Budget and Cost Framework — Lakes of Fire 2026
Session: 12 Priority: Medium-High — affects when gear is purchased, whether all three members can commit, and which group vs. individual costs to split
Why this memo exists
The playbook assigns gear procurement throughout (Matt owns shade structure, water containers, solar/battery station; Developer owns gray water system, first aid kit; etc.) but nowhere documents what this costs or who is expected to carry which financial load.
This memo is not a demand for cost-sharing agreement — that's a group conversation, not a playbook item. It is a cost-visibility memo so no one is surprised.
Per-person costs
Ticket
| Item | Amount | Notes |
|---|---|---|
| General lottery ticket | ~$195 + ~$15 processing | = ~$210 per person |
| 3-person group total | ~$630 | All three entering the general lottery |
- Half-price volunteer tickets require 16+ hours of 2025 service — group is not eligible as first-timers
- Ticket offer is valid for 14 days after lottery notification; missing the window forfeits the spot
- No refunds after purchase — confirm ability to attend before buying
Food
| Item | Per person | Notes |
|---|---|---|
| Personal food (breakfasts, lunches, snacks × 6 days) | ~$60–80 | Estimate; depends on preferences |
| Share of group dinner supplies | ~$30–40 | Matt procures; reasonable to split cost 3 ways |
| Personal food total | ~$90–120 | Independent of group cost-sharing agreement |
Travel
| Item | Per person (estimate) | Notes |
|---|---|---|
| Fuel — Detroit / Ann Arbor origin | ~$50–70 | One vehicle; round trip ~8 hours, ~400 miles |
| Fuel — Grand Rapids origin | ~$30–45 | Shorter distance |
| Fuel — Lansing origin | ~$40–55 | Mid-range |
| Per-person if two vehicles | ~$60–90 | Each vehicle pays own fuel |
| Pre-event gas stops (snacks, drinks) | ~$20–30 | Budget this separately |
Personal gear gaps (per person)
These vary by what each person already owns. Likely gaps for this group:
| Item | Amber (estimate) | Developer | Notes |
|---|---|---|---|
| Masquerade mask | $15–40 | $15–40 | Each person brings one (see THEME guide) |
| Headlamp + backup batteries | $20–35 | Likely owned | If not owned; required |
| LED wearable (bracelet/clip) | $10–20 | $10–20 | Required for night safety |
| Insect repellent (event supply) | $8–15 | $8–15 | DEET or picaridin; new for Luther site |
| Closed-toe camp shoes | $0–60 | Likely owned | If dedicated shoes needed |
| Personal snacks and dry food | See food section | See food section |
Amber's likely personal gear cost: $80–150 (depending on what she owns) Developer's likely personal gear cost: $50–100 (likely already owns most gear from prior events)
Group / shared gear costs (not personal — who pays is a group decision)
These items are larger and should be discussed as group investments, not individual surprises.
Matt procures (from PACKING-framework.md):
| Item | Estimated cost | Notes |
|---|---|---|
| 10x10 canopy + solid sides + heavy stakes + guy lines | $150–300 | Quality matters; cheap canopies fail in wind |
| Rubber mallet | $15–25 | New for Luther site terrain |
| 9+ 5-gallon water containers | $60–100 | Food-safe; often available at Walmart/Meijer |
| Solar panel + battery station | $150–400 | Range depends on capacity chosen; 500–1000Wh is sufficient |
| 2-burner camp stove | $40–80 | If not already owned |
| 2 propane canisters | $25–40 | One-pound canisters × 2, or one larger tank |
| Camp cook kit (pots, pans, utensils) | $30–80 | If not already owned |
| Portable Bluetooth speaker | $30–100 | If not already owned; mid-range is fine |
| Camp chairs (3) + folding table | $60–120 | If not already owned |
| Camp landmark flag or banner + LED element | $20–50 | DIY or purchase |
| Camp LED string lights | $15–30 | Runs off battery station |
Matt's group gear total: $595–1,325 This is the range from "owns most of it" (~$200–400) to "buying everything new" (~$800–1,325).
The group should have a direct conversation with Matt about what he already owns and what he needs to procure — and whether cost-sharing on group gear is expected. This memo exists to make that conversation concrete, not to prescribe an outcome.
Developer procures (from PACKING-framework.md):
| Item | Estimated cost | Notes |
|---|---|---|
| Gray water evaporation trough or tank | $15–40 | Cheap trough works for 3-person camp |
| Dish wash basins × 2 | $10–20 | Collapsible is fine |
| Biodegradable dish soap | $5–10 | Small bottle sufficient |
| Group first aid kit (pre-built) | $25–50 | Amazon or REI pre-built kit; verify contents |
| FRS walkie-talkies × 2 | $25–50 | Budget pair works for the distance needed |
| Extra trash bags + strike kit | $10–20 | Part of LNT kit |
Developer's group gear total: $90–190
Full trip cost summary
Per person:
| Category | Amber | Developer | Matt |
|---|---|---|---|
| Ticket | ~$210 | ~$210 | ~$210 |
| Personal food | ~$90–120 | ~$90–120 | ~$90–120 |
| Travel (gas, snacks) | ~$60–90 | ~$60–90 | ~$60–90 |
| Personal gear gaps | ~$80–150 | ~$50–100 | ~$30–80 |
| Share of group gear (if split) | TBD | TBD | TBD |
| Subtotal (excl. group gear share) | ~$440–570 | ~$410–520 | ~$390–500 |
Group equipment burden (Matt's large items):
The major question for the group is whether Matt's group gear costs are shared or absorbed by Matt as the logistics lead. No prescription here — name the question, decide before June.
Fair split option (rough): If Matt buys ~$400–600 in new group gear, splitting that 3 ways = ~$130–200 additional per person.
What to prioritize buying first (timeline)
| Priority | Item | Who | When |
|---|---|---|---|
| 1 | Ticket (if lottery win confirmed) | All three | Within 14 days of lottery notification |
| 2 | Solar + battery station | Matt | May–June (research takes time; quality matters) |
| 3 | Shade structure (10x10 canopy) | Matt | May–June (need to test before event) |
| 4 | Water containers (9+ 5-gallon) | Matt | June–July (not urgent) |
| 5 | FRS walkie-talkies | Developer | May–June |
| 6 | Group first aid kit | Developer | June |
| 7 | Masquerade masks + gifting items | Amber | By mid-June (see GIFTING guide) |
| 8 | Personal gear gaps | Each person | By July 1 |
| 9 | Food purchase | All | Week before departure |
What Amber needs to understand (first-timer translation)
Going to a burn costs real money. It's not just the ticket.
The full personal cost (ticket, food, travel, gear gaps) is likely $450–600 per person assuming no group gear cost sharing. If the group decides to share Matt's equipment costs, add ~$130–200.
This is not unusual for a multi-day event with specialized gear requirements. The playbook exists partly to make sure this number doesn't surprise anyone when it adds up.
If cost is a barrier for any group member, the time to say so is now (April–May) — not in June when gear purchases need to happen.
Decision memo
- Decide now: Does the group split Matt's group gear costs or does Matt absorb them? Have this conversation before May ticket confirmation
- Keep: Individual responsibility for ticket, personal food, personal travel, and personal gear
- Keep: Buy-priority order above — solar + battery station is the most research-intensive; start early
- Standardize: Each person tracks their own gear gap list against PACKING-framework.md personal checklist
- Assign: Developer raises the group gear cost-sharing question with Matt at the next group conversation (PRE-EVENT-group-conversation-guide.md)
- Revisit: If any group member cannot commit financially by mid-May → adjust group ops model for 2-person execution (see DM-012 trigger conditions)