Ground rules for a weekend away

[2beesornot2beesthatisthehoney]

Not regarding what we do when we get there but regarding how we divide up the cost of the let. MNetters I am sure will be able to tell me if this would be fair.
It's a largish self catering house which has a variety of bedrooms: larger doubles, smaller doubles , some singles, some twins. Deposit to pay on booking. I propose that we pay differing amounts according to size of room and whether we share or not . So not just split the bill equally. Alternatively should we all pay the same for a bedroom and draw lots ? ( except for the twin rooms as some people don't mind sharing others hate it)
We have to pay for the whole house regardless of how many come so what would be fair as regards deposits ? Is it reasonable to say deposit is x % but if you find you can't come then you must find a replacement or pay the full amount? Or is there a better way? Wouldn't want to be out of pocket if people backed out.

No one has been asked to commit yet but just want to sound out whether this is a reasonable approach?

Split it equally, make it'sclear that if anyone backs out they will have to pay thefull amount, actually pay the whole amount on booking!!

Per head, sod all that room size malarkey.

And I'd be taking the money up front. None of that "you find a replacement if you drop out" god alone knows who you might end up with.

Sounds like a logistical nightmare. How much does room size matter on this holiday? Aren't you all gonna spend most of your time in the communal area/pool or whatever? If rooms are mainly for sleeping does having a smaller one mean the holiday will be worse? Coz if not I'd just split it - much easier.

Family, hen weekend, Couples?

Do those attending have similar incomes or wide disparity?

Price per room helps those on differing budgets, lets people do the weekend on different budgets. Especially if some people want a large double room for themselves.

Share per head if family / similar budgets and the rooms are just for sleeping in.

Definitely just split it equally.

So yes a variety of incomes and there is disparity between the rooms, some are massive, others smaller . All ladies ( not a hen do) with a common interest.
To be honest , it was the deposit that was worrying me more . I am inclined to think that some will want to save up for the remainder and we wouldn't have to pay it until about 6 months time but I am worried about being left with a larger sum if someone did.

We stayed in a group in accommodation before, 1 room with a double bed, 1 with twin beds and one with bunk beds and a single. We all split per head and sorted out rooms after. Much easier. Get everyone to pay deposit on booking.

I would price the rooms according to size.
Eg find the medium room and price this at X.
small room 80% of X
larger room 120% of X
Twins quote for sharing per bed according to room size and reflective of above prices.
Anyone attending has to pay deposit by Y date. Agreement also is that they pay a set sum each month over the next 4 months into the 'holding' account. (gives you a months Grace if someone is stuck and to sort admin).
How will you sort budget for food etc?...

There was a thread on here were a OP got lumbered with a bill because people backed out.

You'll have to make it clear that it is per head and everyone pays, whether they come or not.

A single person doesn't get to sleep in the big double rooms,the bigger rooms have to be shared and perhaps for some luggage storage, depending on how small the small rooms are.

It might turn into a Female Fight Club, but at least you won't be out of pocket.

DONT DO DEPOSITS!!!!!

Ask for the entire payment up front when people agree to come. Split per head.

If it sleeps 20 and there is 20 of you going, divide the total by 20. If there are 15 of you going, divide by 15. If people then want to add on later they pay the same 15th. Any extras can then be used to offset a food bill or pay for an activity or split equally aongst the atendees on departure.

Selly thanks for this. I know that the majority of other posters were saying keep it simple but by having different prices will mean that people esp those on a smaller income don't feel that they are subsidising those in the larger rooms.
I really like your idea of a holding account.
Food wise we will probably bring some ready cooked meals to heat up with breakfast things bought communally.

Per head, and draw straws for the rooms. It gets so messy doing a price-per-room. I think selly24's idea is nice but difficult to manage and keep up with. I'd give a set date for deposit, a set date for paying it all and an agreement that there is no option to pull out - i.e. they pay even if they don't go.

Work out either a rota for cooking or a kitty for a big shop and booze, plus with many of these big houses there is an extra payment at the end of the lot for fuel/electricity used so factor that in to a kitty arrangement.

That's a nice idea from NapQueen - divide it all equally then whoever gets the more deluxe room/s stashes a bit extra in the kitty for drinks/food.

It really depends who's going but if it's just a bunch of mates I'd definitely be asking for people to pay total share up front, otherwise you will get people pulling out.

We will have no choice about some rooms being occupied singularly . That is fine, some like me don't like sharing . It's not a massive number of people going ( less than 10 )

Split it equally and then names out of hat if can't decide rooms. Personally i would pay more for a single room so splitting equally would work.

Have a kitty. Everyone puts same money in. If anything left at end of week then it gets shared back out.

I would hate to share but would expect to contribute more to ensure that I had a room on my own.

Ps paying all up front sounds the best idea.

I don't think some would be able to afford to pay all upfront now but we do need to book soon .

Very Limited accommodation where we need to be for chosen weekend.

Agree with everyone.
Same price per head.
Work out the price as if 2 less people were going and get everyone to agree to that, then you aren't asking for more if you can't fill the place, but they might get a refund or some food free or whatever if you do fill all the places.
Say you need the money upfront, then discreetly deal with any individual on a 1:1 basis if they want to come but need time to pay installments.
Don't get in to faffing about different rooms costing more / less. Draw lots for the rooms and then if anyone wants to bribe persuade someone else to change, that's between them later.

Once you have figured out how you will allocate rooms, but before booking, type an email setting out the terms, payment sums and dates and have each person going initial it and return it to you.
Paying the deposit is an agreement to come and payment will need to be made even if they drop out. Recommend travel insurance to all. In case of illness / accident. Should not be expensive

OP could you ask those more hard up people to pay in 2 instalments?

Definitely think you could find yourself out of pocket if you don't insist people pay in full before the event.

Agree Selly

I know it sounds quite formal but I think setting out the ground rules up front so everyone understands the terms means that you don't have to have the awkward convos on the holiday itself.

I would probably change my mind about going if I had to share a twin for the same money as someone getting a luxury room to themself, particularly if I earnt a lot less than the, That seems really harsh.

I'd look at size of rooms, do a sliding scale of costs, then whoever gave money in full up front got first choice of room. OR - as a pp said, same cost for rooms but ones with nicer rooms put in more for food & drink.

But I don't think you can expect people to pay the same for very different accommodation.

Your saying 10 people to go.
£600 for the week...
So

Say it has 3 small single rooms and 3 doubles and a 2 Twin.
3 small at £60...... £180
2 Twins at £45 per person... £180
3 Doubles £90 per person ... £270
Total fund.....£630

If you then add on £20 each for food, you have a kitty as well.