[SCCC09] SCCC Planning Thread

By Shukura. 04/11/08, 07:36 am

Is there a specific thread where we're supposed to say if we're wanting to go or not? Or is this it? Well whatever. I'll be going~ Very Happy

By **Auroa**. 04/11/08, 07:48 am

Not at this stage, but we'll make one soon methinks~

I'll need to book our place soon, cause its in the holiday season so people might be booking camps and such now oO

btw: I'll revive the games thread we used for CCPC, I've added stuffs~

By **Riven_**. 04/11/08, 10:26 am

I don't mind driving a van ~~now that, you know, I have my full liscence and all~~.

COSPLAY CHESS[/strike]athon[/strike]!!! FTW!

...And remember. Let's not plan too much for Sunday morning, 'cause (speaking from experience here) no one will have enough energy to do anything. *nods*

By **Auroa**. 04/11/08, 10:28 am

APART FROM RANDOM DANCING!!!

hahahah good times there xD

yes, point taken sir~

By **seraphik**. 05/11/08, 02:12 am

i'll probably have my full by then, and i'll also have my car- so any transport of items/etc i'd be glad to help with.

but yeah, CARNIVAL! i think we should do a photo scavenger hunt, because those are awesome.

By **Auroa**. 05/11/08, 02:15 am

Oooo
that would be awesome ^^ might solve the issue of how we get you guys from Dunedin up, depending how many of you are coming.
Btw, can you spread the word down there?

By IcyRose. 05/11/08, 02:20 am

I'll be heading down from Chch as I'm up there for the Christmas/New Years break. Not sure if many Dunedin people can make it since it's also around the time people are moving flats.

By **seraphik**. 05/11/08, 02:31 am

oh i just realised if it's around the 8th-11th of jan i won't be able to make it as i'm flying up to auckland around then 8(

By **Riven_**. 05/11/08, 02:33 am

Well it's the 3rd/4th, so you're all good! ^^

By **Auroa**. 05/11/08, 02:29 pm

Halp me.
I'm back to the horrible circle. It loops man, it loops.

People will want to know how much it costs before they tell us 100% that they're going yeah?
BUT.
We wont know how much it costs till we know how many are going.

Wha?

Like... if we have more people then cars so we need vans (it'll add more $ to the ammount)

Ya know?

So...
when do we make the roll call cut off date? oO
and how do we make that date?

By IcyRose. 05/11/08, 05:18 pm

From the past experience of the dorm organising for Auckgeddon, our cutoff date was 6 weeks before the actual event, as that was as late as they wanted us to pre-book but we also overbooked in case more people wanted to join in after that deadline, so we had a 3-week grace period in which we allowed latecomers to fill in the spots we prepared for them and for last-minute decision-makers to pull out. We also made sure everything was paid 2 weeks before arriving.

However if we applied that here, then our cut off date would be like the 22nd of November which is probably a bit too early. I'd say maybe we try get everything organised, 4 weeks in advance, have a 2 week grace period and probably get all the money issues sorted as late as possible. So perhaps make the cutoff date the 6th of December?

By **jpwise**. 06/11/08, 12:14 am

Are we looking at the same place as last time to stay? If that's the case then didn't they give you a fixed price per head anyway, and just a max number of beds, if so that'd take care of the accomdation.

Transport - yeah, could be trickier. 3 options.
1) People arrange their own transport. Parts/NakedBus/Plane/Etc.
2) Car pooling.
3) Van rental.

We were originally looking at Vans if the numbers justified, but yeah, they were a lil bit pricy, however you could take 10-12 people instead of just 4-5 in a car. I've still got the notes i made from the last time round if you want them Aura.

Also if adding people isn't a problem (fixed per head prices) then probably work on a combination of 2 & 3, with any latecomers who don't get in early enough but still want to come left with option 1.

By **Auroa**. 06/11/08, 07:23 am

Yeah I'm still thinking of the same place, but I have to ring and see if its free etc~

its just transport... and what we're gonna do about food thats the issue.
We can't really work it out till we have our numbers, so can they wait till the 6th decemeber?
Hey jp, if we need a van, how early do we have to book in advance?

By **jpwise**. 06/11/08, 12:10 pm

I think the figures were about a month, but you can book it closer, but selection of vehicles would be more limited. ie: diesel vs petrol, auto/manual, etc. They didn't really offer any discounts for early booking from memory.

By **Auroa**. 06/11/08, 12:15 pm

Also since its more of a holiday season then back in Aug

gah ohhhhhh the organising =_=

What was our first plan about food? Did we even have one before we changed location?
Cause we probably wont have a diary close by like at chch ahah. oO;;

so far cost is
$10 for camp (probably)
$ ~ for food
$ ? transport

By **jpwise**. 06/11/08, 12:25 pm

OK. I've dug up the info from my old thread back in June.

jpwise back in Jun-08 wrote:: Aura: yeah, if they take creditcard they'll likely either just use it as security, or do the $50 in which case I'll sort it out with everyone later.

As for the costings. I'm starting to work out some figures now.
Van - 12 seater - Rhodes Rentals Winter Weekend Special - $279 for the weekend. Comes with full tank, must return with full tank.
$279 / 12 people = $24 each (rounded up to nearest $ to give a buffer)
Luggage Trailer = $30 /12 = $2.50 (unless you want to be squeezed in like sardines amongst all the costumes & props). Could probably share a trailer between two vans tho, they're pretty big.
The vans are Toyota Hiace's 2.4 -> 3L motors.
Based on fuelsaver.govt.nz site apparently these use about 12.4L/100k. Doesn't say if the 12.4L/100k was fully loaded or not.
Based on discovernz.co.nz site it's 170km from Christchurch to Timaru (340k round trip)
Christchurch <-> Timaru = 43L fuel there and back. Say 50L to be on the safe side.
Based on discovernz.co.nz site it's 204km from Dunedin to Timaru (408k round trip)
Dunedin <-> Timaru = 51L fuel there and back, say 58L to be on the safe side.

Based on a full 12 people in each van, not factoring in splitting a single luggage trailer between two vans.
Van : $24
Luggage Trailer : $2.50
Accom : $10 for overnighters, $5 for day use if raining.
Fuel - Christchurch : 50L @ $2.009 = $101 / 12 = $8.45 ea fuel.
Fuel - Dunedin : 58L @ $2.009 = $117 / 12 = $9.75 ea fuel.

Assuming overnight, and excluding food arrangements:
Christchurch attendees: $24+2.5+10+8.45 = $44.95
Dunedin attendees: $24+2.5+10+9.75 = $46.25

So based on my calculations we're going to be looking at just shy of $50 each, but that does include the $10 for those staying overnight, so the only thing after that is food. Of course all of the figures are geared with a margin of safety, that said petrol will likely eat that up with increases.

I do like the idea of doing a dinner in town though, that would be funky, but if it's at a restaurant etc people will probably need to allow for ~$20 each, and a buffet restaurant like the Auckland dinner last year would probably be the best idea to avoid problems with the bill at the end.

That was about as far as it got and then it all fell over and got changed into CCPC instead. Petrol & Diesel have come down since then, and although I've technically changed jobs I've still got usage of the fuel card, and probably the Toops card aswell that lets you buy at Trents in South Island (supermarket wholesalers).

Edit: according to my notes I also switched the van rentals over to a crowd called Kiwi Direct for the ChCh van Rental, and NZ-Rent-a-Car for the Dunedin leg. They had better prices back then.

By **Auroa**. 06/11/08, 12:36 pm

Hmmm... any clue on how cheaper the van option would be now with the petrol change? Would it be that much cheaper, or are we just talking a few dollars here?

By **seraphik**. 06/11/08, 12:50 pm

we won't have a driver for dunedin. again. ;; and hmm... aughhh i might not be able to go... i might have summer school & people might be moving in with me around then

um, um

i'll think of something!

By **jpwise**. 06/11/08, 12:52 pm

A fair bit of difference. I still had a 15% buffer on travel distance, but am pretty sure i had accurate pump prices when I worked it out.
Back then it was pump prices:
Petrol: 2.06/L
Diesel: 1.74/L

Now the pump prices are:
Petrol: 1.68/L
Diesel: 1.27/L

Basically it drops about $16->$20 off the fuel costs for the trip. Not huge huge, but still a couple of dollars per person in a 10/12 seat van. Other than that I'd need to rework all the figures for current season rentals, etc.

Edit: Not forgetting they may go up again a bit before it happens.

By IcyRose. 06/11/08, 12:55 pm

As far as I'm aware Summer School starts on the 5th of January and I thought your move in date was the 16th. This appears to be set for the weekend before Summer School.

By **seraphik**. 07/11/08, 01:01 am

oh, coolio then. it's just affording it 8D

(it might have the be the 22nd-23rd because my father changed his flight date alsdkfjalka)

By **Auroa**. 07/11/08, 07:01 am

What are you talking about there the camp or the move in date?

xD

YOUGOTACOME

and thanks for the info jp, yeah thats quite a difference here's hoping petrol stays down >>

By **Riven_**. 07/11/08, 07:56 am

PETROLPRICESSTAYDOWNPLEASE!

Hm. About the foo~d. I has ideas, yo.

Satday:
*brekkies. Feed self at home.

*lunchies: picnic? quick sandwhiches before hitting the carnival? carnical food?

*dinners: fish&chips (cheap!)? dinner out (not cheap)? carnival food? self-made foods? pizza/fast food?

Sunday:
*brekkies: ~~if people are awake~~ cereal? toast? froot? all brought from CHCH...

*lunchies: picnic? carnival foods? ~~nothing for the people who are still sleeping~~

*dinner: home for dinner?!

Who knows?! DESCISIONS!!!

By **Auroa**. 07/11/08, 08:01 am

Oooooooo
yus, good good xD

Lol planning to go to the carnival twice huh? Razz

don't forget the carnival is in Timaru, the camp is near Timaru but not in it. I'll try and work out the location/time/distance... cause you know I mean that might help a little *smacks head*

oh so do we go out and buy stuff (so everyone pays *whatever amount for food as well) or do we get them to bring their own?

oO

By **Riven_**. 07/11/08, 08:06 am

^^

I put in lots of options depending on when we go to the carnival.

When are we planning on going to the carnival? I vote Saturday 'cause then we have energy lefts...

I think we take breakfast, just 50 boxes of cereal is a waste. ~~or, you know, a bajillion loaves of bread... XP~~ and organise a little bit of food for a picnic, but otherwise people bring their own picnic lunch for one of the days, and some moneys for dinner/the other lunch? maybe?

Hmmm..... ~~fairy bread.. yum~~

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