posted 06-29-2006 07:34 AM                  

Our problems stem from a lack of information (and payment) for some activities. We do not a single activity where even half the people attending have indicated they are going. That means most of what we thought would be large group cruises won't be large. Here is a list of some of the activities and some of problems this lack of participation creates.

REGISTRATION FEE - we still have over 25% that have indicated they are attending that haven't paid. This means we can't give the hotel good info on numbers of people for the opening reception and have rethought having live entertainment because we don't have the $$$ to pay them.

GO CART RACES - out of 200 people only 36 want to go cart race???? It takes 75 people or 100 paid laps to get the 10% discounted price. This is just one venue that has planned extra staff to accommodate our group.

KY HORSE PARK - this was going to be the first large scenic group cruise, going through t he state capital grounds and horse country. 57 people/not cars- people/ say they are going on this. This was to be the location of the group photo. Now that Neal has made arrangements for a photographer, we made to rethink this as there aren't enough cars attending. It is doubtful the photographer will want to travel and shoot pics for less than 30 cars.

CAPTAIN'S QUARTERS DINNER - they were planning on reserving an entire outside areas for us. This is a VERY scenic spot on the banks of the Ohio River with a great view of the sunset and boats entering and leaving the marinas and boat slips on the creek alongside the restaurant. This is a casual dress, sit back and relax evening dinner. Again, they need to plan for staff etc.

DRAG RACING - only 16 cars - no problems really, just small turnout.

MAMMOTH CAVE - besides the four of us local planners only 4 other others are going to join us. This is the largest cave system in the world and maybe the fact that all four of us locals are going there may tell you something.

CORVETTE PLANT/MUSEUM - 52 people heading there. This may not be enough to get our own private tour so the times may change and the group going to Mammoth Cave may not be cruising along with the Corvette group as planned. If many people think they will decide at the last minute the public tours may not have the staff to handle a larger group and create delays.

BANQUET - covered by registration fee. We need to let the hotel know so they can schedule banquet staff and order food.

BUFFALO TRACE DISTILLERY - just need numbers so they can be prepared.

HUBER FARMS - this present the biggest problem. Based on the comments of the past POA people that have gone there, this was going to be the most "looked forward to " meal of the event. We rented Party Barn and made a non refundable deposit of $500.00. We initially told then we could have as many as 200 but planed for 150 considering people leaving early, etc. We have 62 people so far. I am calling them this morning and seeing what new arrangements we can make. This may result in a change of where we eat, menu selection, and maybe cost. They have turned down other business to rent us this Party Barn but we are not close to racing the minimum $$$ needed and may lose our $500 deposit.

PLEASE - send us your info and payment. At this point, email or PM me or Kelly and tell us what you will attend AND that payment is on the way. With the long July 4th holiday looming, we need to make decisions right away.

Thanks

posted 06-29-2006 08:54 AM                  

already preregistered/paid for the 'main' but forgot the others.... better late than never?

posted 06-29-2006 09:19 AM                  

Please take this as an observation / friendly criticism. I'm confused with more than ONE thread opened for this event and needing responses from me. Maybe it's just me...if there are costs (for any activity), state that in the original thread on the 1st page...if there needs to be min. or max. - state that in the original thread on the 1st page...if money isn't collected - state that on the original thread on the 1st page. The rational for this is some / a lot / of POA members aren't as active on the site nor check in periodically. This doesn't address navigational issues, for some, to other sections - General Discussion vs. Upcoming Events for additional info.
Just a thought!

posted 06-29-2006 09:39 AM                  

quote:

---

Originally posted by MeanGene:
Marty,

Please take this as an observation / friendly criticism. I'm confused with more than ONE thread opened for this event and needing responses from me. Maybe it's just me...if there are costs (for any activity), state that in the original thread on the 1st page...if there needs to be min. or max. - state that in the original thread on the 1st page...if money isn't collected - state that on the original thread on the 1st page. The rational for this is some / a lot / of POA members aren't as active on the site nor check in periodically. This doesn't address navigational issues, for some, to other sections - General Discussion vs. Upcoming Events for additional info.
Just a thought!

---

Gene - I appreciate your comments. On the other side of the coin, we get messages, posts and emails saying the Event thread is too long and they don't want to read it all. We tried for the longest time to keep everything in one thread.

At this point there is a major concern (on my part particularly) that the lack of response by a huge number of people is not only making our planning next to impossible but may lead to the cancellation of the photo shoot that has been on and off several times and will prevents us from giving good information to venues and businesses that need to order itms and schedule staff to serve our needs.

I understand you want to keep this simple for POA members.

Most posts in other sections have been to direct people to the info in the event sections.

We posted a one page form with all costs listed and asked for a response. To say the least it has been dismal - less than half. We still have over a quarter of teh people that haven't paid registration fees that have posted for mopnthsd on the first page of the event thread. If people do not want to attend certain activities or meals or crusies, that is absolutly fine with me. If the just want to come and hang out in the parking lot, no problem. Please just be aware that we need information to make decisions for the entire group.

I realize everyone has an opinion on how we should do things and I realize as planners, we will always be wrong in somebody's mind.

Gene -I'll attempt to look at the points you brought up and see if we can implement or steamline anything tonight.

The best thing would have been if we had found the time and made the effort to have the registration set up on the web page Fred developed for the Texas event but at the time we did not all the info we needed and reverted back to doing it the way we handled the Smokies.

posted 06-29-2006 09:46 AM                  

quote:

---

Originally posted by DIXIE Cat:
Marty
You have indicated by email that you rec'd our fees and our form was included and clearly marked with what we would be able to participate in but I believe the original attendees's list hasn't yet been updated. I understand the tremendous responsibility planning this event entails but like I already stated we were unsure of our participation until recently. I do apologize for that.
Thanks again to you & the Archers for undertaking such a tremendous task.......again! The Smokies was fantastic and I'm certain this one will be as well.

Nancy

---

Nancy - I am sorry - I thought I responded to you in an email. Perhaps it did not go through. Your envelope was received at Gary & Kelly's house yesterday. It was sitting on their kitchen table when we left last evening along with three others. The prowleronline.com website was down last evening and we were unable to update anything last night. Kelly will be updating the listing today.

posted 06-29-2006 10:58 AM                  

Thank you again for all you guys & ladies are doing.

posted 06-29-2006 11:11 AM                  

Keep the info coming, please!

We expected a certain amount of slow or no responses but during my extended time working out of town I just didn't realize how few had been received. In hind sight we maybe should have sent a reminder earlier, but the important part now is for us to find out what people want to do.

We really just want to provide a fun atmosphere for POA members to gather, cruise, drink, eat, explore and have a good time.

Thanks

posted 06-29-2006 01:44 PM                  

Do you have a list of those and their screen names that haven't responded? Maybe a number of us could send out reminder notes and follow up with them. Kind of a divide and conquer strategy. Sorry that the response has been so slow but we clearly understand your valid concerns.

I really ahte to say this, but unless there is something in the General Dicusion forum, many, many people never see the post.

posted 06-29-2006 01:46 PM                  

One good point, as repeat clients. Huber's will work with us assumming we hit the 100 person mark which I believe we will. We had 62 paid before yesterday's mail and I have received repsonses so far today that another 8 - 10 want to go and I feel like at least 100 will want to go there. I need to give them guarenteed numbers and send payment next Friday. If we end up with only 80 we will have to pay the extra $380.40 but that is better than losing the deposit.

posted 06-29-2006 02:53 PM                  

Whatever it takes to get in that group photo...I'm in!!!

posted 06-29-2006 02:54 PM                  

quote:

---

Originally posted by RPL:
Marty,

Do you have a list of those and their screen names that haven't responded? Maybe a number of us could send out reminder notes and follow up with them. Kind of a divide and conquer strategy. Sorry that the response has been so slow but we clearly understand your valid concerns.

I really ahte to say this, but unless there is something in the General Dicusion forum, many, many people never see the post.

---

Bob - here is link to post on General Discussion from a few days back listing people who haven't paid event fee yet. It is current up to before yesterday's mail. I know Kelly received envelopes from a couple of people on the list yesterday and will update agian tonight. We tried last night but bthe web site was down and she can't do during the daytime hours everyday.
http://www.prowleronline.com/ubb/Forum1/HTML/015028.html

posted 06-29-2006 07:47 PM                  

quote:

---

Originally posted by tangled up in BLUE:
hotel told me recently the rooms were all booked up....tried again today, still none available...didn't want to commit to fees without a place to sleep ...I am supposed to call back tomorrow and speak to another lady, but at this late point I probably won't make it for the whole week, maybe just a day or so...

...I'm not sleepin with AC again, he snores and farts, plus he had his hands all over me ALL night long...

---

posted 06-29-2006 07:52 PM                  

quote:

---

Originally posted by TooHipCat:
[B]Marty,
How much does it cost for the horse park? Do you guys need the money up front?

Whatever it takes to get in that group photo...I'm in!!!

Brian[/B]

---

posted 06-30-2006 07:23 AM                  

quote:

---

Originally posted by Marty Usher:
I would hate to not have a photo session if we can find a time and place to get everyone together.

---

I agree and sorry for all the stress that you guys have been put under.

I owe you a beer...root beer...or even just a glass of warm milk for your troubles. Just name your poison!

Brian