January 2018 Mismanagement Meeting Minutes

  • Noodle called the meeting to order at 1830.
    • Attendees: Pulley, 3, Skin, Noodle, P-Head, Porkless, Leggs, Padiddle, Bermuda, FIDO, Dirty, OD, Boneless.
    • Location: Elsa’s on Linden
  • Goals:
    • Get rego live.
    • Estimate costs as accurately as possible, balancing with risk of underestimating attendance.
  • Concern about food budget raising cost of the event due to kitchen limitations.
  • Noodle noted that goal would be to bring in 80 to 100 hashers.
  • OD suggested a 50/50 raffle could be done to award any overage back out.
  • Pulley presented a proposed campout menu.
    • Noodle asked if it was workable with kitchen facilities. Pulley confirmed it was.
    • Noodle asked how many volunteers would be needed.  Pulley said 4ish.
    • Pulley asked to pay two muggles from her team to help with food prep.
    • Numbers are based on 100 people @ $40 per person.
    • Pulley asked if incidentals such as trash bags should be included in the estimate.  Noodle said there was no separate line item for these.
    • Boneless offered to provide trash bags.
    • Boneless & OD offered to provide cups.
    • Total estimated food budget is $2922, does not include some labor.  Food prices expected to fluctuate.
    • Discussion about $40 per person for food and $20 per person for facilities.
    • Boneless raised a question about beer pricing. $18 per person.
  • 3 noted that we need to get rego live ASAP to maximize number of attendees.
  • 3 asked about insurance quotes.  Noodle has these, approx $2 a person.
  • Noodle asked about budget item for never leave camp weenies.
    • It was agreed that a separate budget item was not necessary. The beer budget for trail beer will be split as needed to NLC beer for those not on trail.
  • Hab estimated a hab fee between $5 and $7 to cover patches.
  • A separate optional rego item will cover other hab.
  • Boneless noted that he has access to a PA system for entertainment.
  • Padiddle noted that there is no power available for RVs.
  • Pulley asked if ice was available on site.  Fido responded that he did not know.
  • Noodle verified that we did not need to hire a DJ.
  • Slap (not at meeting) estimated $5 a head for entertainment line item.
  • FIDO noted that he had access to a trailer that could be used to transport people.  No budget line item needed.
  • Noodle briefed trail plans:
    • Thurs prelewd
    • Fri regular trail / NLC
    • Sat morning Bash
    • Sat regular trail (possibly with distance options) / NLC
    • Sat Shooting Star / Midnight Naked
    • Sun hangover trail (but actual trail!) / NLC
  • PHead has been researching trail ideas in Greenville.
  • 3 asked Dirty if a separate line item was needed for prelude hash.  Dirty said prelude will have its own hash cash.
  • 3 suggested a $99.69 rego price.  This leaves a pillow of few dollars for unexpected items.
    • Price $99.69 through end of February.
    • $10 bump in price each month after February.
    • Event will be listed at hashrego (among other places.)
    • No discount for volunteers.
  • FIDO noted that a more detailed schedule is needed with times and responsibilities for volunteers.
  • Volunteers will get special shirts and hare credit.
  • FIDO asked about the process of trading regos.
    • Porked recommended that no charge be levied for transferring regos.
    • Boneless explained the rationale for a transfer fee.
    • Noodle asked what the transfer fee would cover.
      • 3 noted that transfers should be controlled, people shouldn’t be able to transfer with coordination.
      • 3 noted that a waitlist will be formed when the event is capped.
      • Bermuda suggested that transfers not be allowed, refunds only.  This was agreed to be the best option.
    • Noodle explained the policy of how people who can’t interact with each other will be handled.  First one to rego will be allowed to attend.  Hashers affected by this issue have already been notified.
  • 3 explained that we all need to be aware of all activities to ensure we address concerns about inappropriate behavior.  Mismanagement needs to know what their roles are to respond correctly to any issues that might arise.
  • 3 explained that payments need to be made prior to registration price hikes otherwise the rego will be released.
  • Porkless explained that having walkie talkies for all mismanagement is crucial.  Several folks noted that they could provide walkie talkies.
  • PHead suggested a no nudity policy.  FIDO noted that the roads were infrequently traveled.  Leggs agreed with the policy.  3 noted that we have permission to be naked on site. We will communicate a no-nudity on trail (off camp site) in the rego info.
  • 3 suggested that agenda be available on the tags.  
  • Meeting adjourned at 1930.