea market get trash rounded up
5 PM
Inside Vendors close/ tear down begins
6 PM
Outside flea market closes/ move people out
7 PM
Vendor building locked down (security policy in effect)
Official BBQ at ramada
Sunday July 20, 2008 (No selling inside
or outside) clean out day
8 AM
Clean up/clean out vendors have access to remove items.
Pancake Breakfast (if selected) County ramada.
10 AM
Pancake closes
11 AM
Vendor building closes down/ rental items stacked
Committee walk and
sign off
QRT
Dutch Lunch---
nearby; Olive Garden?
Budget
Fee structure (Items deemed not
applicable to hamfest are removed for brevity)
|
|
EVENT DAILY RENTAL FEE
|
MOVE-IN OR
MOVE-OUT DAYS’ RENTAL FEE
|
EVENTS
WITH EITHER
ADMISSION CHARGE,
OR ENTRY FEE, OR REGISTRATION FEE
|
|
FAIRGROUNDS FACILITY RENTALS
|
|
|
Asphalt area -
includes stages, carnival lot, covered barbecue, parking lots, 2 large
bleachers, 2 small bleachers, 25
picnic tables, 10 trash barrels
with one liner each (vendor
permit, overnight camping with and without electricity are additional)
|
$330.00
Select 2 Days
|
$165.00
|
For-Profit
Rent + 10%
gross ticket admission fees or 5% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Non-Profit
Rent + 8%
gross ticket admission fees or 4% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Commercial
building with restrooms - includes fully
stocked bathroom with supplies and 5 trash barrels
with one liner each.
|
$330.00
Select
2 Days
|
$165.00
Select 1 Day
Move
out Sunday
|
For-Profit
Rent + 10%
gross ticket admission fees or 5% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Non-Profit
Rent + 8%
gross ticket admission fees or 4% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Commercial
building without restrooms - includes 3
trash barrels with one liner each.
|
$220.00
|
$110.00
|
For-Profit
Rent + 10%
gross ticket admission fees or 5% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Non-Profit
Rent + 8%
gross ticket admission fees or 4% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Fine Arts wing
of Commercial building only - includes 2
trash barrels with one liner each.
|
$55.00
Select
2 Days
|
$27.50
|
For-Profit
Rent + 10%
gross ticket admission fees or 5% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Non-Profit
Rent + 8%
gross ticket admission fees or 4% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Restrooms only
(without Commercial building rental) – includes fully
stocked bathrooms with supplies.
|
$200.00
|
$100.00
|
N/A
|
|
Carnival lot
or Parking lot (for events not renting other facilities) - includes 3
trash barrels with one liner each.
|
$165.00
|
$82.50
|
For-Profit
Rent + 10%
gross ticket admission fees or 5% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Non-Profit
Rent + 8%
gross ticket admission fees or 4% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
|
|
|
|
|
|
|
Beverage
Concessions Area (previously
called “Beer Garden”) - includes one
trash barrel with liner.
|
$165.00
Select
2 Days
|
$82.50
|
N/A
|
|
Any other
Fairground building (#14-15 – Home Economics; Hospitality;
#10 – Floriculture; #1 – Hobbies; Civitan and any animal
barn)
- includes 1
trash barrels with one liner in each building.
|
$110.00
Select 2 Days
Hospitality
|
$55.00
|
For-Profit
Rent + 10%
gross ticket admission fees or 5% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
|
Non-Profit
Rent + 8%
gross ticket admission fees or 4% of
entry/registration fees after deducting
cash prize awards only, event expenses, whichever is
greater.
|
ALL LESSEES – FACILITY
SECURITY/CLEANING
DEPOSITS (Fully-Refundable)
Definitions of
Lessee Categories
|
Good Standing
|
Events of event
sponsors who abide by CCPR contractual rules, leave the facility in an
acceptable manner, and are returned all refundable cleaning/damage
deposits following their events.
|
|
Probationary
|
First-time
events or event sponsors and events that were not returned a deposit
the previous year due to facility damage or contract violations.
First-time
events or recurring events whose deposits were not returned the
previous year due to facility damage, late payments or contract
violations shall be considered “probationary.” With the exception of
first-time events, recurring events in this category will be assessed
an additional 25% charge to the current fee for each facility rental,
move-in and tear-down day, and a refundable damage deposit at 150% the
standard amount. The
additional 25% charge to facility rental fees for event, move-in and
tear-down days is not refundable.
|
|
Poor Standing
|
Events or event
sponsors that were not returned deposits for two consecutive events or
years due to facility damage or contract violations.
Requests for facility use by events or event
sponsors in this category for two events may be refused.
Event
producers whose deposits were not returned for two consecutive or
annual events due to facility damage, late payments or contract
violations shall be considered in “poor standing.” Events in this category
will be assessed an additional 35% charge to the current fee for each
daily facility rental, move-in and tear-down day, and deposits at 200%
the standard amount. The
additional 35% of facility rental fees for event, move-in and tear-down
days is not refundable.
|
|
|
“GOOD STANDING” SECURITY/CLEANING
DEPOSIT
|
“PROBATIONARY” (including
First-time Lessees) SECURITY DEPOSIT
|
“POOR STANDING” SECURITY
DEPOSIT
|
|
FAIRGROUNDS FACILITY RENTALS
|
|
|
Asphalt area -
includes stages, carnival lot, covered barbecue, parking lots, 2 large
bleachers, 2 small bleachers, 25
picnic tables, 10 trash barrels
with one liner each (vendor
permit, overnight camping with and without electricity are additional.)
|
$700.00
|
$1,050.00
Required
|
$1,400.00
|
|
Commercial building with
restrooms - includes fully
stocked bathroom and 5 trash barrels with one liner
each.
|
$300.00
|
$450.00
Required
|
$600.00
|
|
Commercial
building without restrooms - includes 3
trash barrels with one liner each.
|
$300.00
|
$450.00
|
$600.00
|
|
Fine Arts wing
of Commercial building only - includes 2
trash barrels with one liner each.
|
$125.00
|
$187.50
Required
|
$250.00
|
|
Restrooms only
(without Commercial building rental) – includes fully
stocked bathrooms.
|
$200.00
|
$300.00
|
$400.00
|
|
Carnival lot
or Parking lot (for events not renting other facilities) - includes 3
trash barrels with one liner each.
|
$300.00
|
$450.00
|
$600.00
|
|
|
|
|
|
|
Beverage
Concessions Area (previously
called “Beer Garden”) - includes one
trash barrel with liner.
|
$125.00
|
$187.50
Two required
|
$250.00
|
|
Any other
Fairground building (#14-15 – Home Economics; Hospitality;
#10 – Floriculture; #1 – Hobbies; Civitan and any
animal barn) - includes 1
trash barrels with one liner in each building.
|
$125.00
|
$187.50
One Required
|
$250.00
|
NOTES: There
is a refundable key deposit of $40.00 per key (maximum $160.00)
required for all facilities. (Required)
When possible, CCPR provides the
complimentary furnishings listed above (bleachers, chairs, tables,
etc.) at each facility. Upon
availability, CCPR will provide the furnishings listed but is not
obligated to provide them if CCPR has the ability to rent them to
another lessee or is using furnishings for a CCPR-sponsored event.
OTHER SPECIAL EVENT FEES FOR CCPR SERVICES AND
EQUIPMENT
Services
& Equipment offered based on availability.
|
SERVICES, EQUIPMENT & FEES
|
UNIT
|
UNIT COST
|
|
Park Impact Fee (for events expecting 500 or more
attendees.)
|
Per event
|
$100.00
Required
|
|
|
|
|
|
Individual vendor or food booth permit with one
110v outlet or 20 amp electricity
|
Per event
|
$25.00
Required,
amount TBD
|
|
Individual vendor or food booth permit without any
utilities
|
Per event
|
$15.00
|
|
Blanket vendor permit
|
Per event
|
$220.00
Required
(can the food concessions also be under this fee)
|
|
Additional 20 amps for vendor or food booth
|
Each
|
$12.00
|
|
220v outlet for vendor or food booth where
available
|
Each
|
$35.00
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Picnic Table Relocation or Removal
|
Per hour per staff (minimum 3 staff) for delivery
+ rental
|
$10.00 per table
12Required
|
|
Bleacher Relocation or Removal (small set)
|
Per hour per
staff for delivery + rental
|
$30.00 per small bleacher
Leave
as is
|
|
Bleacher Relocation or Removal (large set)
|
Per hour per
staff (minimum 2 staff) for delivery + rental
|
$70.00 per large bleacher
Leave
as is
|
|
Hand-held radio to communicate with CCPR office or
event staff (includes charger)
|
Each
|
One included with facility rental; full
replacement will be charged for lost or destroyed radios
|
|
Folding tables (Delivery
will be charged at staff hourly rates)
|
Per hour per
staff person for delivery & set-up + rental
|
$10.00 each
|
|
Folding Chairs (Delivery
will be charged at staff hourly rates)
|
Per hour per staff person for delivery &
set-up + rental
|
$2.00 each
|
|
Ticket Booth (Delivered within Fort
Tuthill
Park)
|
Per hour per
staff person for delivery + rental
|
$30.00 each
|
|
|
|
|
|
|
|
|
|
SERVICES, EQUIPMENT & FEES
|
UNIT
|
UNIT COST
|
|
|
|
|
|
CCPR Staff assistance when scheduled in advance
and between the hours of 7:00 a.m. and 5:00 p.m.
|
Per hour (staff minimums may apply)
|
$25.00
Budget 2 Hours Friday
|
|
CCPR Staff when scheduled in advance and outside
the hours of 7:00
a.m. and 5:00 p.m.
|
Per hour (staff minimums may apply)
|
$37.50
|
|
CCPR Staff when not scheduled in advance and
between the hours of 7:00 a.m. and 5:00 p.m.
|
Per hour
(staff minimums may apply)
|
$50.00
|
|
CCPR Staff when not scheduled in advance and
outside the hours of 7:00 a.m. and 5:00 p.m.
|
Per hour
(staff minimums may apply)
|
$75.00
|
|
CCPR staff post-event clean up. Staff may elect to
contract cleaning personnel with the cost being forwarded to lessee.
|
Per hour
(staff minimums may apply)
|
$75.00
|
|
|
|
|
|
|
|
|
|
Trash can liners
|
Per 100
|
$50.00
Required
|
|
|
|
|
|
|
|
|
|
Trash & Recycling Receptacles
|
Per
hour, per staff for delivery + rental
|
$5.00 per receptacle
|
|
|
|
|
Late Charges
|
1.75% per month (20% per annum) or maximum allowed
by law, together with expenses incidental to collection including
reasonable attorney fees
|
|
Returned Checks
|
$25.00 each
|
Total to
county: $2465
Cash out
bubble (county only): rental
prepay and security deposit
$2465 +
$2250 = $4715 (probably
due at signing)
Open issues (re
county)
Umbrella Insurance policy (((
maybe $1000 ))) ask ARCA
Not currently in budget-------
Toilet cleaning Guess $300
Security
Guess $300 (( pay to Posse or
similar, as they will be on site anyway))
First
Aid Station (trade-out with Posse or similar)
Non
Country open issues
Food Concession
agreements Net
zero
Evening BBQ
Risk $250
Sunday Pancake
Breakfast and Ramada fee if selected
Risk $200
Raffle and
relationship to senior clubs’ raffles.
I lack the historical
relations between food vendors and ARCA.
In the top level budget I have treated the three food
activities and raffle(s) as revenue neutral, that is to say they
neither make nor lose money. As a precaution I have added in a small
risk amount for the BBQ and Pancakes.
So long as all of these events don’t cause
significant risk and hold the prospect of returning some profit, it is
possible that some good revenue could be added and the overall
complexion of the swapfest revenue materially changed. This should be a
topic of immediate discussion by
the committee when the plan is approved.
With respect to
raffles by others, it might be worthy of discussion to take a gentle
hand on sale of raffle tickets by funding senior clubs, as defined in
the discussion, they might in fact make up the shortfall from their
first year swapfest investment through the sale of raffle tickets.
Tables, chairs,
backdrops primarily used in Vendor Hall
Total Rental in Flagstaff
300 chairs
$405
45 tables
(8’) $450
160’
Backdrop
$520
Deliver &
retrieve
$ 70
Tax 10 %
Damage insurance 10%
Budget all in
$1700
Signage Guess $400
Dumpster
Waste management
$450
Tickets, vendor
contracts
Guess
$500
paper work excluding
promotion.
Promotion
$750
QST 1/12th page March,
May, June, July. Four inserts at $173 (ARRL Sanctioned Rate) = $692.
$50 printed
announcement sheets.
Staff Tee Shirts
$250
Thank You Dinner
$600
Contingency
$1000
Includes
deposit risk
Grand
Total $8465
ARCA and
five senior clubs at $1000/ea. net $6000, float $2465 against presale
of spaces & deferred payments.
Income
900 tickets at Gate
$3.50 $3150
less 8 % net $2898
150 outside spaces @
$20
net $3000
10 inside vendors @
effective $175 average net $1750
(Liberally discounted
to get renewed vendor participation)
Anticipated
Revenue: $ 7648
Year One
shortfall:
$ 817