The document provides details for the Sunnybrook Hospital Christmas Charity Gala event including: - The event will be held on December 11, 2015 from 6pm to 12am at The Estates of Sunnybrook venue. - The agenda includes a cocktail reception from 6-7pm, welcoming speeches from 7-8pm, dinner from 8-10pm, wrap up speeches from 10-10:30pm, and dancing from 10:30-12am. - The event will have 150 attendees and will utilize two rooms - a reception room for cocktails and a main ballroom for dinner and dancing.

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Sunnybrook Hospital Christmas Charity Gala
Food and Beverage Plan and Presentation
The Art of Food and Beverage
BUS8000
Jaret Flannigan
Wednesday, December 2nd
, 2015

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Sunnybrook Hospital Christmas Charity Gala
Basic information -
● Date - Friday December 11, 2015
● Time - 6:00PM - 12:00AM
● Place - 2075 Bayview Avenue, Toronto
● Mass - 150 attendees
● Theme - Christmas Gala
Agenda -
● Hors d’oeuvres/Cocktail hour 6:00PM - 7:00PM
● Welcoming speeches - 7:00PM - 8:00PM
● Dinner - 8:00PM - 10:00PM
● Wrap up speeches - 10:00PM - 10:30PM
● Dance - 10:30PM - 12:00AM
Rooms -
● Reception room - for hors d’oeuvres. Holds 125 people standing. $500
● Main ballroom - for dinner, speeches, dance. Holds 150 people with round tables. $1,600. 10
people per table.
TOTAL - $2,100.00
Hors d’oeuvres - 5 pieces per person = 750 pieces
● Hot canapes - $3,60/piece
○ Crispy fried vegetable spring rolls - 125 pieces
○ Spicy shrimp and chorizo sausage pops - 125 pieces
○ Spinach and onion pakora, tangy mint yogurt - 125 pieces
● Cold canapes- $3.60/piece
○ East Coast lobster, dill aioli set in a phyllo pastry nest - 125 pieces
○ Goat cheese rolled in toasted almonds, sun dried cranberry jam in a savoury pastry
round - 125 pieces
○ Peking duck crêpe, hoisin dip - 125 pieces
TOTAL - $2,700.00

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Dinner - Soup, two proteins, one vegetarian and two desserts. Rolls included.
● Roasted red bell pepper and tomato puree - $8.75/person -150 people
● Skillet Seared Atlantic salmon - $45.50/person - 50 people
● Stuffed chicken breast supreme - $37.50 - 75 people
● Vegan and gluten free penne pasta *nut free* - $29.00/person - 25 people
● Decadent chocolate crème brulee - $12.50/ person - 125 people
● Seasonal fresh fruit plate - $12.00/ person - 25 person
TOTAL - $8,986.00
Bar/Alcohol - Italian wine
● Non-alcoholic punch (reception) - $440/8 gallons. (150 people)
● White Pinot Grigio (dinner) - $42.00/ bottle - 30 bottles
● Red Cabernet Sauvignon (dinner) - $42.00/bottle - 30 bottles
● Premium package (dance) - $35/adult - 150 people
TOTAL - $8,210.00
Staff - one of us three will be in charge of welcoming the guests and setting up tearing down.
● 1 supervisor - $32.00/hourly - 8 hours
● 15 servers - $27.00/hourly - 13 servers 5 hours. 2 servers 7 hours.
● 2 bartenders - $27/hourly - 3 hours
● 1 coat check -$10.00/hourly - 7 hours
TOTAL - $2,621.00
Entertainment - Good Vibrations DJ Services -
TOTAL- $999.00
Rentals - chairman mills - Plates order by 5. Cutlery is ordered by 10. Glasses order by the dozen.
● 15 round table - $11.00/table
● 6 high top tables (22x42 inches high) - $18.00/table
● 150 gold Chiavari chairs - $8.50/chair
● 1 black portable bar front - $175/bar
● 1 black portable bar back - $125/bar
● 21 90x90 red linens - $10.00/linen
● 155 gold linen napkins - $0.75/piece
● 1 pack of assorted paper napkins (200 napkins) - $15.00
● 155 dinner plates 10.5’ - $0.85/plate
● 170 side plates - $0.85/plate

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● 155 soup plates - $0.85/soup plate
● 155 saucers - $0.85/saucers
● 155 tea cups - $0.85/tea cup
● 160 regal gold dinner knife - $0.95
● 160 regal gold dinner fork - $0.95
● 160 regal gold butter knife - $0.95
● 160 regal gold soup spoons - $0.95
● 160 regal gold tea spoon - $0.95
● 160 regal gold dessert fork - $0.95
● 156 9oz wine glasses - $0.58
● 156 14.50oz water glasses - $0.58
● 156 champagne glasses - $0.60
● 15 round waitress tray 27” - $8.00/tray
● 8 gold gallery tray 15” - $14.00/tray
● 15 bun baskets - $1.00/baskets
TOTAL- $4,838.16
Delivery and Pick up- Chairman Mills
TOTAL- $100.00

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Introduction
Christmas has always been known as a time for giving and spending time with friends and family.
MAC Event Planning Inc. will be hosting their first annual “Sunnybrook Hospital Christmas Charity
Gala” at The Estates of Sunnybrook, Toronto, Ontario. The purpose of this event will be to show
appreciation to the donors, as well as raise funds from the purchase of sponsored banquet tables.
MAC Event Planning Inc. will donate the majority of the proceeds to the Sunnybrook Hospital's
Charity Foundation, for Science Advances and Research Projects.
Agenda
The Sunnybrook Hospital Christmas Charity Gala will be held on Friday, December 11th, 2015 from
6:00pm to 12:00am. The Estates of Sunnybrook is a beautiful multi-building venue that will fit
perfectly for this Christmas masquerade themed gala which will be hosting 150 people. Guests will
be able to mingle throughout the evening in two rooms; the reception hall for a cocktail hour and the
main ballroom where dinner and an evening dance will be held. The evening will begin at 6:00pm
with an hour long cocktail and hors d’oeuvres reception. From there, guests will be directed into the
main ballroom where they will be seated at their selected sponsored tables. Welcoming speeches will
be presented between 7:00pm and 8:00pm which will then lead into the three course dinner which will
be served butler style from 8:00pm to 10:00pm. There will be a few wrap up speeches and
recognitions from 10:00pm to 10:30pm which will lead guests to proceed to the evening dance where
the host bar will be opening for the remainder of the night.
Venue Space
The Estates of Sunnybrook - Vaughan Estate has many rooms that are available for daytime or
evening rentals. Since the gala will be happening in the evening, the two rooms that have been
selected will be available from 6:00pm to 1:00am. The reception room that was chosen for the
cocktail hour holds 125 people where there will it will be limited to standing space only. Guests will
be encouraged to slowly move to their specific tables in the ballroom. The rental cost for the
reception room is $500.00. From the reception room guests will begin to move into the main
ballroom which will be set up with 15 banquet round tables with 10 guests seated at each. There will
be a dance floor allocated at the back of the room as well as room for speeches at the head of the
room. The total cost for the room rental on a Friday night is $1,600.00. A diagram of the floor plan
has been included for an easy view of the layout of the venue for this specific event.
Reception
The executive Chef at Estates of Sunnybrook will be preparing the selected menu choices for Hors
D’oeuvres and the main meal. For the cocktail hour it has been estimated that each person will
consume 5 pieces each within an hour. There is a variety of six Hor D’oeuvres that guests can choose

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from as wait staffs circulate throughout the reception room. The selection of hot canapes include;
crispy fried vegetable spring rolls, spicy shrimp and chorizo sausage pops and spinach and onion
pakora served with tangy mint yogurt. As for the cold canapes a selection of east coast lobster with
dill aioli in a phyllo pastry, goat cheese rolled in toasted almonds with sundried cranberry jam and
peking duck crepe with a hoisin dip will be served. Based on the number of attendees and the
estimated number of 5 pieces per person, a total of 750 pieces will be ordered and prepared. A simple
breakdown for each hor d’oeuvres will be 125 of each at a price of $3.60/piece.
Main Dinner
After guests have settled into the main ballroom at each of their assigned tables the main dinner
service will begin, consisting of three courses including; soup, main entree and dessert. The soup that
has been selected as the starter for this meal is a Roasted Red Bell Pepper and Tomato Puree costing
$8.75 per person for all 150 guests. At this time dinner rolls which are included in the dinner pricing
will be placed at each table in bun baskets for the guests. The meals will all be pre-selected prior to
the event by each attendee so the number of each main course will be determined ahead of time thus
reducing the cost and waste during this function. The first entree option is a Skillet Seared Atlantic
Salmon which will be ordered for 50 people at $45.50 a person. The second option is a Stuffed
Chicken Breast Supreme which will be prepared for 75 people which costs $37.50 per person. The
final entree option that is available is a Penne Pasta dish which is for anyone with specific dietary
needs or restrictions such as vegan, lactose, gluten or nut free. This will be prepared for 25 guests at a
cost of $29.00 per person. As for dessert, a Decadent Chocolate Crème Brule will be served to 125
guests at a cost of $12.50 a person. As for the 25 guest with any allergies or dietary restrictions, a
plate of fresh seasonal fruit will be served at a cost of $12.00 per person. This specially selected
menu prepared by the in house Chef will cost a total of $8,986.00. It was also decided that since
dinner is being held later in the evening from 8:00pm to approximately 10:00pm that no late night
snack services will be needed.
Beverages
For this Christmas Charity Gala several types of beverages will be available during the reception
hour, dinner as well as during the evening dance. For the welcoming reception hour, a non-alcoholic
Christmas themed punch will be served to each guest as they settle in. The punch will be made of
Cranberry juice and sparkling water served in a champagne flute garnished with a decorative lime
wedge. The venue suggests that 1 gallon serves 20 guests so 8 gallons will be purchased for $440.00
to ensure there is enough for each guest arriving. During dinner, the bar will be closed to ensure that
the alcohol consumption is minimized as it is a charity gala. Two bottles of a house White Pinot
Grigio and a house Red Cabernet Sauvignon will be placed at each table of 10. These Italian wines
will cost $42.00 a bottle and there will be a total of 60 bottles of wine. As the dance begins for the

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evening the bar will be opening and providing a host style service. The cost for this is priced at
$35.00 per person for the Premium bar package. Included in the Premium package is premium brand
liquors such as rye, rum, vodka, gin and scotch. Premium liqueurs are also available which include
Kahlua, Cointreau and Baileys. Domestic and imported beer choices will be available as well as the
same house wines that were provided during dinner services. A selection of varied soft drinks, juices
and sparkling waters will be available for those looking for a non-alcoholic option. The bar package
includes 5 hours of service however only 2 hours will be used, again to minimize the amount of
alcohol consumption as the Gala is being held as a charity event.
Entertainment
Good Vibrations DJ services will be providing the music during the entire evening for the gala. This
is an award winning DJ service that provides clients with over 30,000 songs in digital form which
consists of songs ranging from early 1950’s to today’s top hits. The package is priced at $999.00 plus
taxes which includes; a full sound system, wireless microphone, complex light systems for the dance
floor as well as spot lights. Transportation, setup and teardown are also included in the price. There
will be a mix of Christmas and soft music during the reception and dinner. During the dance there
will be mix of genres to satisfy each guest's taste. Good Vibrations greatly welcomes all song
requests throughout the evening.
Staff
Ensuring there is enough staff to cover all of the service needs throughout this event is very important.
It was decided that one of the three employees from MAC Event Planning will be in charge of
welcoming the guests as they arrive. MAC Event planning will also be responsible for the setup and
tear down of the event to ensure that it is tailored exactly to the client’s specifications. One supervisor
will be overseeing the service staff and will be scheduled to be at the venue for a total of eight hours.
It was decided that fifteen servers will be scheduled to ensure that each guest is provided with
outstanding service throughout dinner. Two servers will be scheduled two hours earlier to serve hor
d'oeuvres and cocktails during the reception hour. Two bartenders will also be needed for three hours
which includes time for them to prep their bar and tear down afterwards. There will also be one
employee running a coat check for seven hours to ensure that guest’s coats, purses etc. are safely
stored.
Supplies Rental
For this Christmas Charity Gala, lots of supplies will be rented in order to successfully execute the
event. Chairman Mills is one of the largest, most successful event supply rental company in Canada,
so it was an easy choice when planning for the Gala. Six high top tables which stand 42” high will be
needed for the reception/cocktail hour as well as 15 round tables which seat 10 guests will be needed

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for dinner and speeches. Gold Chiavari chairs will help tie in the Christmas theme through decor with
the red linen for the tables and the gold linen napkins. One bar front and back will be needed for the
evening, as well as all of the glassware for the appropriate drinks that will be provided so wine
glasses, water glasses and champagne glasses will be needed which must be ordered by the dozen.
All of the plate ware and cutlery will be needed for this event as well, and it will be coordinated with
the Christmas theme. Dinner plates, side plates, soup bowls, saucers, and tea cups are all china that
will need to be supplied. Regal gold dinner knives, dinner forks, butter knives, soup spoons, teaspoons
and dessert forks will also be needed for each attendee’s place setting. All plates must be ordered in
sets of 5 and cutlery must be ordered in sets of 10. Paper napkins will also need to be supplied from
Chairman Mills for the cocktail hour for the service of hor d'oeuvres and punch. Bun baskets will be
on each table for dinner service so 15 will be needed in total. Eight gold gallery trays will be used for
the service and clearing of all glassware and 15 round waitress trays will also be needed for the
service of dinner and clearing of all chinaware. The total cost for all of the supplies needed for the
cocktail reception, dinner and dance is $4,838.16. Chairman Mills also provides delivery and pick up
for commercial orders over $200.00 for a charge of $100.00 however setup is not included.
Conclusion
In conclusion, this Christmas themed Charity Gala in honor of Sunnybrook Hospital is a high class
event that is sure to be successful with the help of all its supporters. MAC Event Planning Inc. has
ensured that all areas of the event are covered and budgeted accordingly. With the majority of
proceeds going to the Sunnybrook Hospital's Charity Foundation for Science Advances and Research
Projects it is sure to be a holiday time full of giving.

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COCKTAIL RECEPTION
AND DINNER MENU
~
Sunnybrook Hospital Christmas Charity Gala
Hors d’oeuvres
Hot Canapes
Crispy fried vegetable spring roll, sweet chili dip
Spicy shrimp and chorizo sausage pops, pico de gallo dip
Spanish and onion pakora, tangy mint yogurt
Cold Canapes
East coast lobster, dill aioli set in a phyllo pastry nest
Goat cheese rolled in toasted almonds, sun dried cranberry jam in a savoury pastry round
Pekin Duck Crepe, hoisin Dip
Dinner
Roasted Red Bell Pepper and Tomato Puree Soup
Skillet Seared Atlantic salmon
Marinated in cilantro and garlic, fresh turmeric root infused basmati rice, sugar snap peas,
herb bread crusted tomato and whipped pink ginger butter rosette
Stuffed Chicken Breast Supreme
Wild and white rice filling bound with rosemary cream, cremini mushroom sauce, garden
green beans, fennel and young carrots
Vegan and Gluten Free Penne Pasta
Tossed with asparagus spears, organic tomato sauce, Japanese eggplant and grilled king
mushrooms topped with pea shoot
*no nuts*
Dessert
Decadent Chocolate Crème Brulee
Seasonal Fresh Fruit Plate
Beverages
White and Red Wine, Tea, Coffee, Soft Drinks

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BANQUET EVENT ORDER
Date: November 4, 2015
CLIENT INFORMATION EVENT INFORMATION
Name: MAC Event Planning Inc.
Dept: Sales and Marketing Dept.
Bill Code:12345
Phone Number: 222-123-4567
Event Date: Friday, December 11, 2015
Description: Christmas Charity Gala
Guest Count: 150
Contact Persons: Marissa Schultz
Ana Risacher
Claire McDavid
LOCATION AND TIMES
Room Setup Style Start Time End Time
Vaughan Estate
Reception Room Reception style 6:00pm 7:00pm
The Ballroom Banquet style 7:00pm 12:00pm
Location: Estates of Sunnybrook - 2075 Bayview Avenue, Toronto, Ontario. M4N 3N5
Menu Selections
Description Quantity Price Total
Reception – Hors d’oeuvres
5 pieces per person 750 $3.60 per piece $2,700.
Hot canapés –
● Crispy fried vegetable spring rolls – 125 pieces
● Spicy shrimp and chorizo sausage pops – 125 pieces
● Spinach and onion pakora, tangy mint yogurt – 125 pieces
Cold canapés –
● East coast lobster, dill aioli set in a phyllo pastry nest – 125 pieces
● Goat cheese rolled in toasted almonds, sun dried cranberry jam in a savoury pastry round
– 125 pieces
● Peking duck crepe, hoisin dip – 125 pieces.

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Dinner - 150 $8,987.50
Soup, two meats, one vegetarian and two desserts. (Bread rolls, butter, table salt and
pepper included).
· Roasted red bell pepper and tomato Puree 150 $8.75 per person
· Skillet seared Atlantic salmon 50 $45.50 per person
· Stuffed chicken breast supreme 75 $37.50 per person
· Vegan and gluten free penne pasta 25 $29.00 per person
*nut free*
Dessert
● Decadent Chocolate Crème Brule 125 $12.50 per person
● Seasonal fresh fruit plate 25 $12.00 per person
Beverages 150 $8,210.
Imported Italian
Wine - White Pinot Grigio (dinner) 30 bottles $42.00
- Red Cabernet Sauvignon (dinner) 30 bottles $42.00
Christmas Punch-non-alcoholic (reception) 150 $440.00/8 gals.
Premium package – (dance) bar includes: - 150 $35.00 per person.
premium liquors -rye, rum, gin, vodka,
scotch, premium liqueurs Kahlua, Cointreau,
Bailey’s, red and white house wines,
beers (domestic and imported), soft drinks,
Sparkling water.
Room Set Up
Reception Room – reception style - 42” high cocktail tables dressed and scattered.
The Ballroom – Banquet style – 72” round banquet round tables dressed with seating to
accommodate ten guests at each table.
Bar Set Up
1 Bar front curved 6’ black and 1-3 shelf bar back in The Ballroom, dance floor area.
Audio Visual
Microphone – The speakers will use the DJ’s wireless microphone.

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Billing
Total costs
Food cost $11,687.50
Beverage cost $8,210.00
Rooms rental $2,100.00
13% Taxes $2,859.68
Christmas Décor
rooms decorated
with Christmas trees,
ornaments and table center
Pieces, included.
TOTAL DUE: $24,857.18
Special Instructions
Vaughan Estate, Reception Room decorated in Christmas theme.
Service will be passed hors d’oeuvre, Christmas punch to be served to guests in Champagne
flutes.
Vaughn Estate, The Ballroom decorated in Christmas theme.
Dinner service will be guests seated and being served by servers throughout the meal.
One bar, one bar back and two bar tenders. The bar will be opened to the guests during the dance
portion of the event.
A walk through will be done one hour before the event to make sure everything is in place.
Date: November 25, 2015.
MAC Event Planning Inc.
x________________________________
Agreed and Accepted.
Date: November 25, 2015.
Paula Groenendyk
Director of Catering
x_________________________________
Agreed and Accepted.
You will be billed for 100% of your guarantee or the expect number of guests, whichever is
higher. Prices listed on this contract are based on information provided. Changes in total price
may occur due to additional requests.

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Sources -
The Estates of Sunnybrook - retrieved November 6, 2015
http://www.estatesofsunnybrook.com
The Estate of Sunnybrook floor plan of main floor - retrieved November 6, 2015
http://www.estatesofsunnybrook.com/map/vaughanestate
The Estates of Sunnybrook menu - retrieved November 11, 2015
http://www.estatesofsunnybrook.com/social/menu
Chairman Mills Rentals - retrieved November 11, 2015
http://www.chairmanmills.com/indexphp/rentals.html
Good Vibrations DJ Services - retrieved November 12, 2015
http://www.goodvibrations.ca