So, meeting today with Eva Garcia. Right now, the headcount for the Prom is way less than the 70 she has pencilled in; we're looking at about 46, with a handful of undecideds.
Trying to sort out things I need to go over with her, so I'm braindumping it here - that way, people can poke me with stuff I've forgotten about.
1. Prom headount - My thinking is to knock it back to 60 instead of 70; does that seem too high? We still have the undecideds and I'd like to leave a bit of wriggle room.
2. erika's room - I'll get the name of the person who's going to be responsible for making sure erika and her mom have everything they need.
3. hospitality suite - fridge, removing beds in favour of seating, corkboard of some kind, TV/DVD player (although I seem to recall that we told them we could provide our own DVD player, if the cost is prohibitive using theirs). Making sure they know it's for three nights rather than four. Make sure I can get into it before it actually opens on the Thursday, to set things up in there. Find out how access is going to work (coded keys, or what?) Am I forgetting anything? Please to poke me.
4. Sunday luggage storage - arranging it so that those who are checking out of the HICC Sunday, but who want to do either the Bay to Breakers or just sneak over to our place after the race for a BBQ or outdoor lunch, can have the hotel store their luggage beyond checkout time. I suspect everyone doing that will be responsible for letting the hotel know, but I want to make sure Eva knows that's probable.
5. Prom itself - details, details, the devil's in the details. Not worried about the menu - I have it, and we can check it out as a group here in-thread as we get a bit farther down the road. But we have the traditional "cost of the banqueting facility is waived with $1500 worth of food and beverage combined" clauses, and I want to know what happens if we wind up at $1406.18, or whatever. Do we make up the difference? How do they tally up the bar tab to come to a total?
Also, the sound equipment for prom. We've already worked out with them that we can provide our own PA - hell, between Nic and Matt, we could probably stage frickin' U2. So at some point, ND can let the guys know just what's needed. Also, said guys are talking about a few genuine honest to goodness old-fashioned rock and roll amps and mics and whatnot, with, like, um, guitars, and maybe putting a set together. So, a) anyone not ok with that possibility? and b) must check with hotel to make sure live music, as opposed to recorded music, is ok with them.
Will probably add to this list as I go along. But, anything I've forgotten?
Current Prom headcount is 47 yes, 10 undecided.
I don't think we've ever had 70 people there before, have we?
No idea, but no problem, either, Jess. I'll just have her bump it back down.
I don't think we've ever had 70 people there before, have we?
DC *seemed* like a lot, but I think that's just b/c we were in such a small space.
Also, Deb, I think 60 is a good headcount b/c it provides some padding for the people who simply managed to not know about the poll yet were always planning on being there.
Re: the hospitality suite, do we have it on Sunday morning? What time will we need to vacate it? As always, clearing out/cleaning up all our debris will have to happen before checkout time Sunday, yes?
Steph, we'll have it until checkout Sunday, which is noon. My plan is scoot on down around half past nine Sunday, and clean it up. Anyone around who wants to help, 'twill be good, but again, it shouldn't be a huge deal; this isn't DC, where the Prom is being held in the same room. And thank heavens, all the Prom cleanup is included in the cost.
We should also figure out whether we'd like to start the evening out with a bar near the pool, and then move it indoors, or whether we just want to be indoors the whole time.
but again, it shouldn't be a huge deal; this isn't DC, where the Prom is being held in the same room.
Yeah, but -- IIRC, the hospitality suite at the LA F2F was a bit....trashed, and Prom wasn't in the same room.
IIRC, the hospitality suite at the LA F2F was a bit....trashed
Trashed how? I wasn't staying at the hotel, so I don't remember.
Dude. There will be NO TRASHING. Not unless you're bringing a rock star as a date and in that case, we'll hand him over to the concierge to deal with.
Seriously, I can see it being a mess, but when I think "trashed", I think of walls being graffitied and furniture being destroyed. And since I'm assuming everyone coming to this thing knows better than to do that, I'm not picturing any major trashing going on.
Humongous mess, yep. That, no problem.
Cool -- I meant "trashed" in the "humongous mess" sense, not the rock-star sense.
Heh -- I should have remembered that you have a different perspective on trashed hotel rooms (or, at the very least, people who trash them).
I just meant messy. Not Led Zeppelin.
Dude. There will be NO TRASHING.
Right. It wasn't that kind of trashed, just, needed a trash bag brigade and a sponge on that last day. During the length of the weekend, there tended to be random crap left around -- I think it became the de facto doodad exchange, as well as a lost and found -- but there were no raw fish, goats, or flames.
I have photos of the trash bag brigade, actually. We were pretty impressed with our mad housecleaning skillz.
