As you may know by now, we've slightly exceeded our assumed response of 150-200 people (about 425, including employees). I met with Ann R on the beach last week, and we discussed several specifics:
Tickets per-se will not be handed out. Each family will be given a baggie of hospital-type bracelets equal to the number of tickets they purchased. These can be handed out at the Community Meeting Saturday morning, and also at the base of the Addy Rd steps at the actual event. Who actually receives each of the individual bracelets is up to each family-for all I care they can scalp them on the street to finance their childrens' educations. (Some families have purchased in excess of 10 tix-I also know of some who bought some extras "just in case we have visitors". I'm still hearing from people who assume at this late date that we can add a few more members of their group, in addition to the "few more members" of the other 30 families that have asked. On top of the numerous people who thought that the "August 17 Deadline" we set for buying tickets applied to everyone except them. I sentence people in both of these groups to run this event next time.)
The caterer is bringing enough food for 425: burgers, dogs, vegeburgers, sides. Pig will be on top of that amt-they'll be cooking 2 pigs, which should serve 300 (IF that were the only thing people were eating). There SHOULD be extra food, but the fact of the matter is that those who paid prior to some variation of the DEADLINE get first crack at stuffing themselves.
At the right of the Addy stairs (south side), there will be a roped off area with an entrance near the dune, and an exit facing the beach. Bracelets will be required to enter this area where the catered food will be dispensed.
Tables will be setup outside the roped area on which attendees (paid and otherwise) can put appetizers/deserts to share. Some (but very few) tables and chairs will be available for people to eat at. It is assumed that most people will bring beach chairs, blankets, etc on which to sit and eat. Or they will wander from group to group with food in hand. This will require STIFF disposable plates.
Attendees will BE SERVED their main course (pig, burger, dog) at one of 4 parallel tables (just pick what seems to be the shortest line). Attendees will then proceed to any of a few tables (inside the rope area) where the side dishes can be dished out by the attendees themselves. The drinks (bottles of water, punch, tea) will be inside this area also, along with condiments, plastic ware, etc. Attendees then exit the roped area for the general beach. For that matter, ANYONE can sit in the general beach area and eat food from the EXTRAS tables outside the roped area, and/or eat/drink whatever they brought themselves.
PERHAPS those that have not bought advance tickets might be allowed into the roped area after 7:30 or so, if there's any leftover food. And if they have a fiver in their hand. Or better yet a ten-spot.
It is assumed that many members will have a different beverage in mind from what we provide, and will have their own cooler so they can keep an eye on their drinks, and also hand them out to whomever they choose. We will NOT have buckets/coolers of ice for these people.
When people descend the Addy Rd beach stairs (we will have the stairs and walkway lit so that people can see their way as it gets darker-even though there will be a nearly full moon that night) with their food, chairs, whatever, they will drift to the left (north) to stake their claim to a part of beach, drop their stuff, etc. (We will have masking tape and sharpies so that people can label their stuff, in case they think they might not want to carry it home that might.) They can sit with their beverage of choice for a bit, and proceed to get their food at whatever pace they desire. The DJ will be located near the base of the dune to the north of the walkway (eating side, not serving side). Tom and Betty Robinson have graciously allowed us use of their electricity.
Tables/chairs will be coming from the BBVFD. They can't be picked up before Saturday AM, and need to be back before Sunday 6AM. Some of Ann R's cleaning people will do the pickup; whether they carry them to the beach, or Herman assists in some fashion, has yet to be decided. Her cleaners will also be responsible for getting this stuff back to the BBVFD Saturday night.
If anyone has a picnic or other table they are willing to lend to the cause, that would be great...pickup/return can (probably) be arranged.
In storage, we have 4 of the old trashcan boxes that used to be by each walkway, and numerous (15-20) trash cans. The boxes will be delivered to the beach Thursday or Friday. If the trashcans get delivered much prior to the event, they will get filled, so this deliver will wait until Saturday afternoon. I don't think we're going to go to the effort to have separate recycling bins. We expect to do the finish cleanup on Sunday morning.
Other info:
It has been suggested that 425 people trying to park will create a traffic jam. I note that about 125 tickets went to people on the beach side (including employees), most of whom will not feel like driving to this event. Last Thursday morning, when there were few cars parked on the beach side, I counted approximately 100 people on the beach. I think that as long as people know that they won't be able to "park at the door" they will make appropriate arrangements (this is part of the reason we'll be encouraging people to label their beach chairs-so they can leave them at the site Saturday afternoon prior to the event if they're going back to their house for any reason).
Concerns have been expressed over how much of the beach this might use up. Assuming each person needs a minimum of 15 square feet (slightly less than 4' by 4'), we could fit this many people inside an area that's 80' x 80'. Knowing that each oceanfront property is 60', and the beach is 300' deep (about half of that from the dune to the beginning of this past week's "new sand" at the berm near the water), I think we have plenty of space.
It has been suggested that this many people might need restroom facilities-we are clearly beyond Plan A's "they can use the Guard House and the ground floor bathrooms at 15 Dune". We will therefor be bringing in 2 porta-john's, to be placed near 15 Dune on an EXTREMELY TEMPORARY BASIS.
The event should be viewable via the MBA Webcam.
If it rains, we will have access to the BBVFD. Might be a bit crowded. Early forecast calls for mostly sunny, with low 80's temps on Saturday (weather link at the top of this page).
Thanx in particular to Ann Raskauskas for all the work she has done to get us this far.
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