Cost of Events Faculty Senate December 2018

Guiding Principles for Event Pricing Simple: Straight-forward pricing methodology for all cost components Transparent: Include incremental event-driven costs Explainable: Enhance campus’ understanding of underlying costs Scalable: Ultimate desire for a consistent structure to implement throughout all venues on campus At-Cost: Commitment to not charge beyond the true operational cost of event for faculty & staff Review periodically to make sure we are still at-cost

Total Event Cost Components Event Operations Charge Food & Beverage Additional Charges Total Event Cost 5-10% 90-95% 0-5% 100% Set-up/Tear-down Cleaning Guest Services/ Ushers Basic A/V VenueND Admin Typically priced per person, subject to a minimum charge Varies depending on menu/caterer Custom A/V Custom decor Other non-standard charges

Event Operations Charge Detail Included in Event Operations Charge Set-up/Tear-down Tables, chairs, linens (excl. Catering set-up) Cleaning Cleaning of event spaces and restrooms Basic A/V Pre-event planning and activation of in-place A/V equipment Guest Services/Ushers Monterrey and/or Ushers as required VenueND Admin Booking, event planning, and billing efforts of VenueND team

Venue Classification Three venue categories allow for tiered pricing to provide options for all budgets Premium: Most exclusive and most expensive spaces; Require significant set-up/tear-down activities; Price range of $750 to $1,800 Select: Higher-end and moderately-priced spaces; Require moderate set-up/tear-down activities; Price range of $300 to $1,275 Traditional: Quality and economical spaces; Require minimal set-up/tear-down activities; Price range of $200 to $875 Pre-Set option within each category (Premium, Select, Traditional) provides venues at lower cost: Maximum Operations Charge of $750 Three different venue sizes: Small (<75), Medium (75-150), Large (>150)

Venue Classification Detail Premium Select Traditional Pre-Set (No furniture moves) CCP - Foley’s Joyce - Club Naimoli Compton - O'Briens Warren Golf Course - Clubhouse Small (< 75) CCP - Dahnke and Rasmus Landings (N/S with terrace) CCP - Hospitality Suites A-D CCP - Downes and Hank Landings (N/S with terrace) CCP - 9th Floor Terrace (SE) Jordan Hall - Reading Room McKenna - Board Room SDH - Hospitality Room Medium (75 - 150) CCP - Seven on 9 Morris Inn - Private Dining Room Eck - Visitor Center McKenna - Conference Room SDH - Oak Room Large (> 150) CCP - Dahnke Ballroom CCP - Dahnke Ballroom (7th floor, N/S Salons) CCP - Rasmus Club Balcony CCP - Downes Club Ballroom CCP - Hank Forum Balcony Morris Inn - Smith Ballroom Jordan Hall - Galleria DPAC - Atrium SDH - East Side McKenna - Atrium McKenna - Lower Level Dining Room Joyce - Monogram Room Joyce - Heritage Hall