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Have you ever done any dragon boating.. each boat holds 20 Paddlers a steers person and a drummer.
200 participants would fill 8 boats with a few spares..
Based on entry fee of 500$ to 750$ giving a gross income from teams to cover cost of 4000$ to 16000$ not including fundraising and donationsMarketing cost newspaper, internet site, letters, posters, and TIME lots of your time and volunteers time this has value and cost too that should be considered ...hummm "lets meet at the coffee shop"... well the organizer should pick up the tab for the volunteers 15 volunteers show up consume 5$ each = 75$ You may have several get together's. Organizing the set up of the event.
Cost of telephone calls and printing,,,,, Legal...and accounting....
Insurance cost are a big one to cover...2,000,000$ is minimum. If the park or Municipality requires 5,000,000 you may be looking at 5000$ in insurance to cover your one day event. Prices vary depending on insurers experience with sport events. The more experience the better the pricingTaxes
If you only have 8 teams coming to the event you could get by with 2 or 3 boats. Rental costs would be between 1000 and 2000$Then you will need to think of shipping cost Where the boats are coming from. and returning too. This can be as costly as the boat rental. Boats are 41 feet long and 550 lb each. This means that your average driver will not be able to tow them behind their car and the boat rental people may not be willing to have their equipment at risk with an inexperienced person.
Commercial transport can handle the trucking But can you handle the unloading? you may need to have a tow truck with a boom to unload and load the boats = 80$ to 200$++ x2 (Unloading and Loading) if all goes well.Shipping cost can be $1.50 a mile or more each trip and destination is different. If your boat rental company delivers the boat s and supplies a technician, set the boats up then you are looking a labour cost and housing for 3 days
Were you planning on having practices === need for boat and gear, place to store them, Staff or volunteers to care for the equipmentVolunteers need to be cared for!! Water coffee juice a t shirt maybe. To run even a small event you will need people to direct participants where to park, people to pick up litter, people to take registration, people to do race marshalling, people to run the start boat, safety boat, set up the
course, set up tents and booths, manage food and water, take pictures. start the races, do the timing, write the times on score boards for the participants to see. announcers, D J or live music, a sound person,electrical supply or generators. Clean up and take down crew. You may also need a night security person or persons. and a safe place to keep everything the night before the event.
Red Cross or St Johns ambulance or EMS should be on site and has a cost even if they are free and volunteer it is expected that you would contribute to their service ===maybe==$200Setting up a race course, taking it down timing equipment personal marshalling, dock assess, P A systems, Safety boats, start boat, Fuel for boats and vehicles, Water bottles, and more, food vending permits, contacting the police, fire, and municipality for approval.
Medals and prizes Say a decent medal is 3.50 to 5.00 x at least 2 sets x 25 team members =$250.. We recommend Medals for every third team, so if you had 21 teams you would need at least 7 sets of medalsEnsuring your event is not in conflict with another event in the same area.
You will also need to secure the right to have your event, where / you may have to pay for access /usage of the water. You may think it is free but if you are running an event then the municipality may want a payment of say $150 to several $1000
You may also wish to have the boat rental company run the whole thing for you start to finish. There is naturally a cost for this. and we would be happy to quote when you are ready. www.lively-dragon.com info@lively-dragon.com 905-407-2174 cell ask for Ramsay or JackieHummm=== I am sure I missed some thing, gosh did you bring the batteries for the mega phones==== gulp
Start Horn???Sunscreen??
Make a detailed list needed by each person in each area "garbage bags"safety vest for parking attendants" ==== Think each job through from start to finish === make a CHECK LIST use it!!!!
Lol you will be glad you did...It sounds like a lot to deal with and it is to do it right and be safe.
It can be very rewarding personally and for your team of volunteers to put a success event together and hopefully grow it into something the generates good in the community.You can do it!!
Ramsay