VECAP Budgeting/Contracts: Insights to Staying on Track Keeping your Budget on Track What is the purpose of my event? What are my allocated monies? What is the type and size of my event? What are my printing needs? STD, Invitation, Program What is the appropriate site? Site guidelines and parking? What vendors do I need? What is my timeline?

VECAP Budgeting/Contracts: Insights to Staying on Track The Budget Template AV/Staging…AV tech Bar…beverages and bartenders Caterer… wait staff and service charges Décor… flowers, linens, props Entertainment General signage & supplies…nametags, table cards Parking…garages, valet, shuttles Plant Operations…housekeeping, movers, grounds, electricians, plumbers, carpenters Rentals…tables, chairs, china, glassware, utensils, tents Security Site fee Student workers…contract hire & Invitations, mailing and printed programs

VECAP Budgeting/Contracts: Insights to Staying on Track Calculating Cost Bar Full bar or wine/beer only – Your cost will depend on site and type/length of event How many bartenders? Rule of thumb 1/per 50-75 guests. Each bartender will need his or her own supply of liquor. Include cost of set-ups, water, soft drinks, mixers, lemons, etc., supplied by bartenders or caterer How much alcohol should I buy? General rule of thumb, expect consumption to be one drink per guest per hour. See Beverage conversion chart. Catering Off-site, i.e. hotel, country club & event venue typically have a food/beverage minimum. Many caterers have additional equipment rentals, i.e. hot boxes, chaffers, etc., in addition to food costs. It is critical to get complete electrical needs, especially for on-site buildings or tents. Wait staff will vary per type of event, caterer and site. Hotels or country clubs typically charge a service fee which covers the wait staff and bartending services. Some caterers charge a service fee in addition to wait staff.

VECAP Budgeting/Contracts: Insights to Staying on Track Calculating Cost Flowers Cost depends on type of flowers, size of tables and room, etc. Some florists rent votive candles and some caterers or sites offer them as well. Add cost for delivery and/or tear-down by florist Rentals Costs vary slightly by rental company. It really depends on type of tables, chairs, soft seating, etc. Most rental companies offer linen rentals or you may want to use an outside linen rental company. Selections depend on the type of event. Additional fees are charged for setting up/tearing down tables and chairs by rental company. Delivery/pick-up fees and damage waivers are additional charges. Exact delivery/pick-up times typically cost more. Many sites have tables & chairs as part of site fee but you still may want to rent chairs to match event décor. Country clubs, event venues and hotels typically offer basic linens as part of site fee and/or food & beverage minimum. China, glassware, utensils are typically rented through a rental company unless you are at a site, i.e. hotel, that already has them. Staging, dance floor, draping and props can also be rented and installed. Sites like a hotel, country club or event venue may have these as part of their inventory for additional fee or offer as part of the site fee. VU Plant Operations Offers a variety of services; many of which must be used at on-campus sites – pricing is based on job Housekeeping, Grounds, Electricians, Plumbers, HVAC, Movers, Carpenters, Sign Shop

VECAP Budgeting/Contracts: Insights to Staying on Track Q&A