VS EVENTS Victoria Perez and Shannon Gaspard Founders & Head Event Coordinators13 W 36TH | New York, NY | 10038 email@example.com – 212.567.8998
Mission StatementOur mission is to exceed your expectations and inspire yourguests while maintaining an Eco-Friendly Atmosphere. Be itsimple or elegant, our philosophy remains the same: “Live Today Plan for Tomorrow Party Tonight”
Event Profile: Sandra Rose’s Sweet Sixteen
MeetSandra Rose Benedict Her Expectations: ü DJ and/or Live Local Band ü Hip Venue for Sweet 16 after party ü 150 guests for party ü Intimate Dinner with family ü Exotic Food ü 12 family members for dinner ü Must be in New York City ü Budget: $21,000
SpringtimeBloomConcept Intimate Dinner Checklistq Private room rental in Restaurant close to Party venueq Exotic food for 12 peopleq Flowers in full bloomq Floating tea candles in bowls on tables
SummertimeCandylandConcept “After Party” Checklist q Main venue q 150 Invites q DJ q Candy bar with varieties of candy along with q Mixologist to mix candy “mock-cocktails” q Chocolate fountain q Rental lounge furniture for Space (if not provided)
Selected Venues & Vendors
Plein Sud NYCin the Smyth Hotel“Springtime Bloom” Restaurant Venue
18 Cupcakes from Crumbs Bakery 2 Bouquets from Bronx Florist NY Cupcake Stand from Amazon.comCandle Holders fromCandles4less.com Soy Tea Light Candles from Soyworx.com
The Varick Room in Tribeca Cinemas“Summertime Candyland” Main Venue
Party Favor Boxes fromEfavormart.com
Brownie PlatterFruit Platter
Use of Technology
Room Featuresfor The Varick Room
Sweet SixteenProgramThis custom programdesigned by VS Events wasviewed on the ProjectionScreen.Also, during the party theguests will be able to uploadany birthday shout outs andpictures taken while at theparty to Sandra’s Facebookpage, which will be projectedon the projection screenperiodically.
SweetSixteen Drink MenuThis customprogram wasdesigned by VSEvents and willbe projected onthe first FlatScreen TV.
SweetSixteenFood MenuThis custom program wasdesigned by VS Events and willbe projected on the second FlatScreen TV.
Vendors $ Amount Qty Budget NotesVenue (s)Plein Sud NYC 4/12/12 $0.00 1 $0.00 Private Room Available with free reservations.The Varick Room @ 60% discount (daily = $7,500) after discussing with locations event 4/12/12 $3,000.00 1 $3,000.00Tribeca Cinemas planner. Subtotal Venue Price $3,000.00 Food & BeveragePlein Sud NYC Venue Dinner $50.00 13 $650.00 Based on Restaurant Menu, estimated $31-$50/person Gratuity 20.00% 1 $130.00 20% gratuity for private party, gratuity amount provided by venue. NYS Tax 8.63% 1 $56.06 Approximate Tax (8.63% x (Dinner + Gratuity) $4.50/cupcake & using next day saver. "Good Guy" model, "signature"Crumbs.com Cupcake Tiered Cake $4.50 18 $123.87 size (4.25") purchased in packs of 6. Tax included.Varick Room $24/beverage, assuming minimum of 150 guests. Beverages includeVenue itself Non-alcoholic Beverages $24.00 150 $3,600.00 classics and candy-themed concoctions. Service Fee $648.00 1 $648.00 Service Fee for Bar, quote provided by venue planner. Eco-friendly Option; freshly baked brownies topped with fresh berries.Energykitchen.com Protein Brownie Platter $1.99 12 $23.88 Free delivery. Eco-friendly Option; an elegant arrangement of seasonal sliced fruit. Free Seasonal Fresh Platter $5.99 12 $71.88 delivery. NYS Tax 8.63% $8.26 Approximate tax determined by Products x 8.625 state tax. Quote provided by Dylans. Includes a variety of assorted candies fromDylans Candy Bar Candy Bar with Candy $40.00 150 $6,000.00 lollipops and peppermints to snickers and twizzlers. Quote provided by Dylans. Themed, fresh popcorn. 61" popcorn Popcorn Machine $175.00 1 $175.00 machine, 32" wide and with wheels for easy movement. 50" fountain is multi-tiered & colored and overflows with either dark, milk or white Belgium chocolate. Package comes complete with Chocolate Fountain $450.00 1 $450.00 marshmallows, pretzels, skewers and cocktail napkins. Quote provided by Dylans. Quote provided by Dylans. $10/guest based on minimum. Include Dylans Ice Cream Bar $10.00 150 $1,500.00 variety of ice cream and an array of candy toppings. NYS Tax 8.63% $701.19 Approximate tax determined by Dylans products x 8.625 state tax. Subtotal Event F&B $14,138.14 Eco-Friendly Aspects Venue Subtotal: $3,000 Food And Beverage Subtotal: $14,138.14
MiscellaneousPlein Sud NYC Yellow Daisy Chrysanthemums, Purple Asters and Hot Pink and OrangeBronx Florist NY Flowers in Bloom $50.05 2 $100.10 Carnations. Approx Size: 9"(W) x 12"(H). Same Day Delivery Clear, bubble shape. Approx Size: 5" tall x 5" (at widest point) with a 3-3/4"Candles4less.com Tea Candle Holders $19.83 1 $19.83 opening. UPS Ground [pack of 12]; Tea lights sold seperately (tax included) White. Approx Size: 1.5" Across x 0.75" tall. UPS Ground (shipping notSoyworx.com Tea Candles $6.99 1 $6.99 added, soy candles)  NYS Tax 8.63% $0.60 Tax for Soyworks (6.99 x 8.625%)Amazon.com Cupcake Stand $18.45 1 $18.45 Silver. Approx Size: 9.9 x 10 x 4 inches. Standard Shopping 3-5 days. Taxi $7.00 Transportation between Plein Sud & Tribeca Cinemas. About 15 mins. Varick Room 2 bartenders, 2 bar backs, 1 coat check, 1 porter and 2 security guards;Venue itself Event Staff 8 $1,030.00 quote and staff provided by venue. Fee for outside catering $390.00 Quote provided by venue. Quote provided by Event staff. Includes Vintage Lighting System, Black White floral tablecloths with a white cloth underneath, 6 feet Candy Trees Flowers/Decor $1,300.00 & 6-8 5" Candy Table Bouquets. Approx Size: 3"x2"x3.5"(5.5" with handle); 200 boxes; Standard Shipping inEfavormart.com Party Favors $78.93 1 $78.93 5-10 business days $275 per hour, including the j-peg files on CD for making 4 x 6 proof prints.CarolBarnstead.com Photographer $275.00 1.5 $412.50 Quote provided by photographer.The Varick Room Rental Furniture (if not incl.) $0.00 0 $0.00 Included in the Varick venue. Lush leather furniture, including sofas. Event Insurance - TULIP $150.00 1 $150.00 Mandatory @ the Varick venue. Quote provided by Venue in Contract.Pingg.com 150 invites $0.00 150 $0.00 Free Invites @ pingg.com + RSVP; Eco-friendlyTruMix Entertainment DJ $300.00 1 $300.00 $300 for 4 hours (system and music included). Quote provided by DJ. Subtotal Miscellaneous $3,814.40 GRAND TOTAL $20,952.55 Price Per Person $139.68 Actual Budget 21000 Money Left $47.45 Eco-Friendly Aspects Miscellaneous Subtotal: $3,814.40 Grand Total: $20,952.55 $139.68 Per Person
The Varick Room: Flow Chart Popcorn Machine DJ Booth Candy Trees Candy Bouquets Chocolate Fountain Candy Bar w/ Candy Ice Cream Bar Platters
Master CalendarFor Sweet Sixteen
November 2011 SU M TU W TH F SA1 2 3 4 5 6 71st Meeting RFP Proposalw/ Client due8 9 10 11 12 13 14 Contact Caterers for Event December 2011 SU M TU W TH F SA1 2 3 4 5 6 7RFP 2ND Meeting CREATEDecision Due w/ Client Pingg.com Invites
March 2012 SU M TU W TH F SA11 12 13 14 15 16 1725 26 27 28 29 30 31 REMIND 3rd ORDER Vendors Meeting Candles & w/ Client Holders April 2012 SU M TU W TH F SA1 2 3 4 5 6 7 ORDER Party Favors8 9 10 11 12 13 14ORDER ORDER DAY OFCupcake CupcakesStand EVENT
Day of Event notes Plein Sud q Order Flowers @ 11:00 AM and Place Delivery for 3:00 PM q Shannon & Victoria arrive @ 2:30 PM for set up q Expect Crumbs Cupcake Delivery @ 5:00 PMq Photographer arrives @ 7:30-8:00 PM, during the group poses the waiters will re-arrange table to present cupcakes. q Shannon get cab ready for Birthday Girl @ 8:00 PM q Shannon oversees cleanup @ 8:30 PM and heads over to 2nd Venue by 9:00 PM The Varick Room q Victoria arrive @ 6:00 PM to supervise vendors & venue planner q Venue set up and DJ arrival @ 7:00 PM q Dylan’s Candy Bar Delivery and Set-Up @ 7:00 PM: Candy & Ice Cream bar, Popcorn Machine, and Chocolate Fountain q Energy Kitchen Delivery @ 7:00 PM q Sound and technology check @ 7:20 PM q Victoria & Venue Planner walk thru @ 7:30 PM q Guests should begin arriving @ 8:45 PM (Starts at 8:00 PM) q Photographer arrives @ 10:00 -11:00 PM q Clean up @ 12:00 AM