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Post by Deleted on Oct 9, 2014 17:28:42 GMT
I was thinking of trying to hold one but am wondering about all the pros and cons. Will it be a good experience and at least a little bit profitable or not worth all the work? When I was a Memory Works consultant, I used to hold weekend-long crops all the time (everyone was local and went home at night). It was so fun to organize and then be there for the weekend, helping scrappers have fun and get a lot of scrapbooking done  I live in an area with lots of fun possibilities of where to hold one - wineries, beach houses, lake houses, etc. But I wonder if the cost of renting the space would make it cost prohibitive to attend and/or eat up any profits I might make. What do you think? Are there any insider tricks to getting, say, a vacation rental for cheap in the off-season or something? I wonder about meals, too. I'm no great cook and don't want to spend MY whole weekend in the kitchen - although some food prep of course is expected. Should I keep the food simple and only kind of 'break even' on that expense? Have it catered and build that cost in? Don't provide other than snacks/drinks so people could bring what they like/need (i'm thinking food allergies, gluten-free,etc) and could enjoy the local restaurants? What other feedback or ideas can you share? What do you like/expect in a weekend retreat? Is there a ballpark amount you usually pay? Am I crazy to be considering this??  |
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Post by blueswede on Oct 9, 2014 18:16:58 GMT
I can tell you about my most recent experience and maybe it will be helpful. It was arranged by a social group of Club Scrap members so it was arranged by volunteers. It wasn't intended to be a money-making venture.
*Cost to attend Friday through Sunday was $125.
*They rented a conference room at a hotel.
*They arranged a group rate for anyone who wanted to stay at the hotel.
*May Flaum taught a card class one afternoon.
*They arranged a discount at the local scrapbook store.
*The hotel price included a full breakfast so the hosts didn't have to worry about that.
*Some food was provided but I don't think that is a requirement of a retreat. I have gone to some that only provided the minimum. The food that was included was either purchased or prepared by volunteers: pizza lunch with salad; dinner with crock pot barbecue pork sandwiches and salad; tea/lunch at someone's home; fruit/vegetable/cheese tray; cookies; nuts; etc.
*There was a contest for the best-decorated box (cardboard box was provided and you decorated it from your stash).
*We received goodies throughout the weekend. Some were probably donated.
I will say that the hosts didn't seem to have any time to scrapbook (they did an excellent job).
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Nov 25, 2024 13:48:52 GMT
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Post by Deleted on Oct 9, 2014 18:34:17 GMT
Thank you, Eileen! That's very helpful. If you stayed at the hotel, how much did that add to the price - say $125 to attend plus $200 for 2 nights hotel w/tax = total $325'ish? We don't have any LSS anymore unfortunately so I can't include anything like that  I love the contest and extra scrap goodies ideas. I'm looking at beach houses now just to get an idea & the ones that sleep 5-8 run from $275-650/night which seems doable. |
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Post by blueswede on Oct 9, 2014 18:56:15 GMT
Beach houses are cool. I rented one in Pismo Beach with a couple of girlfriends and had a great time.
The hotel was in Fairfield so you would think it would be cheap since it is not a popular destination. But everything seems to be overpriced nowadays. Quoted price was $104 a night. We stayed two nights but after taxes and surcharges, it was $250 just for the hotel. It was a nice place and it is definitely more convenient to stay at the same location. Home was only 30 minutes away, but I still wouldn't want to make the drive back and forth. We had 24-hour access to the conference room.
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Deleted
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Nov 25, 2024 13:48:52 GMT
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Post by Deleted on Oct 9, 2014 19:00:50 GMT
Where I'm looking is Cayucos, not too far north of Pismo! It's a cute little town with lots of things to walk to.
I hear you on the hotel price. We stay in Fairfield-type hotels a lot around CA for club sports and we feel lucky if it's a decent place for $100 or less, and the taxes jack it up even more.
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Post by Crazyhare on Oct 9, 2014 19:20:02 GMT
I attend a retreat a few times a year. And it's at a camp type place. During the Spring, Summer and Fall they host lots of youth group, school groups and Scout groups. But they also have adult groups that come in. So some years we eat with a ton of kids. But all the housing is spread out. They have various sizes of cabins and houses. They even have a hotel type structure.
It's usually pretty cheap . Dinner Friday, 3 meals Saturday, and 2 meals Sunday are included. It runs about $125. We get there around 2 Friday and leave after lunch Sunday. It's a bare bones type of place. But it's clean, they cook for us and we have a private house so it's quiet to scrap.
Maybe that is a type of place you could locate close to you.
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Deleted
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Nov 25, 2024 13:48:52 GMT
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Post by Deleted on Oct 9, 2014 19:45:09 GMT
Wow, that is a great price for all you get, Connie!
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Post by cmpeter on Oct 9, 2014 21:44:39 GMT
We rent a retreat house owned by a local church. Cost is $75 per person for Thur-Sun or $10 if you just come for the day. With a minimum of $500. We generally have no problems meeting the minimum as we have about 7-10 folks on average attend. Anyone can reserve the space...so maybe check and see if any of the churches in your area do something similar.
It's not a money making venture for us.
For food, we aren't really near a lot of places to eat and the house has a full kitchen. We assign a meal to each person and you cook/clean for that one meal and then enjoy what everyone else cooks for the rest of the meals. We have a Facebook group and everyone will list out what meals they are eating and what they are cooking.
Everyone gets a least a 6' table, generally more...last time I had an 8' and a 6' table. Sometimes we have a class or two (we have a CTMH consultant that attends and she often shares a couple projects with us.)
We have looked at renting a house. Besides being more expensive, there often isn't enough space for everyone to scrap, just something to keep in mind.
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jediannie
Pearl Clutcher
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Jun 30, 2014 3:19:06 GMT
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Post by jediannie on Oct 9, 2014 23:02:47 GMT
My scrappy friends & I have rented houses & split the cost of the house (usually ends up cheap if people are willing to share a room) and then 1 or 2 people are in charge of each meal, splitting the meals between everyone). I think the most I've spent for a weekend like that was $200 Thursday - Sunday. Like CMPeter said, you have to make sure there is enough room for everyone to sit for cropping which narrows down the housing options a lot. Each person also brings a gift for a goodie bag (usually between $2-$5, if there are 10 people, they bring 10 of the item) and we make our own goodie bags.
Organized weekend crops - I'm attending one in Carmel in a couple of weeks and the cost of the retreat is $220, plus hotel which was $119/night. Most of the meals are included (except for 1 dinner). They will have a goodie bag at each seat & you share an 8' table. I believe the hotel where we're staying is catering most of the meals.
In your scenario, I think it might be good to cater in one meal and provide snacks/basic beverages (water, coffee, tea, soda) and have people have the rest of their meals on their own. Or if it's a benefit crop, maybe a local business would donate food or catering for the event.
If the crop you're thinking about holding is for a cause (like Breast Cancer, etc) consider asking different scrapbook companies for donations for prizes or the goodie bags. Or if you can get scrappy stuff at wholesale costs, that would be better than paying retail for goodie bags/prizes.
Hotels are nice because there usually is a lot of room for cropping and if you stay at the same hotel, you can always run up to your room and power nap if you need it.
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jediannie
Pearl Clutcher
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Jun 30, 2014 3:19:06 GMT
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Post by jediannie on Oct 9, 2014 23:06:00 GMT
Oh yes, and get payment IN ADVANCE from each attendee! I went to a weekend crop where the organizer (I use that term loosely because she was so NOT organized!) had people pay when they got there and a lot of people flaked, leaving her in the whole money-wise.
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Post by Crazyhare on Oct 9, 2014 23:21:18 GMT
Wow, that is a great price for all you get, Connie! I also live in the land of cheaper costs of living. So I'm sure in California it would cost more. we do have to bring bedding, I las way take a sleeping bag. It's a pretty place in the mountains. But I like going when the weather is yucky. It's easier to stay in all the time. |
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Post by pamc on Oct 10, 2014 12:34:10 GMT
I've arranged weekend crops for years now. ALWAYS get a non-refundable deposit in advance - way in advance. I estimate how many people I think will come, subtract a couple, and then divide up the conference/crop room cost by that number. That's the non-refundable deposit. The very few times I've had extra money, I've bought bottled water or made Starbucks runs with it.
We have the meals catered. Sometimes use the same caterer for all meals and sometimes chose more than one. The group of women who come year after year are wonderful. They basically say, 'Just tell us when and where and how much'.
I don't do "extras" because that's just more out of pocket expense for each person.
While hotels tend to be more expensive, it's nice to have the amenities. Some hotels will give you a better price on the conference room if you use their food service. Most will charge you a ridiculous service charge if you don't use their food service.
We encourage attendees to teach an informal class and sometimes they just happen spontaneously.
It's a lot of work to coordinate but worth every second for me.
I'm a travel agent - if I can ever help negotiate a good rate for an event, please don't hesitate to contact me (or use my website http://www.tarheeltraveler.net).
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Post by myboysnme on Oct 10, 2014 17:57:31 GMT
I am going to a very popular beach getaway at a hotel. It is $190 double occupancy for the entire thing - Fri to Sunday, hotel included, large crop room, several vendors, restaurant on site but 4 meals are included. Each person gets their own 6 foot table.
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Post by camanddanismom on Oct 11, 2014 22:59:38 GMT
I go to a 4 day retreat at resort once a year. The venue has changed, but the format is the same. The retreats are off season so the venues give good discounts. Most meals are included in the price and the cost of the retreat depends on the number of people in a room and the type of room. We are responsible for Thursday dinner and Friday lunch. All other meals, beverages and snacks are covered through Sunday lunch. These are luxury resorts or inns. This year we are in a triple and the price is $340. The retreat is run by my LSS, so there is a store set up on site. There are goodie bags and gifts given away throughout.
If I were a host, the allure of being somewhere that does the cooking is highly attractive. The scrap space is dedicated so you can leave your things set up for the entire stay. Make and takes are included and there are classes available for a small fee.
This venue is very nice. Indoor pool, sauna, gym, bar, etc, running trails, spa. I never use it to its full advantage because I am all about the scrapping!
Good luck!
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kate
Drama Llama
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Location: The city that doesn't sleep
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Jun 26, 2014 3:30:05 GMT
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Post by kate on Oct 12, 2014 3:49:05 GMT
Y'all are making me want to go on a scrapping retreat!!!
I've been to daytime crops, but never a "sleepaway" crop. Sounds like soooo much fun!
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Post by sunshinescrapper1 on Oct 12, 2014 22:25:53 GMT
I host monthly crops and host yearly retreats for 13+ years now. I volunteer so no profit. I know I'm crazy but like you I love it. You are soooo right it's a lot of work.
The hardest for me was collecting the money. I made it so they can make 10 monthly payments for our yearly retreats. This way its affordable for all with a year to plan and place the date on the calendar. Our retreat is January each year on MLK weekend so 3 days. The total is due in October so all money for retreat is to be paid before the holiday shopping kicks in. This way I don;t have to hear....I'm broke due to the holidays. It's up to ME to come through for those who don;t pay so ALL MUST pay. This also gives me time to replace a non-payee for the sake of ME and the group.
Our retreat is local-no beach house or mountains, etc. We are 40 mins from the beach however, we are close so we can run to a soccer or baseball game on Saturday, grab ice cream or dinner around the corner. We use the local catholic retreat and conference center. They are non-profit just like us. Not only are we close to home, our inside entering dorm rooms (shared by 2) are in the same building as our crop room. We go to the dining room (in another building) for our meals. The dorm rooms are one twin bed and one queen bed. We rotate with our roommates each yr. for the queen bed. No tv or phones in room. Our rooms have all full showers.
We crop from noon on Friday until 3p Monday. Included is homemade lunch all three days. We leave for dinner together Saturday and Sunday. Friday all are on their own due to work schedules. It works out well. Breakfast is muffins, fruit, etc. We all contribute a little something to the hospitality bar-including coffee.
No vendors, no classes. We bring DVD's and play movies-classics and musicals as background noise. it's fun to hear everyone quoting the movie or singing Sound of Music. We also do a gift exchange on Friday once all have arrived. Each retreater puts together a goody bag for one retreater. We pull names to grab a goody bag. $15 limit. This is nice for the host-no thinking and no buying for all. We theme the retreat each year to help with goody bag and decorating the crop room. We make dorm name tags for the rooms and decorate the crop room. We round the fee for the retreat to pay for tablecloths, dorm name tags, paper plates, napkins etc. for the weekend.
Since I host after the room is set up and decorated, everyone has a dorm key, checked into the retreat center, etc. If the retreaters have any problems with their keys not working, toilet not flushing in their rooms etc. they call the retreat center-NOT yours truly. I can get work done. The ladies/retreaters are very respectful of it too.
It's work as I said but fun. Good luck and go for it.
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lisavb
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Jun 25, 2014 21:49:19 GMT
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Post by lisavb on Oct 13, 2014 18:15:52 GMT
I host two weekend retreats a year. One in the fall (in 2 weeks) and one in the spring. We use a church camp about 20 minutes away from the store. They host weekly camps during the summer but in the fall, winter and spring they rent it out to a number of groups including quilters, scrapbookers, businesses, etc. I charge $175 for the weekend. It starts at 1pm on Friday through 3pm on Sunday. It includes dinner Friday, 3 meals on Saturday, and 2 meals on Sunday. It also includes sleeping arrangements. Most times, that means a room with two queen beds and their own bathroom, pretty similar to a hotel room. There is no maid service through the weekend though. The meals are scrumptious and it's tucked away in a beautiful hilly/wood setting. Each person gets their own 6' table and I set groups up in "pods" so they are all together. I sit groups of 2-3 with another group of 2-3 to save some floor space. I try to have enough floor space so no one's chair is backing up into another chair and still have plenty of room to walk around without banging into anyone else's space. I provide a tool table with a Cricut machine, 200+ cartridges, a Big Shot along with all my dies, idea books, punches, sewing machine, and any other tools we use at the workshop room at the store. Everyone brings a snack to share and we set up a snack table, which is fun! Lots of fun things to sample, plus it works as a little bit of an ice breaker if someone needs a recipe for a great snack. We don't do any classes or anything during the weekend. I will demo a few things throughout the weekend if someone sees me working with something they've never seen before. I also make a pajama run to the store around 9pm on Friday night with anyone that wants to go. It's only about 20 minutes to drive to the store so we usually have 2 vehicles that drive back to the store. The door to the crop room is always open so people can stay as late or as early as they want. We are almost always the only group in the whole building during that weekend, so we kinda have the run of the place. I don't do any decorating, but they get a goodie bag at their spot full of scrapping goodies when they register. I have done a few weekends where I make up a little bag of "necessities" like bottled water, breath mints, a few pieces of candy, travel aspirin or something like that in everyone's room. I also place a little gift at their plate for every meal. That seems to be the thing everyone likes the best. Coming up to a meal and seeing what little goodie I have found for them. It's usually something that I get from vendors cheap, or even a donation from them with an order. So, I don't have to build in much cost per person for those items. It's a lot of work to prepare, but it is so much fun and the ladies all look forward to it! I also have an early sign up at the retreat for the next one. The ladies that come to the retreat get first dibs to sign up for the next one. I haven't sold out very many times yet, but they like getting a heads up early. |
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I love the contest and extra scrap goodies ideas.
