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

  Budge

ted % Current %Actu

al Notes 

Rentals $3,000

.00 60%

$ 3,500.00 70%  

Price increase due to inflation and additional rental of high-tops

F&B $1,000

.00 20%

$ 1,300.00 26%  

Price increase due to inflation

Flower Costs

$ 250.00

5% $ 287.58

Dining Area

$ 101.94

2%    

Reception Area

$ 185.64

4%    

Décor Costs

$ 750.00

15%

$ 361.29

Dining Area

$ 155.79

3%    

Reception Area

$ 205.50

4%    

Budget Allowance

$5,000.00

100% $ 5,448.87 109%

   Over Budget $ 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

1

Costs 2012 Current

Variance

Variance Percenta

geNotes

Rental Cost

$3,000.00

$3,500.00

$ 500.00 17% Due to

inflation

F& B Cost

$ 950.00

$1,300.00

$ 350.00 37%

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

    Amount Units

Unit Price Total Notes

Flowers for

Dining Table

Centerpiece

White Tulips 6

Bundles

$ 10.99

$ 65.94

Sold in bundles of 10. 3 tulip per table

Solidago (Filler Flowers) 2

Bundles

$ 18.00

$ 36.00

Sold in bundles.

Total Dining Area Flower Cost $ 101.94  

Flower Cost per Dining Table $ 6.37  

Décor for

Dining Table

Centerpiece

Water Pearls 1

Container

$ 17.00

$ 17.00 5 oz containers

Submersible Lights 2

Package

$ 20.00

$ 40.00 1 light per vase

Mirrors 3Package

$ 26.00

$ 78.00

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 $ 9.74  

  

Total Cost of Dining Room Table Arrangement

$ 257.73

Flowers and décors for dining area have already been arranged. The cost per table has been reduced to minimum.

Total Cost of Arrangement per Dining Table (flowers and décor combined)

$ 16.11

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

    Amount Units

Unit Price Total Notes

Flowers for

Reception High-

Tops

White Tulips 1

Bundle

$ 10.99

$ 10.99

Sold in bundles of 10. 1 tulip per cylinder

Solidago (Filler Flowers) 1

Bundle

$ 18.00

$ 18.00

Sold in bundles. Tied with 1 tulip and insert into a cylinder vase

Total High-Tops Flowers Cost $ 28.99  

Flower Cost per High-Tops $ 4.14  

Décor for

Reception High-

Tops

Clear Marbles 3

Package

$ 3.50

$ 10.50  

Submersible Lights 1

Package

$ 20.00

$ 20.00

Alternative of candles due to safety precaution

Total High-Tops Décor Cost $ 30.50

 

Décor Cost per High-Top $ 4.36

 

   

4

Total High-Tops Cost $ 59.49 Prices have been

reduced to minimum.

Total Cost Per High-Top $ 8.50

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

    Amount

Units

Unit Price Total Notes

Main Centerpi

eces Flowers

Cherry Blossoms, White Only

12 Stems $

28.00 $ 336.00

Prices are broken down by stems. High prices due to notice in 2 weeks of the event

Bars #1 & 2

Flowers

Cherry Blossoms, White Only

18 Stems $

28.00 $

504.00  

 Florist Assembling Fee

2 Hours $

80.00 $

160.00

Florists in charge of making centerpiece arrangement

Total Cost of Flowers for Main Centerpieces and Bars

$ 1,000.00

 

5

Décor

Main Centerpiece Mirrors

1 Package

$ 19.00

$ 19.00

Purchased

Bar Mirrors

1Packa

ge $

16.00 $

16.00 Purchased

Submersible Lights

3 Package

$ 20.00

$ 60.00

Purchased

Vases Rental Cost

 Various by size

  $

80.00  

Total Cost of Décor for Main Centerpieces and Bars

$ 175.00  

   

Total Cost for Main Centerpieces and Bars (high-

tops inputted separately) $ 1,175.00  

6

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

    Amount Units Unit Price Total Notes

Main Centerpi

eces Flowers

Med. Dendrobium Orchids

12 Stems $

3.99 $

47.88  

Gladiolus 4 Stems $

2.99 $

11.96  

Bells of Ireland

2 Stems $

3.99 $

7.98  

White Tulips

110/

bunch $

10.99 $

10.99  

Mini Cally Lily

6 Stems $

3.99 $

23.94  

Bars #1 & 2

Flowers

Med. Dendrobium Orchids

8 Stems $

3.99 $

31.92  

White Tulips

210/

bunch $

10.99 $

21.98  

Total Cost of Flowers for Main Centerpieces and Bars

$ 156.65

 

Décor Florist Assembling Fee

1 Hours $

80.00 $

80.00

Florists in charge of making centerpiece

7

arrangementMain Centerpiece Mirrors

1 Packag

e $ 19.00

$ 19.00

Purchased

Bar Mirrors

1Packag

e $

16.00 $

16.00 Purchased

Submersible Lights

3 Packag

e $ 20.00

$ 60.00

Purchased

Total Cost of Décor for Main Centerpieces and Bars

$ 175.00  

Total Cost for Main Centerpieces and Bars

$331.65  

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

  Budgete

d % 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

Flower Costs

$ 250.00

5% $

1,210.93

Dining Area

$ 101.94

2%    

Reception Area

$ 1,108.99

22%    

Décor Costs

$ 750.00

15% $

361.29

Dining Area

$ 155.79

3%    

Reception Area

$ 205.50

4%    

Budget Allowance

$ 5,000.00

100%

$ 6,372.22 127%

   

Over Budget $

1,372.22 27%    

8

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