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The "Can we just stay for one night" problem!

A big problem for organisers of Private Camping weekends is how to deal with people that are staying for just one night!
We have a minimum 2 night stay for Private Camping groups because it just isn't worth setting everything up for just one night - of course you can stay for one night only - but you will still be charged for two.

Many groups have most people arriving on the Friday and some more arriving on the Saturday - understandably people have different commitments , can't get time off work, have further to travel etc etc.

Naturally, people only staying for one night would expect to pay less towards the cost of the weekend - however how do you deal with this while keeping it fair and still make sure you cover the total cost for the whole weekend?

Obviously - it is totally up to you how you split the cost among your friends and family but as this has caused some difficulty in the past I have worked out a rough calculation that may help you. It may not help in all cases but should give you a starting point  and hopefully will make sure you don't end up out of pocket at the end of the weekend!

So if we start with the Total Cost you have agreed with us or that you have got from the Planning Guide - for example it could be 800 - but you can change this number in box 1 below.

Then input the number of people you expect will be coming for 2 nights and the number you are expecting for 1 night.

1. - Total cost - from the Planning Guide (change this to the total you have for your weekend)
2. - Staying for 2 nights
3. - Staying for 1 night
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- That's it! ... just click this and it will be calculated for you.
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4. - Total number of people - (this is box 2 + box 3)
5. - Total per person - (Total Cost divided by Total People (box 4)
6. - This is how much people staying for one night might expect to pay - i.e. half the cost!

So imagine that you allowed this to happen - and people staying only one night payed exactly half the cost. Then below is the total amount of money you would get from people staying one night (box 7) ... and the total amount of money you would get from people staying 2 nights (box 8)

7. - Total money from people staying for 1 night - based on them paying half the amount that it costs per person for the whole weekend.
8. - Total money from people staying for 2 nights

Add these two together (Box 7 + Box 8) and this will be the total amount you will get from friends and family. As you can see below (box 9) it is not quite enough to pay the total cost (box 1)

9. - Total "unadjusted" money from friends and family.

Now if you don't want to be out of pocket at the end of the weekend - you need to find this much extra (box 10)
10. - this much extra is needed to pay the total cost

What you could do ... is take half of this shortfall and add it to each group's total.

11. - is half of this shortfall

12. So box 7 becomes - - Total adjusted cost from people staying for 1 night
13. And box 8 becomes - - Total adjusted cost from people staying for 2 nights

Then you can divide each "adjusted" total by the number of people coming for 1 or 2 nights and the boxes below show a new Per Head price that will cover the Total Cost of the weekend!

14. - Total per person to ask from people staying for just 1 night
15. - Total per person to ask from people staying for 2 nights

The people staying for 2 nights are paying a little bit more ... so that people coming for 1 night can pay a reduced price. It's not half price ... but still reasonable bearing in mind the minimum 2 night stay rule. Hope this helps ... just keep adding your own numbers into boxes 1,2 & 3 and you will be able to calculate new per head prices as you find out how many people are coming ... and for how many nights!