The expenses weren't a big deal. After donations, the total net expense was about $200, but some of that was infrastructure that can be used again. Marshall donating the canopy was big...the 2nd campsite for several days is getting pricier, but I think it was acceptable. The reason I didn't do a pot luck is because I didn't have the tables -- or didn't think I would -- to put everything on, and pot lucks can be notoriously difficult if you're not absolutely SURE how many people are coming and that they'll all bring something. IN this case, we had peopel who flew in who had no transportation to get to a store etc., so I'd have been dealing with an unknown.
This is a learning process and after two of these, we have a pretty good idea what percentage of people say they will show up and don't. What percentage show up that we didn't know were coming, what the expected crowd will be...how many hot dogs they eat per person etc.
I strolled through the South 40 Tuesdya night and stumbled across a wonderful party put on by people who just show up every year. They had a little band, and lots of food and drink. I got some good ideas from them, but they didn't stat out this way.
Next year we'll have a better idea of what people want and I've got 51 weeks to figure out how to give it to them.