EC 2008

Westmoreland State Park, Montross. Va.

 

The annual gathering of the RMMGA east coast group will be held at the Westmoreland State Park, Montross, Virginia 

 Thursday 24th April through Sunday 27 April 2008.

• We are back in the "Lodge" (Potomac River Retreat} this year as a central meeting place. Most if not all of the cabins at the park have been reserved by our group. There is plenty of camping space available for rv or tents. I believe Stratford Hall has overnight accommodations if you are looking for lodging.  The conference center (Helen Tayloe Murphy Conference Center) has been reserved for our use in case of inclement weather Friday and Saturday. It has been updated now with new heat and air and refurbished though out. Regarding the conference center here are a few rules:
• No smoking in the building
• We must have and display an ABC banquet license. Consumption of alcohol must be restricted to the building and the area behind the center within the fenced area. No alcohol in the parking lot or out front.
• No pets inside the building
• There is a 30% cancellation fee should we opt to cancel at the last minute.
• A non refundable fee of $250 will be charged if we do not leave the center clean!

• Here is what the park says about he Hall:
  

• I spoke with the park manager and we do not need a special use permit!
  

• The outdoor patio furniture is painted steel or iron. The chairs all have arms and are just not suited for guitar playing.  Perhaps we can ask Dave Painter to bring a load of arm less chairs down with him from chantilly
• Limited room in the two refrigerators for food stowage means we will need to use the cabin refrigerators for overflow food storage. We will more ice chests to help keep things fresh.
• We will likely need to make a couple of Ice runs over the weekend as we don't have a high capacity ice makes and not a lot of freezer space.
• I looked at the BBQ and it is larger than your average grill and probably  "adequate" for our needs. It is not as large as the big one at the conference center, about 1/3 that size. Fire restrictions are in place that rule out noon day grilling. after 4pm is ok.
  

	Here is my take on a  Menu for the weekend
	All breakfasts be pretty much the continental style. Those wishing to have some cooked are heated items could add those with out a problem. some have volunteered for breakfast casseroles or the like and Tim's famous sausage will be available for grilling on the stove. First meal will be Friday breakfast and thursday everyone will be on there own. Most meals will be pot luck with some major items provided as common items. Friday lunch: cold cut sandwichess/hoggies, chips  Friday dinner: Italian night  Saturday Lunch: Chili cook off Saturday Dinner: Pot luck with Spiral Ham and Smoked Turkey provided Sunday Lunch and Dinner: Left overs  As we hope to hold our open mics out doors on the deck, our evening meals will need to get going early. Last year we had the open mics start before dinner and kept it going during the meal time.

Cost of event

Last year we spent about $715 dollars for supplies and food. Assuming we have a 10% price increase we should spend close to $785 dollars. The Conference Center rental is 665 dollars plus 5% tax or $698.15. (round up to $700) a two day abc license will be $95.

                    $785 + $700 + $95 = $1580

Last year we had  66 folks splitting the cost so 1580/66=23.94 Rounded up to $25.00 per person attending. As before children under 12 are free and it's 25 per person no matter how many or how few days you attend.

So please send me a check to cover the people attending in your party
Make payable to me (Robert Gebeaux) and send to:

Robert Gebeaux
114 Poland Street
Montross, Virginia
22520
 

Who is coming? What are you bringing?

Continental Breakfasts Friday , Saturday and Sunday (opens at 0800 am)

The following food items will be provided :

• Coffee (decafe and regular)
• Tea
  
• Assorted Juices
• Assorted Fresh Fruits
• Milk (regular and low fat)
• Half and Half
• Assorted dry cereal and micro wave oatmeal
  
• Assorted breakfast breads, bagels and english muffins
• Jelly, Butter, cream cheese, brown sugar
• Ice
• Bottled Water

Volunteers needed to

• Set up food and make coffee
• Clean up afterwards
• Provide additional food items if wanted and or cook breakfast items like sausage and bacon. 

Lunch Friday 25 April

The following food items will be provided to make Hoagies:

• Buns
• Cold cut meats
• Condiments such as salt, pepper, Mayo, mustard
• Pickles
• Chips
• Lettuce
• Tomatoes
• Onions
• Olives
• Sweet Pepper
• Sodas
• Ice
• Bottled Water

Volunteers needed to:

• Cut up Tomatoes and Onions
• Set up food
• Clean up afterwards
• Bring Side Dish or Dessert to share

Pot Luck Dinner Friday 25 April (Italian theme)

The following food items will be provided:

• Pasta to cook
  
• Variety of Sodas/Mixers
• Bottled Water
• Ice
  

Volunteers needed to:

• Set up for the meal
• Four of five folks to cook the pasta
• Clean up afterwards

Bring an Italian dish to share , salad or dessert

Lunch Saturday 26 April (Chili Cook Off)

The following food items will be provided:

• Hot Dog Buns
• Cheese
• Onion
  
• Chips
• Pickles
  
• ketchup, mustard
• Sodas
• Bottled water
• Ice

Volunteer needed to

• Set up Food service
• Cook Hot dogs  on stove or Micro Wave and or electric fry pans before meal and set up to serve
  
• Bring additional food items such as Potato Salads and or Pasta Salads
• Someone to judge the cook off!
  

Dinner Saturday 26 April Pot Luck

The Following food items will be provided:

• Smoked Turkey
• Spiral Cut Ham
• Sodas
• Bottled water
• Ice

Bring a dish to share

We need folks to bring:

• Large coolers to hold Ice, beer, sodas and bottled water

Other Things people are Bringing: