Announcing ScapeCon: July 29th-August 1st

[Sir Heroscape]

Originally Posted by Hendal

Nice, for the rooms, what are you/they thinking? 2 People per room? for this price?

Good question. Some of us may be comfortable with 4 per room (i guess if someone is cool with sleeping on the floor with a sleeping bag or something) to help cut room costs...but yeah curious if the hotel will have restrictions around that.

Also, on the vaccine mandate... While good intentioned, that could turn away some people since there isn't even a vaccine mandate really anywhere, nationally or statewide. I think requiring masks is fine (hotel probably requires it right?), but there's really no way to verify someone took their vaccine unless you ask to see their receipt or vaccination card or something, and that's really not appropriate.

Also, good details/logistics...this sounds like an incredible deal this hotel is providing for us...I'm excited! Also, we're currently at about ~25 confirmed with at least 15 or so maybes, what's the "cutoff" date for knowing where we stand on attendance...will it be actual people who show up? or will there be a deadline? Also, what is the pricing structure if we reach, say, 50+ in the event this blows up and we get a ton of people coming out?

[Dragon Ruler]

All good questions. Not sure I have good answers.
As for number of people in the room, if we don't have a minimum number of rooms we need (and I'm not sure we do), I'm not sure if there is a restriction (well, there must be, but I don't know what it is.) Because we are paying a per person charge for each meal, the rooms are independent of the food costs.
I'd like to hear from people regarding the vaccine issue. We want to run a safe event. I don't know about masks -- I presume masks are required and will be in four months.
I'm seeing vaccine mandates for colleges now on a daily basis -- many colleges are requiring a vaccine for fall semester and have announced mandates in the past week (Duke just announced today) and I presume that trend will continue. That's just an example. We just want everyone to be safe.
We will probably need first deposit to secure the ballroom in about 2 weeks. I will know more on timing on Tuesday. We're hoping that people who have been thinking about this (it's only been a week) will commit now that we know the pricing.
Our ballroom costs are fixed -- we have to spend $xx on food. If we get more than 40 people, we can maybe drop the food costs a little (but not much) for everyone as the vast majority of the cost is food and not prizes. We've already knocked the food cost down from the initial estimate (25% down) by reducing the menus (removing some items from the buffets, etc.) (We received an initial catering menu, and I was able to work with the sales director and he worked with chef to create options for us.) There isn't much room to go down much farther. I'm not sure what the upper limit on attendees is (that would be a nice problem to have) from a space perspective.

[Hendal]

I will probably end up hitting Ohio once before SCon to get my shots ( easy in Ohio, not in the frontier of CR ). Eventually I feel you will need to have it to fly, and I like flying, so I am getting it when I can.
If we can have tables closer if we are all vaccinated, I am fine with that, but am not worried, To be honest I wondered if we where all vaccinated would we have to wear masks in the game room? I can see in the food area when the staff is there behind the lines, but I am guessing that is silly thinking?

[Dragon Ruler]

I think we can have tables closer together, and more attendees, if all are vaccinated which is exactly what we were thinking, particularly given that we would like tables for other games (and @Deroche wants half the room for his little toy car game -- which looks very cool by the way.)
Not being required to wear masks while gaming would be a real bonus.

[Major Q23]

I'm in. This is going to be the Mecca of Heroscape in 2021! I can't wait and hope to see a ton of people there!

[OEAO]

After a 3.5 hour Skype call with my crew, we've come to the realization that we need 24 hours to mull a few last specifics over. We plan to release events tomorrow.

[Dragon Ruler]

Originally Posted by OEAO

After a 3.5 hour Skype call with my crew, we've come to the realization that we need 24 hours to mull a few last specifics over. We plan to release events tomorrow.

Somebody from that crew needs to take charge and be a decider.

[Hahnarama]

I want to thank all of you in advance for the work you've put into this

Curious about the hotel....is a nicer place like a Hilton or Sheraton? or a dive like a Motel 6?

LOL

[Dragon Ruler]

Closer to Hilton/Sheridan than Motel 6. Most hotels like Motel 6 do not have restaurants/ballrooms. I think everyone will be pleased with the hotel. The hotels we are waiting for quotes from are similar quality.

[Hahnarama]

Originally Posted by Dragon Ruler

Closer to Hilton/Sheridan than Motel 6. Most hotels like Motel 6 do not have restaurants/ballrooms. I think everyone will be pleased with the hotel. The hotels we are waiting for quotes from are similar quality.

Cool!

:fingers crossed Drury Inn: LOL

Hey my one piece of free advice in helping with a local Con for the past 12 years, you guys should spend the $99 and set up an LLC ASAP! I would also suggest that you set up a separate bank account and PayPal account

Can't wait for details!

[Dragon Ruler]

I appreciate the advice. I thought about setting up an LLC. In Connecticut, it's $120 to the state (not a big deal) with an annual fee of $20, but then we need to get a tax ID number and file a tax return. Until recently every LLC had to pay a minimum tax of $250 even if you didn't make any money or even if you lost money. Although that fee is now gone (which is a miracle in and of itself in that the State of CT never reduces taxes) it could come back at any time (particularly once the feds stop giving the states COVID money and people decide it's safe to move back to NYC thereby taking their high incomes that we tax heavily with them.) The bank I use charges $20 a month for a business account unless you keep at least $1,000 in the account at all times. Major PIA. If this is successful and becomes an annual event, then maybe we set up the LLC and build the charges in.

[Hahnarama]

Originally Posted by Dragon Ruler

I appreciate the advice. I thought about setting up an LLC. In Connecticut, it's $120 to the state (not a big deal) with an annual fee of $20, but then we need to get a tax ID number and file a tax return. Until recently every LLC had to pay a minimum tax of $250 even if you didn't make any money or even if you lost money. Although that fee is now gone (which is a miracle in and of itself in that the State of CT never reduces taxes) it could come back at any time (particularly once the feds stop giving the states COVID money and people decide it's safe to move back to NYC thereby taking their high incomes that we tax heavily with them.) The bank I use charges $20 a month for a business account unless you keep at least $1,000 in the account at all times. Major PIA. If this is successful and becomes an annual event, then maybe we set up the LLC and build the charges in.

Damn what a mess. I have 4 separate LLCs in 4 different States that I do work in. Trust me it makes my quarterly taxes so much easier. Those Ct rules SUCK!

As far as a bank goes I went with Credit Unions. They did not require the insane $15 minimum balances that say Chase wanted