If this gathering uses the name P.O.O.P.S., permission must be obtained form the original P.O.O.P.S. organization/planners/group. Monty, Al, Sooner, et. al. Those folks need to be contacted anyway, because there may be a plan already in the works.
Sorry I didn't respond sooner. I couldn't get the multi-quote function to work yesterday. Looks like I've conquered the operator-error problem today.
I would love to help if people want to arrange a chicken swap and pot luck. The building I rented at the fairgrounds in Muskogee last year may be cost prohibitive for a smaller event. The expenses for that location are as follows: $100.00 for the facility for 8 hours. $20.00 per hour for security (two officers required), so the total is $320.00 for security. $420.00 would be the amount to consider if the show barn in Muskogee is requested.
If 40 families committed to attend, the cost would be $10.50 per family. The bonus is that we'd have bathrooms available, water, electricity, a big facility, lots of parking, and armed security. If we set the amount at $10.50 but exceeded that number, then maybe the first 40 people to pay could split the overage. That would be the incentive to sign up and pay early.
People may want to invite friends who aren't regulars on BYC, which would require an agreement, early, from planners: We'd have to know if these folks are welcome, providing they pay the per family fee to attend. This makes the event larger, but the first forty attendees may end up attending for a greatly reduced cost.
If people want to use the show barn in Muskogee, I volunteer to rent the facility and hire the security personell. I'll need lots of help to get the word out so that we can cover the $420.00 before event day. I know it's a long way to travel for for many folks. There are many, many hotels in Muskogee that could be used by attendees if they can't drive up and back in the same day.