Forums: Discussions for entrepreneurs and small business.

Here`s an example: Not so long ago, I was part of an online group that came out of AOL and eventually formed as an email group. We all were part of that first bloom of online friendships, dating, meeting, and so forth. There were about 50 of us, all around the same age (Baby Boomers), and we inevitably decided to meet for physical parties.

Although we never intended for things to get too formal, there were a lot of logistics involved, and so a couple of folks who lived in the town we picked would act as "organizers." They weren`t really event planners, more just helping out with the details.

We`d pick some town, either because it was in the middle of the country, or because it had some interest point we all had in common. So one of them was in St. Louis, although nobody actually lived in the city.

One or two of us would volunteer, and we`d set up two basic things that sound similar to your situation. The first was hotel space, the second became a sort of traditional Saturday night dinner. We`d arrive around Friday, leave Sunday morning, and everyone was responsible for their own plane tickets and rooms, dinner, and so forth.

Additionally, since we`d take a hospitality suite or room for 2 nights, with adult beverages involved, there`d be ancillary costs plust liquor bills.

Our time would usually be at least a couple of months out, what with organizing 50 nut jobs to do something in unity. With a weekend in mind, the "facilitator" would call around and ask about group rates from various hotels. They were always ready to talk, and would usually have a minimum number of rooms to start. From there, we could usually negotiate some sort of deal that was attractive.

Same with restaurants. We`d call around, find a nice place that could handle a rowdy bunch, often 25 people, but once in awhile up to all 50. Either they`d have a banquet section, or they`d have room to set us up in a whole section. Only once did we take over the whole restaurant. That too was negotiated, usually by choosing only a couple of options for the dinner menu.

In some cases, we just booked the space, maybe with a slight discount on drinks, and we`d all pay for our own meal on a massive group tab.

What happened each time was that the overage on the bar tab, along with various unforeseen incidentals led to a shortfall. So before everyone left, or sometimes later, by email conversation, we`d have donations. People kicked in whatever they could afford to make up the difference...usually around $300 or so.

Out of all this, we never had any bar, restaurant owner, or hotel chain even question negotiating. Having a large group is so common in the entertainment industry that it`s assumed. That being said, we also all just assumed we`d pay some sort of fee, whether as a deposit, or booking our rooms in advance, or whatever.

So it comes down to charging your event-goers a fee. As Robert said, when there`s actual money involved, people get a whole lot more serious and committed.

Okay this is great feedback.  Thank you very much for your valuable opinions.  This makes me feel much better continuing with my initial assumption of charging attendees upfront for services being organized & as the attendees start adding up (here`s hoping), I can discuss any necessary room changes as the date gets closer.  I guess I need to start going through my roladex of venues & seeing who`s willing to work the best deal with me.  Thanks again! Much appreciated advice.