Generally held in later April, Sun n'Fun is close to Oshkosh in the scale of the fly-in and exhibition. COPA has generally had a volunteer-organized casual dinner one evening. Paul Platt provided the following writeup on how to do it. There was not an event in 2008.
COPA SUN N FUN LUNCH
PLANNING GUIDE
The COPA luncheon held during Sun n Fun has been a very popular event. Usual attendance is 100 or more. Because of the popularity of this event plan on having at least 2 additional volunteers for the day of the event (more would be better).
The event has been held on the Friday of Sun n Fun and usually lasts for 2 hours. The location is at one of the Activities Tents that are available for rent. The tent that holds 200 is best. The rental cost for that tent was $225 in 2008. You can find the tent rental information on the Sun n Fun website (Sun n Fun.org) under Facility Rentals and Catering →Special Activity Tents→Sun n Fun Activities Tent #2. There will be a phone number listed for contact information.
Food and beverage must be ordered from a vendor on the Sun n Fun approved caterers list. This is also found under Facility Rentals and Catering. Click on Caterers. This cost for the food and drink is usually $12 - $14 per person after adding tax and the 15% that goes to Sun n Fun. Don’t get too fancy – barbeque or cold sandwiches are best. (NOTE: IN THE PAST WE HAVE RUN SHORT OF PLATES, PLASTIC WARE AND DRINKS – people tend to take 2 or 3 plates in their haste to get to the food).
The food order should be adjusted 3 days prior to the event. Registrations tend to start very slowly and build quickly in the last week. Figure food for the number of people registered 3 days before the event + 10%. Cirrus usually has 6 to 10 people but they are offset by no shows.
In the past we have been able to get Alan or Dale Klapmeier to speak to the group.
Notice of the event should be posted on the forums about 30 days prior to the date of the event giving every one a heads up to watch for the registration which will follow. The registration should be at least 2 weeks prior to the date of the event.
During normal economic times sponsors can be found to help offset the costs of the event and/or to provide money or products for door prizes. Depending on weather or not door prizes will be given out the lunch has been $15 to $20 per person.
HINTS:
GET HELP. MAKE SURE YOU HAVE 2 OR 3 HELPERS FOR THE DAY OF THE EVENT.
DO NOT TAKE SPECIAL FOOD ORDERS. USUALLY SOME ONE ELSE WILL TAKE THE SPECIAL MEALS WHILE YOU ARE ATTENDING TO SOMETHING ELSE.
HAVE THE CATERER BRING EXTRA PLATES, PLASTIC WARE AND BEVERAGES. YOU WILL RUN OUT!
You are responsible for cleaning up after the event. Round up some helpers before every one disappears.
(Added by Tim 2-20-10)
PRICING:
COPA's usual practice for events where we charge members is to shoot for break even on the event including all out-of-pocket costs. Be sure to include registration fees.
REGISTRATION:
COPA uses RegOnline for event registration. You will be able to get real-time reports of how many people have signed up, and the registration site will collect the fee for the event via credit card. The credit card proceeds will be received by Donna in the COPA office. There is a cost associated with using RegOnline of $4.50 per registrant, so be sure to include this cost when determining what to charge for the event. The COPA web geek will set up a RegOnline event upon your request. Please communicate with him about 2 weeks before you want to start taking registrations.
PUBLICITY:
To publicize your event, write up an announcement of your event, emphasizing the marketing of the event rather than logistical details, which can come later. It may seem obvious, but please be sure to cover the basics: Who What Where When Why How.
Post your announcements on the COPA "Events/Places/Destinations" forum. Ask the web geek to make your post "sticky" so that it will stay near the top of the forum.
MEMBER QUESTIONS:
Members need a contact number for questions on any event. You can use COPA's generic event email address (events@cirruspilots.org), which will result in Donna handling routine inquiries and registration questions/problems. (She will forward questions to you that she can't handle.) If you wish you can include your own email address.
Email contact to set up the registration and any other COPA website publicity: eventeditor@cirruspilots.org