REVISED & UPDATED: Men's Fall Knitting Retreat 2008 (West Coast)

WonderMike's picture

Okay Everyone, this is a LONG POST. It’s got lots of information and I need answers from those folks who have expressed an interest (Note: this is cross-posted in Ravelry on the Men Who Knit forum).

Hello Everyone,

I’m going to begin this post by saying a big thanks to all for your feedback and enthusiasm for this event. I know that it’s a tight turnaround in terms of confirmation and planning, so I understand if this doesn’t work for some guys. Since this is my first time planning something like this, I appreciate your patience and your advice in getting all this all sorted.

I spoke with the Point Bonita event coordinator yesterday and I have more definitive costs and another weekend possibility on 10/24-26. Here are the details:

The cost per person for the Point Bonita YMCA Conference & Retreat center is $148 for the weekend. This includes the cost of the conference room (Holsinger Room). There are two other charges that will be split equally among the attendees:

1. Environmental Educational fee ($75 split among the group) for the teaching mission of Point Bonita. This is a standard charge for every group using the facilities.
2. General Liability Insurance (could be as much as $600 - I’m waiting for quotes from calls I’ve placed). Obviously the per person cost is dependent on attendance. (To be perfectly frank, this might be the deal breaker for us, but I’m trying to be optimistic and waiting for the quote. Most church and school groups already have this so it’s not something they normally have to worry about).

There will be an individual cost for transport depending on how each person wants to make it to the event. Most likely it will be a combination of public transport from the airport plus a taxi to the retreat site OR an organized carpool from the airport to the site.

Next, we need to think about the contract and deposits. Contracts would need to signed once we confirm in mid-September. Ten days after the contract is signed we would need to put down a 25% deposit to the Point Bonita Y. Two weeks before the event, the remaining 75% must be paid. We will need a central person to collect the monies for the insurance; this time out it will be me. These monies would need to be sent to me before the event, but I’m waiting to hear back on that with my quotes. Since it’s so close to the event, none of this will be reimbursable.

We originally proposed the weekend of 11/7 since it was available and could accommodate 20 people. What I failed to realize is that YMCA have a 20 person minimum attendance for each group. Having said that, we could “piggyback” another group on another date (10/24-26), which means that we’re all there at the same time, but we wouldn’t need to confirm 20 folks. I know this changes things a bit but it gives us another option. We have until September 15th to confirm with the YMCA if this is something we want to do. This gives us a bit of time to discuss on this forum.

To sum up:
We have until September 15th to decide and confirm if this is something we want to do. There will monies that will need to be sent to me (preferably PayPal; I’m sure there’s a % charge for this, but I’m not sure how much). To be candid, I’m a little nervous having to be responsible for all this cash, but if I can get a commitment from folks and ability to pay within these deadlines, I’m ready to take the plunge.

Here are several scenarios based on estimated attendance.
(9 attendees – Michael, Stephen, David, Brian, Kyle, Doug, Kevin, Chuck & Sean… a couple more have been mentioned but they are “unknown commitment”)
$148 per person – Point Bonita
$67 per person – Liability Insurance (based on estimated $600 total; depends on final quote I can get)
$8.50 per person – Environmental Education fee (based on $75 total)
$50 – cost of getting you to and from the retreat site (I’m totally guessing here, because there are a few permutations: carpool/rental, cab, ferry, and combinations thereof)
$273.50 - Total Weekend Cost Per Person with 9 guys (does not include the cost of airfare if you’re flying)

(15 attendees)
$148 per person – Point Bonita
$40 per person – Liability Insurance (based on estimated $600 total; depends on final quote I can get)
$5 per person – Environmental Education fee (based on $75 total)
$50 – cost of getting you to and from the retreat site (I’m totally guessing here, because there are a few permutations: carpool/rental, cab, ferry, and combinations thereof)
$243.00 - Total Weekend Cost Per Person with 15 guys (does not include the cost of airfare if you’re flying)

(20 attendees)
$148 per person – Point Bonita
$30 per person – Liability Insurance (based on estimated $600 total; depends on final quote I can get)
$3.75 per person – Environmental Education fee (based on $75 total)
$50 – cost of getting you to and from the retreat site (I’m totally guessing here, because there are a few permutations: carpool/rental, cab, ferry, and combinations thereof)
$231.75 - Total Weekend Cost Per Person with 20 guys (does not include the cost of airfare if you’re flying)

ANSWERS WE NEED FROM ALL OF YOU BY AUGUST 18TH:

1. Are you still interested based on these cost estimates and date options?
2. Which weekend is best for you 10/24 or 11/7 (Nov. 7 needs 20 confirmed attendees)?
3. Are you comfortable sending me money via PayPal?
4. Can you commit by September 15 and have payments to me by September 25th (25% deposit/contractual deadline) and again on October 10th (75% deposit/contractual deadline)?

Please, please, please do NOT purchase airfare until we know that this thing is happening. I don’t want any ill will or hurt feelings in case we’re not able to make this happen.

steve kadel's picture

i would be interested, but

i would be interested, but only for the nov dates.

WonderMike's picture

Hey Steve, I've got you on

Hey Steve, I've got you on the list!! Thanks for posting.

nrsbear's picture

I haven't been on in awhile.

I haven't been on in awhile. This sounds like fun. I'll go backwards and read more, but I think I'd be intersted.

The October wekend is better 'cause the Nov weekend is getting close to opening a Christmas Show in San Jose--but I think I could swing it in Nov, too.

Question re: the "dorm-style" accomodations. Is there electricity near the beds? I am a big guy (read "bear") with sleep apnea and use a Bi-Bap machine at night. Very soft, white noise for those around me, but do need the electricity.

Michael Johnson
San Jose, California

I like making a piece of string into something I can wear. ~Author Unknown

WonderMike's picture

Hey There Michael, Yes,

Hey There Michael,

Yes, there are outlets in the room. You should have no problem with your device.

Are you on Ravelry? Please post over on that forum, so that folks get a sense of the numbers. I've added you to the tentative column for the November dates.

Cheers,
Michael Wade