[AGA-sc] Fw: [AGA-conheads] Convention Field Trip 2006

We have the details on the Field Trip costs -- basically, for estimating purposes, $1,200 for a bus of 50 seats, including $200 for snacks. It actually turns out to be closer to my estimate than SFs, in fact a little bit higher.

Based on these figures and a Field Trip price of $30, the Field Trip breaks even at 40 subscribers, loses $300 at 30 subscribers and nets $300 at a full bus. If we want a breakeven at a lower number, say 30 subscribers, then we would need a price of $40.

If we assume we will fill the bus, then a Field Trip price of $24 would give a breakeven at $50.

I'm thinking that we might have more subscribers if we stick closer to $25 than to $30 but the biggest factor will be the total convention registration.

So I suggest a price of $27, which yields the results shown below

Estimated Field Trip Results for Various Numbers of Paid Field Trip Fares

Paid FTs	12	18	24	30	36	42	48	50
Revenue	$ 324.00	$ 486.00	$ 648.00	$ 810.00	$ 972.00	$ 1,134.00	$ 1,296.00	$ 1,350.00
Costs	$(1,200.00)	$(1,200.00)	$(1,200.00)	$(1,200.00)	$(1,200.00)	$(1,200.00)	$(1,200.00)	$(1,200.00)
Field Trip Net Revenue	$ (876.00)	$ (714.00)	$ (552.00)	$ (390.00)	$ (228.00)	$ (66.00)	$ 96.00	$ 150.00

sh

----- Original Message ----
From: Leon Garden <usgardens@sbcglobal.net>
To: Convention Planning <aga-conheads@thekrib.com>
Sent: Thursday, March 30, 2006 5:53:39 PM
Subject: [AGA-conheads] Convention Field Trip 2006

Howdy All,

I now have a bus contract that includes the "extra" charges I didn't know about with the first proposal.

10 Nov 2006

730 Depart Sheraton

900 Arrive Monterey Bay Aquarium

930-1100 Welcome; MBA orientation briefing; River Otters R&D briefing; behind the scenes tours in groups of less than 10 people.

1100-200 Visit aquarium exhibits, wander Cannery Row or whatever; on your own

230 Depart MBA

400 Ar! rive Sheraton

The contract cost for the bus for 12 hours is $900 and includes everything EXCEPT a gratuity for the driver (usually $50 and is optional) and a $25/hr charge if we use the bus for more than 12 hours. The bus is based in Monterey and the contract cost includes the bus and driver deadheads between Monterey and South San Francisco, all the gas surcharges and taxes. This price is significantly lower than any bids from transportaton companies on the SF peninsula.

The coffee, juice and pastry on arrival at MBA can be optional (add it if you sell the 50 seats on the bus) and budget $200 for AGA Board discretion. Budget the $50 gratuity if you are happy with the transportation. And budget an additional $50 just in case something unlikely causes the bus to be over 12 hours.

My suggestion for the charge to those making the field trip reservation is $35 -- that makes the break ! even point about 35 seats sold; and as I expect, we will fill the bus quickly with 50 people which leaves a positive reserve of at least $550.

Reservation for the field trip made and paid with convention registration is limited to the first 50 people. And I can still accommodate 10 more people on the MBA entry and tours that are in Monterey independently on the 10th. You can decide to hold these 10 tickets in your pocket or devise a scheme to have people pay for the entry and tours separately from their registrations.

So, I'm through with the Field Trip Proposal -- let the auditors examine it and make your decision to accept (or not) the proposal. I need a commitment from who ever can authorize it for me to sign the contract and agree to repay me the $900. You need to decide to include the (optional) field trip in the registration package and to determine the charge for the trip you can be comfortable with. ! The bus contract is not in effect until I sign it. The aquarium facilities for a group of 60 are being made available to AGA as a contribution to the SFBAAPS for support of the AGA convention.

This will be a fabulous addition to the 2006 AGA Convention.

Leon Garden.

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