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  • 1. March 14th, 2013 Dear Ms. Julia Rader: We are submitting an updated version of the budget for the 2013 USG Spring Etiquette Dinner. This document contains up to date information of your total budget for this event, as well as the break-down costs for flowers and décor in the reception and dining areas. The following table is the total budget for the etiquette dinner. 2013 USG Spring Etiquette Dinner Budget Budgete d % Current % Actual Rentals $3,000.00 60% $ 3,500.00 $1,000.00 20% $ 1,300.00 26% Flower Costs $ 250.00 5% $ 287.58 Décor Costs $ 750.00 15% $ 361.29 Budget $5,000.00 Allowance Over Budget 100 % $ 5,448.87 Price increase due to inflation and additional rental of hightops Price increase due to inflation 70% F&B $ Dining Area Reception Area Dining Area Reception Area $ 101.94 2% $ 185.64 4% $ 155.79 3% $ 205.50 Notes 4% 109% 448.87 9% The estimated percentage of rentals and food and beverage is higher than our budgeted percentages due to inflation of rental and food costs. Our rental has an increase of on average 17% from last year and our food cost also increased by 37%. Costs of Rental and F&B in 2012 vs. 2013 Costs 2012 Current Variance Variance Percentage Rental Cost $3,000.00 $3,500.00 $ 500.00 17% F& B Cost $ 950.00 $1,300.00 $ 350.00 37% 1 Notes Due to inflation
  • 2. The following table indicates the costs for flower and décor in the dining rooms (arrangements already made with florists). Dining Area Flower & Decor Arrangements Amoun t Flowers for Dining Table Centerpiec e White Tulips Solidago (Filler Flowers) Units Unit Price Total Notes $ 10.99 $ 65.94 Sold in bundles of 10. 3 tulip per table 2 Bundles $ 18.00 $ 36.00 Sold in bundles. Total Dining Area Flower Cost $ 101.94 Flower Cost per Dining Table Water Pearls Submersibl e Lights Mirrors 6 Bundles $ 6.37 $ 17.00 $ 17.00 5 oz containers 2 Package 3 Package $ $ 20.00 26.00 $ $ 40.00 78.00 1 light per vase 1 mirror per table Tealight Candles 1 Package $ 9.99 $ 9.99 3 per table Candle Holders 1 Package $ 10.80 $ 10.80 3 per table Total Dining Area Décor Cost $ 155.79 Décor Cost per Dining Table Décor for Dining Table Centerpiec e 1 Container $ 9.74 Total Cost of Dining Room Table Arrangement Total Cost of Arrangement per Dining Table (flowers and décor combined) 2 Flowers and $ 257.73 décors for dining area have already been arranged. The cost per table has been reduced $ 16.11 to minimum.
  • 3. The next sets of tables provide budgetary information for the flowers and décor for the reception area. We have separated the tables based on high tops and then main and bar centerpieces. The reason for that is because the high-tops décor are set based on the information provided by Esther. We are submitting two budgets; one with the incorporation of cherry blossoms and the other which is the original proposal we have decided in our second meeting. The following table indicates the costs of flowers and décor arrangements for the high-top tables in the reception area. Reception High-Tops Flowers & Décor Arrangements Amoun t Flowers for Reception High-Tops White Tulips Solidago (Filler Flowers) Total High-Tops Flowers Cost Unit Price 1 Bundle 1 Bundle Total $ 10.99 Units $ 10.99 Sold in bundles of 10. 1 tulip per cylinder $ 18.00 Sold in bundles. Tied with 1 tulip and insert into a cylinder vase $ 18.00 $ 28.99 Flower Cost per High-Tops Décor for Reception High-Tops Notes $ 4.14 Clear Marbles 3 Package $ 3.50 $ 10.50 Submersible Lights 1 Package $ 20.00 $ 20.00 Total High-Tops Décor Cost $ 30.50 Décor Cost per High-Top $ Alternative of candles due to safety precaution 4.36 Total High-Tops Cost $ 59.49 Total Cost Per High-Top $ 8.50 3 Prices have been reduced to minimum.
  • 4. We contacted our florist immediately after Monday’s meeting. Currently, the cherry blossoms are not the best selection for the spring etiquette dinner reception centerpiece. Due to 2 weeks notice of incorporating cherry blossoms into the theme, they are more expensive and difficult to find. At this point, our florist does not guarantee the cherry blossoms for the day of our event. However, we have obtained the prices and have inputted into the following table. Right now the lowest price is $28 per stem, plus arrangement fees. The florists are selling the cherry blossom as a centerpiece presentation; therefore we may not purchase the stems without paying for arrangement fees. Estimate of Recent Update: Incorporating Cherry Blossoms into Main Centerpiece & Bar Areas Amoun t Units Unit Price Total Main Centerpiece s Flowers Cherry Blossoms, White Only 12 Stems $ 28.00 Bars #1 & 2 Flowers Cherry Blossoms, White Only 18 Stems $ 28.00 $ 504.00 Florist Assembling Fee 2 Hours $ 80.00 $ 160.00 Notes Prices are broken down by stems. High prices due to notice in 2 weeks of the event Total Cost of Flowers for Main Centerpieces and Bars Main Centerpiece Mirrors 1 Bar Mirrors 1 Submersible Lights 3 $ 336.00 Florists in charge of making centerpiece arrangement $ 1,000.00 $ $ 19.00 Purchased 16.00 $ 16.00 Purchased $ 20.00 $ 60.00 Purchased $ Package 19.00 $ Package 80.00 $ 175.00 Décor Vases Rental Cost Package Various by size Total Cost of Décor for Main Centerpieces and Bars Total Cost for Main Centerpieces and Bars (high-tops inputted separately) 4 $ 1,175.00
  • 5. Our florists have also informed us that even if we get the cherry blossoms, they will not in their finest quality due to extreme weather conditions in the past few weeks. Based on the timeline we have provided, 85%-90% of the flowers will not bloom on time for our event. I have asked Chef Callahan about the previous events that incorporated cherry blossoms. She informed me that the blooming of the flowers was a big issue and the assembly was just as difficult. At this time, I strongly encourage you to re-consider the decor options we have agreed upon in our second meeting on February 11, 2013. We submitted a hard and soft copy of the proposal which had three reception centerpieces and we have agreed upon building centerpieces similar to option #3. To reduce the flowers and décor costs for the reception main centerpiece and bars, I would recommend other flowers to incorporate into those areas. Our florists recommended a few options which are more financially convenient to the event; i.e. hydrangea, cymbidium orchids, lily, gladiolus, carnation, bells of Ireland. Original Proposal of the Main Centerpiece & Bar Areas Amoun t Med. Dendrobium Orchids Gladiolus Main Centerpieces Bells of Flowers Ireland White Tulips Mini Cally Lily Bars #1 & 2 Flowers Med. Dendrobium Orchids Units 12 Stems $ 3.99 $ 47.88 4 Stems $ 2.99 $ 11.96 2 Stems $ 3.99 $ 7.98 1 10/bunch $ 10.99 $ 10.99 6 Stems $ 3.99 $ 23.94 8 Stems $ 3.99 $ 31.92 Unit Price White Tulips 2 10/bunch $ 10.99 Total Cost of Flowers for Main Centerpieces and Bars Total Notes $ 21.98 $ 156.65 Florist Assembling Fee Décor 1 Hours $ 80.00 $ 80.00 Florists in charge of making centerpiece arrangement Main Centerpiece Mirrors 1 Package $ 19.00 $ 19.00 Purchased 1 Package $ 16.00 $ 16.00 Purchased 3 Package $ 20.00 $ 60.00 Purchased $ 175.00 Bar Mirrors Submersible Lights Total Cost of Décor for Main Centerpieces and Bars Total Cost for Main Centerpieces and Bars 5 $331.65
  • 6. Lastly, we are attaching the budget plan with the incorporation of cherry blossoms you in case you would like to know the over budget amount. VERSION #2- 2013 USG Spring Etiquette Dinner Budget CHERRY BLOSSOM Budgeted % Current % Actual Notes Rentals $ 3,000.00 60% $ 3,500.00 70% Price increase due to inflation F&B $ 1,000.00 20% $ 1,300.00 26% Price increase due to inflation Décor Costs Budget Allowance Over Budget $ $ 250.00 750.00 5,000.00 5% 15% 100% $ $ 1,210.93 361.29 101.94 2% Reception Area $ $ $ 1,108.99 22% Dining Area $ 155.79 3% Reception Area Flower Costs Dining Area $ 205.50 4% $ 6,372.22 127% $ 1,372.22 27% 6
  • 7. Lastly, we are attaching the budget plan with the incorporation of cherry blossoms you in case you would like to know the over budget amount. VERSION #2- 2013 USG Spring Etiquette Dinner Budget CHERRY BLOSSOM Budgeted % Current % Actual Notes Rentals $ 3,000.00 60% $ 3,500.00 70% Price increase due to inflation F&B $ 1,000.00 20% $ 1,300.00 26% Price increase due to inflation Décor Costs Budget Allowance Over Budget $ $ 250.00 750.00 5,000.00 5% 15% 100% $ $ 1,210.93 361.29 101.94 2% Reception Area $ $ $ 1,108.99 22% Dining Area $ 155.79 3% Reception Area Flower Costs Dining Area $ 205.50 4% $ 6,372.22 127% $ 1,372.22 27% 6