[RMC List] - Tri-State FAQs - Registration Fee Questions

[halpinem at comcast.net]

Hello Members of the PPCC, RMC, and CNM,       (David Allin - Please forward on to the folks in the CNM Club)



Over the past couple weeks, several folks have asked about the $15 Registration Fee, which is listed on the 2019 Tri-State Registration Form, specific to this year's event in Alamosa, CO.


Rather than continuing to answer those, and a variety of other questions individually, I figured I'd provide the following FAQs (frequently asked questions) to everyone in the three host clubs, based on my own experience, just in case there are others with the same questions on their minds.



Tri-State 2019 FAQs


Q:  In filling out the 2019 Tri-State Registration Form, I noticed a "Registration" cost now associated with the event.  Is this a new fee, why was this implemented, and what is it to be used for?

A:  You are correct, this is the first time a registration fee will be collected as part of the Tri-State event registration process.  This fee was implemented to offset the overhead costs associated with running the Tri-State event. 



Q:  Why do I need to pay a registration fee for a weekend car event?  Nobody else does that!

A:  While new to the Tri-State process, a registration fee has been collected, for years, from folks attending the CORSA Convention, the Great Plains Roundup, the Heart of Texas (HOT), the Great Western Fan Belt Toss, and many, many other regional events.  The implementation of this fee, today, is simply recognizing that in order for the Tri-State events to continue, for years to come, we have to begin developing an operating budget which folks can actually plan against.    



Q:  Is the registration fee to be paid per person, per club membership, or per registration form?

A:  Per registration form, covering the attendees listed on that form.



Q:  Why are the registrations required to be pre-paid?

A:  With respect to the requirements of our caterer and t-shirt vendor, we have established a cutoff date of May 3rd for all registration forms to be received.  Establishing a clear deadline for receipt not only allows for participants to plan their attendance, but also provides time for the t-shirt vendor to print and deliver our shirts prior to the start of the event, and, for caterer to order the food and supplies for the banquet meal.  So, it is important for folks to understand that after May 3rd, there will be no additional event shirts ordered, and if their meal is not pre-ordered, and prepaid, there is no guarantee of a seat at the table for the banquet.



Q:  What is the typical budget for a Tri-State event?

A:  As any previous Event Chair will tell you, when the host club accepts the rotating responsibility for coordination of the event, typically our only guidance from the Treasurer is; “Don't lose money for the club”.  So, with no defined budget, club member Volunteers work hard to plan an enjoyable, cost effective weekend for participants, where they can enjoy their Corvairs, catch up with old friends, and make new friends along the way.



Q:  What are the major costs associated with hosting a Tri-State?

A:  Typically, there are three major cost areas associated with the event; Facilities (for the Banquet and the Car Show), Event T-Shirts (everybody loves a t-shirt), and Food (Banquet/Catering).  In planning each of these areas, the goal is to not make a huge profit, but instead, to "break even".  In doing that, it is understood that any expected profit in one area is to be used internally to offset a potential loss in another area.



Q:  What types of "overhead" costs need to be covered?

A:  Overhead costs vary from event to event, depending on how the Event Chair chooses to conduct the event.  While some clubs may opt to print and frame a paper certificate for their "best-in-class" car show trophies, others may choose to go big, and provide a nice piece of hardware for a winner to take home.  Deposits for facilities, such as the banquet hall can run upwards of $500 for the evening event (between weddings and other local events, available space is often limited, so options may be limited).  If we plan to use a local park for the car show, they typically require a deposit as well (many times we avoid that situation by doing the car show in the parking lot of the host hotel).  Catering of the food is generally offset by the price participants pay for the meal, which we all try to keep as low as possible.  However, when you add in tax and gratuity for 125 + meals, you've just added a couple dollars to the per meal price.  If servers are involved (waiters or buffet), or we ask the caterer to provide the flatware (plates, napkins, utensils, etc.), that's a couple more dollars added on.  In the end, the price of the meal is rounded up, so everything (minus alcohol) is included, and participants don't have to "take care of their waiters" at the end of the night.  The last heavy hitter is the t-shirts.  In trying to keep costs low for event memorabilia, we negotiate with the printer for not only the best price for shirts, by volume (the more shirts we order, the less each can cost), but also for the graphic art set-up fees, which can sometimes run over $100, depending on the complexity of the design.  So, those are just a few of the "hidden costs" associated with the event.  If you have to pull parking permits, or meet other local requirements, the money has to come from somewhere, and that's the real intent of the new registration fee.



Q:  Do Tri-States make money, or lose money for the host club?

A:  That depends.  If all aspects of the event are planned properly, and all unforeseen circumstances are accounted for, the host club stands to make maybe $500 for their efforts.  For each of the three host clubs, this event can be viewed as a tri-annual revenue generating opportunity, which usually does not generate a lot of revenue.  Often, the club actually loses money.  For example, in 2013, the PPCC sponsored event lost $400 on the banquet because they did not plan for the gratuity.  And, last year, the RMC lost a couple hundred bucks on the banquet because folks who said they would be coming to the event did not show up.  With the money already paid to the caterer for those requested meals, it was simply a write off to the club.  I mention these two examples only to illustrate that while you can try to plan for everything, something unexpected is likely to happen, and you need to have a buffer in accounting to offset that loss.  Otherwise the club eats that loss, and it becomes a negative experience for the host group.



Q:  Can I expect to see a registration fee associated with every Tri-State going forward?

A:  I can only speak for this year's event planning, however, I would expect that once each of the host clubs recognize the benefit of this additional revenue, it will become a staple of the Tri-State planning process.



If you have any additional questions, please feel free to reach out to me directly at this email, or 303-619-0080.


Hope to see you all in Alamosa!


Drive Safe!



Ed Halpin

2019 Tri-State Event Chair

2/8/19


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