The Important Stuff



Sign-ups

The European Speedster Assembly sign-up form is here: http://goo.gl/KCvT0G



We will use this form to help us keep track of how many runners and attendees will be at the event so that we can plan and adjust accordingly. Please ensure that you enter your information in this form - even if you've submitted a game.



A separate topic for payment (with the discounted price) will be posted on the 18th of May.

Please sign up using the form as soon as you can confirm you're attending - the sign-up numbers will help us to determine a number of things, such as including prices and the layout of the venue.



- Important dates

Deadline for discounted sign-ups: 20th May 17th May

Posting of Payment Thread (with price): 21st May 18th May

Deadline for payment: 27th June (one month before the event)



- Pricing

The initial entrance fee is €50 for the entire duration of ESA.

Alternatively a 2-day pass is €25, which can later be upgraded to a full-time pass.



Attendees that pay in advance of the deadlines will benefit from a scaling price that is dependant on the total number of attendees. The initial target for the scaling to start is 80 attendees - we are expecting to exceed this considerably, so the price you pay is very likely to be less than the initial €50.



The entrance fee will be recalculated with every additional 10 attendees over 80.

For example (approximate costs):

100 attendees would pay €40 each.

120 attendees would pay €33 each.

150 attendees would pay €27 each.



However, after the deadline for payment has passed, the price for attending will be set at a flat €50. This is a process used by a number of similar events (Dreamhack, etc.) - whilst we aim to offer the discounted price, the costs and time involved in refunding payments is considerable. We hope to deliver an event which is well worth the €50 so please still consider attending if the deadline has passed - the extra money will be put aside for ESA2015, so you will also be playing a part in making future events a success.



Accommodation

There are two options for accommodation: Mass-housing and a hotel. Mass-housing is considerably cheaper, but likely to be less comfortable than the alternative. You are welcome to combine the two options and stay part-time at each venue if you choose.



- Mass-housing

The mass-housing is a large hall that you will share with other people - ideally you will have own travel bed, but if not we will endeavour to help you acquire one. This is based at The House of Culture in the Freja Hall (as used in ESA2013) and can be expanded to the nearby Loke Hall if necessary.

The cost of this starts at €25 for the entire stay, but the price will decrease the more people use it - the scaling cost for the mass-housing starts at 40 attendees. We expect the final cost for the mass-housing to be approximately €15. The walking distance to Nyeport is about 5 minutes.





- Hotel

The recommended hotel option is the Quality Hotel Prisma. -

The hotel offers double rooms only for 260 SEK (€27) night per person - this includes a breakfast buffet and free wifi. This hotel is only a minutes walk from Nyeport.

You will have to make the reservation directly with the hotel using the reservation code: 78951. You need to be at least 18 years of age to make a reservation, if you are underage, you can stay with someone who's 18+. You can pay on site either with cash up front or register a VISA/Mastercard on arrival and pay when you leave.



The reservation code ONLY applies when contacting the hotel through email or by phone. Not through online bokning.



Contact information for the hotel:

Phone: +46 (0)500-48 80 00

Email: q.prisma@choice.se



Our Budget

Entrance fees

- €4000

Calculation based on 80 attendees paying €50 each. (50*80=4000).



Twitch ad revenue / subscription:

- €750

Funds generated from ads or subscriptions will be used to fund the event to make it cheaper for attendees. Please note that charitable donations made online are separate to subscriptions.



Total: €4750



Costs:



Equipment we need:

- 2x PEXHDCAP: €100 each

- 4x SCART-splitter: €25 each

- 2-5x LCD HDTVs: €400-1000

- Misc. hardware: €500-700 (See hidden)

- Additional SCART / RCA cables

- Various power extensions

- HDMI-cables for scalers

- Splitters for PC gaming (VGA/DVI)

While these items are not strictly required, having additional standardised equipment will reduce setup time for all races on PC and all four-player races on console. These runs have a tendency to ruin schedules and we do not want that to happen.



Miscellaneous

- Breakfast/Late night meal - €150 each day over the main marathon (€1050 total)

- Badges €100-150

About These Fees:

Badges are use for security purposes to ensure everyone is easily identifiable that all people present have paid.

The shared food was popular last year and to help reduce the cost in the long run for our attendees, we will be catering breakfast/late night food - this will decrease the cost for each individual. This food will be made at a set time each day, but it will be available to attendees when requested in order to ensure that no-one misses out if you’re asleep or running.



Rent

- Nyeport [Stream HQ, Practice room, Kitchen] - Free of charge thanks to a great deal with the municipality of Skövde!

- Storage for equipment/televisions - €600



Total: €3800



Buffer: €1000

A 25% buffer of the total budget has been included as contingency to cover unforeseen expenses such as hardware failure.

Calculation based on 25% out of 80 attendees paying an entrance fee of €50. (4000*0.25=1000).



Summarised:

Required Income: €4750

Costs: €3800

Total: +€950 (The 20% buffer). - €4000- €750- 2x PEXHDCAP: €100 each- 4x SCART-splitter: €25 each- 2-5x LCD HDTVs: €400-1000- Misc. hardware: €500-700 (See hidden)- Breakfast/Late night meal - €150 each day over the main marathon (€1050 total)- Badges €100-150- Nyeport [Stream HQ, Practice room, Kitchen] - Free of charge thanks to a great deal with the municipality of Skövde!- Storage for equipment/televisions - €600: €1000A 25% buffer of the total budget has been included as contingency to cover unforeseen expenses such as hardware failure.



General Information



The European Speedster Assembly is a community event that is organised and run by volunteers - this involves dozens of people with a range of expertise, hundreds of hours of planning, and a significant financial backing. The finances involved are raised through attendance - by staying independent we are able to develop ESA in a way that is most beneficial for our community and the attendees. The crew volunteer their time freely in order to ensure that the event reaches it's full potential - something truly special, as opposed to an uninspiring basement gathering.



We believe that being transparent with the finances is the best approach so that the community and attendees can understand the costs involved. There is a risk to this, but we feel that our attendees deserve to know where their money is going - especially as you are the ones funding this, without your contributions events like ESA would not be possible.



To give the best possible price, the fees for the event will change based on the number of attendees - the more people, the cheaper for everyone. We aim to make a high quality event that is great value for money, the final cost for those paying in advance of the deadline will be announced on the 18th of May when the payment thread goes live.



Please note that the decisions regarding budget and pricing are essentially set in stone. We have tried to hit a middle ground between getting the money to make a great event and to make the event very affordable. We are not saying that we will not change things if we get significant negative feedback, but generally these things are not open for discussion.



If you do have feedback, please try to keep it constructive. Feel free to post it in this thread. Please note there will be a live round-table discussing the payment live on the ludendi channel at: 13:00 UTC+1 (Remember daylight savings!)



Questions?

PM this account.

Email to: questions@europeanspeedsterassembly.com

Tweet our twitter account: @ESA_Official_ The European Speedster Assembly sign-up form is here:We will use this form to help us keep track of how many runners and attendees will be at the event so that we can plan and adjust accordingly. Please ensure that you enter your information in this form - even if you've submitted a game.A separate topic for payment (with the discounted price) will be posted on the 18th of May.Please sign up using the form as soon as you can confirm you're attending - the sign-up numbers will help us to determine a number of things, such as including prices and the layout of the venue.Deadline for discounted sign-ups: 20th MayPosting of Payment Thread (with price): 21st MayDeadline for payment: 27th June (one month before the event)The initial entrance fee is €50 for the entire duration of ESA.Alternatively a 2-day pass is €25, which can later be upgraded to a full-time pass.Attendees that pay in advance of the deadlines will benefit from a scaling price that is dependant on the total number of attendees. The initial target for the scaling to start is 80 attendees - we are expecting to exceed this considerably, so the price you pay is very likely to be less than the initial €50.The entrance fee will be recalculated with every additional 10 attendees over 80.For example (approximate costs):100 attendees would pay €40 each.120 attendees would pay €33 each.150 attendees would pay €27 each.However, after the deadline for payment has passed, the price for attending will be set at a flat €50. This is a process used by a number of similar events (Dreamhack, etc.) - whilst we aim to offer the discounted price, the costs and time involved in refunding payments is considerable. We hope to deliver an event which is well worth the €50 so please still consider attending if the deadline has passed - the extra money will be put aside for ESA2015, so you will also be playing a part in making future events a success.There are two options for accommodation: Mass-housing and a hotel. Mass-housing is considerably cheaper, but likely to be less comfortable than the alternative. You are welcome to combine the two options and stay part-time at each venue if you choose.The mass-housing is a large hall that you will share with other people - ideally you will have own travel bed, but if not we will endeavour to help you acquire one. This is based at The House of Culture in the Freja Hall (as used in ESA2013) and can be expanded to the nearby Loke Hall if necessary.The cost of this starts at €25 for the entire stay, but the price will decrease the more people use it - the scaling cost for the mass-housing starts at 40 attendees. We expect the final cost for the mass-housing to be approximately €15. The walking distance to Nyeport is about 5 minutes.The recommended hotel option is the Quality Hotel Prisma. - http://goo.gl/K6DVKA The hotel offers double rooms only for 260 SEK (€27) night per person - this includes a breakfast buffet and free wifi. This hotel is only a minutes walk from Nyeport.You will have to make the reservation directly with the hotel using the reservation code:. You need to be at least 18 years of age to make a reservation, if you are underage, you can stay with someone who's 18+. You can pay on site either with cash up front or register a VISA/Mastercard on arrival and pay when you leave.Contact information for the hotel:Phone: +46 (0)500-48 80 00Email: q.prisma@choice.seThe European Speedster Assembly is a community event that is organised and run by volunteers - this involves dozens of people with a range of expertise, hundreds of hours of planning, and a significant financial backing. The finances involved are raised through attendance - by staying independent we are able to develop ESA in a way that is most beneficial for our community and the attendees. The crew volunteer their time freely in order to ensure that the event reaches it's full potential - something truly special, as opposed to an uninspiring basement gathering.We believe that being transparent with the finances is the best approach so that the community and attendees can understand the costs involved. There is a risk to this, but we feel that our attendees deserve to know where their money is going - especially as you are the ones funding this, without your contributions events like ESA would not be possible.To give the best possible price, the fees for the event will change based on the number of attendees - the more people, the cheaper for everyone. We aim to make a high quality event that is great value for money, the final cost for those paying in advance of the deadline will be announced on the 18th of May when the payment thread goes live.Please note that the decisions regarding budget and pricing are essentially set in stone. We have tried to hit a middle ground between getting the money to make a great event and to make the event very affordable. We are not saying that we will not change things if we get significant negative feedback, but generally these things are not open for discussion.If you do have feedback, please try to keep it constructive. Feel free to post it in this thread.PM this account.Email to: questions@europeanspeedsterassembly.comTweet our twitter account: @ESA_Official_

Thread title: [size=16][b]The Important Stuff[/b][/size] [size=14][b]Sign-ups[/b][/size] The European Speedster Assembly sign-up form is here: [b][i]http://goo.gl/KCvT0G[/i][/b] We will use this form to help us keep track of how many runners and attendees will be at the event so that we can plan and adjust accordingly. Please ensure that you enter your information in this form - even if you've submitted a game. A separate topic for payment (with the discounted price) will be posted on the 18th of May. Please sign up using the form as soon as you can confirm you're attending - the sign-up numbers will help us to determine a number of things, such as including prices and the layout of the venue. [b] - Important dates[/b] Deadline for discounted sign-ups: 20th May [size="8"][s]17th May[/s][/size] Posting of Payment Thread (with price): 21st May [size="8"][s]18th May[/s][/size] Deadline for payment: 27th June (one month before the event) [b] - Pricing[/b] The initial entrance fee is €50 for the entire duration of ESA. Alternatively a 2-day pass is €25, which can later be upgraded to a full-time pass. Attendees that pay in advance of the deadlines will benefit from a scaling price that is dependant on the total number of attendees. The initial target for the scaling to start is 80 attendees - we are expecting to exceed this considerably, so the price you pay is very likely to be less than the initial €50. The entrance fee will be recalculated with every additional 10 attendees over 80. For example (approximate costs): 100 attendees would pay €40 each. 120 attendees would pay €33 each. 150 attendees would pay €27 each. However, after the deadline for payment has passed, the price for attending will be set at a flat €50. This is a process used by a number of similar events (Dreamhack, etc.) - whilst we aim to offer the discounted price, the costs and time involved in refunding payments is considerable. We hope to deliver an event which is well worth the €50 so please still consider attending if the deadline has passed - the extra money will be put aside for ESA2015, so you will also be playing a part in making future events a success. [size=16][b]Accommodation[/b][/size] There are two options for accommodation: Mass-housing and a hotel. Mass-housing is considerably cheaper, but likely to be less comfortable than the alternative. You are welcome to combine the two options and stay part-time at each venue if you choose. [b] - Mass-housing[/b] The mass-housing is a large hall that you will share with other people - ideally you will have own travel bed, but if not we will endeavour to help you acquire one. This is based at The House of Culture in the Freja Hall (as used in ESA2013) and can be expanded to the nearby Loke Hall if necessary. The cost of this starts at €25 for the entire stay, but the price will decrease the more people use it - the scaling cost for the mass-housing starts at 40 attendees. We expect the final cost for the mass-housing to be approximately €15. The walking distance to Nyeport is about 5 minutes. [b] - Hotel[/b] The recommended hotel option is the Quality Hotel Prisma. - http://goo.gl/K6DVKA The hotel offers double rooms only for 260 SEK (€27) night per person - this includes a breakfast buffet and free wifi. This hotel is only a minutes walk from Nyeport. You will have to make the reservation directly with the hotel using the reservation code: [b]78951[/b]. You need to be at least 18 years of age to make a reservation, if you are underage, you can stay with someone who's 18+. You can pay on site either with cash up front or register a VISA/Mastercard on arrival and pay when you leave. [b]The reservation code ONLY applies when contacting the hotel through email or by phone. Not through online bokning. [/b] Contact information for the hotel: Phone: +46 (0)500-48 80 00 Email: q.prisma@choice.se [b][size=14]Our Budget[/size][/b] [hidden] [b]Entrance fees[/b] - €4000 [i]Calculation based on 80 attendees paying €50 each. (50*80=4000).[/i] [b]Twitch ad revenue / subscription:[/b] - €750 [i]Funds generated from ads or subscriptions will be used to fund the event to make it cheaper for attendees. Please note that charitable donations made online are separate to subscriptions.[/i] [b]Total:[/b] [u] €4750[/u] [size=14][b]Costs:[/b][/size] [b]Equipment we need:[/b] - 2x PEXHDCAP: €100 each - 4x SCART-splitter: €25 each - 2-5x LCD HDTVs: €400-1000 - Misc. hardware: €500-700 (See hidden) [hidden] - Additional SCART / RCA cables - Various power extensions - HDMI-cables for scalers - Splitters for PC gaming (VGA/DVI) While these items are not strictly required, having additional standardised equipment will reduce setup time for all races on PC and all four-player races on console. These runs have a tendency to ruin schedules and we do not want that to happen.[/hidden] [b]Miscellaneous[/b] - Breakfast/Late night meal - €150 each day over the main marathon (€1050 total) - Badges €100-150 [hidden]About These Fees: Badges are use for security purposes to ensure everyone is easily identifiable that all people present have paid. The shared food was popular last year and to help reduce the cost in the long run for our attendees, we will be catering breakfast/late night food - this will decrease the cost for each individual. This food will be made at a set time each day, but it will be available to attendees when requested in order to ensure that no-one misses out if you’re asleep or running.[/hidden]. [b]Rent[/b] - Nyeport [Stream HQ, Practice room, Kitchen] - Free of charge thanks to a great deal with the municipality of Skövde! - Storage for equipment/televisions - €600 [b]Total:[/b] [u] €3800[/u] [b]Buffer[/b]: €1000 A 25% buffer of the total budget has been included as contingency to cover unforeseen expenses such as hardware failure. [i]Calculation based on 25% out of 80 attendees paying an entrance fee of €50. (4000*0.25=1000).[/i] [size=14]Summarised: Required Income: €4750 Costs: €3800 Total: +€950 (The 20% buffer).[/size] [/hidden] [size=14][b]General Information[/b][/size] The European Speedster Assembly is a community event that is organised and run by volunteers - this involves dozens of people with a range of expertise, hundreds of hours of planning, and a significant financial backing. The finances involved are raised through attendance - by staying independent we are able to develop ESA in a way that is most beneficial for our community and the attendees. The crew volunteer their time freely in order to ensure that the event reaches it's full potential - something truly special, as opposed to an uninspiring basement gathering. We believe that being transparent with the finances is the best approach so that the community and attendees can understand the costs involved. There is a risk to this, but we feel that our attendees deserve to know where their money is going - especially as you are the ones funding this, without your contributions events like ESA would not be possible. To give the best possible price, the fees for the event will change based on the number of attendees - the more people, the cheaper for everyone. We aim to make a high quality event that is great value for money, the final cost for those paying in advance of the deadline will be announced on the 18th of May when the payment thread goes live. Please note that the decisions regarding budget and pricing are essentially set in stone. We have tried to hit a middle ground between getting the money to make a great event and to make the event very affordable. We are not saying that we will not change things if we get significant negative feedback, but generally these things are not open for discussion. If you do have feedback, please try to keep it constructive. Feel free to post it in this thread. [b]Please note there will be a live round-table discussing the payment live on the ludendi channel at: 13:00 UTC+1 (Remember daylight savings!)[/b] [size=14][b]Questions?[/b][/size] PM this account. Email to: questions@europeanspeedsterassembly.com Tweet our twitter account: @ESA_Official_