Social Events

Sometimes a good social event can save an average regatta or make a great regatta a truly memorable one. Sarah Ashton of Charleston, SC, tells you what to do as well as what not to do. Great advice from someone who has been there.

Don't forget Fun on and OFF the water

Great racing makes for a great regatta, but parties help! Especially if the weather does not cooperate.
There are several issues to take into account when planning your shore side functions;

1. the age range of the sailors,
2. the number of expected guests,
3. the location of your club,
4. your club's facilities
5. your budget, and last, but definitely not least,
6. your volunteer pool.

The age range appears to be a no-brainer, but Juniors get bored easily. A cocktail party is not their thing (nor should it be). See if another satellite function can be arranged if there will be a lot of juniors. The real test if the event is all Juniors - crepes and quiches probably will not do. Actually one event had a raw bar for dinner one night; the girls were less than impressed and really hungry afterwards. A lot of pizza places will give you a really good deal on 25 pizzas.

Catering to 50 versus 200. It is cheaper to hire a caterer per head for 200 people than 50. Easier for a club to prepare for 50. 200 is a lot of dishes, need something to eat off napkins!!

If your club is on the shores of Gitchigoomi 50 miles from East Podunk, you pretty much have a captive audience and would do well to have something each night, continental breakfast in the mornings and sell lunches. And you will have family hanging out during the day that you may want to provide some activity for. But if you are in downtown New Orleans, your guests would appreciate a couple of free evenings to check out wining and dinning in the city. Of course if you are in downtown New Orleans with 50 Juniors……………

As we all know, a big limit is the facility. A tiny kitchen? Chips and dips are good or how about a caterer? No big room? Rent a tent - it may rain. If you can find an alternative site, like an aquarium or a very cool NASCAR museum, and can easily transport sailors, that can be a lot of fun. No or inadequate indoor pumping? No beer - oops, rent some portolets.

Your treasurer will really appreciate attention to a budget. Just remember everything costs more than anticipated. Get a realistic budget to include waterside expenses like marks, fuel, beer, lunches and the ever budget draining trophies. Know upfront what you have to work with. And how much your club is willing to kick in or how much you can get sponsors to kick in. You have 2 entry fee options all-inclusive for all or charge per function. Both have pros and cons. All-inclusive makes the event look more expensive especially to the skipper footing the bill. Charge per function, usually not many advanced sales, a pain to collect/sell tickets at the functions. You can have great functions that are not too costly especially if you do all the catering with your volunteers. Stouffers makes mean lasagna.

Do not overlook your volunteers. You need them badly. You probably have some closet volunteers; they just need to be asked. Do you have a group that really likes to cook? Another that like to decorate? Some that adores taking up tickets. A DJ member? And don't forget those that love to clean up afterwards so that when the sailors come for continental breakfast at 7:30 the next morning…………. Be kind to your volunteers, you will need them again.