| Assumptions: |
| expect 50 participants, prepare for 75 |
| |
| Rentals |
| ICC Auditorium (max. occupancy = 300; deposit = $300, rent = $1200 for non-profit) |
$1200 |
| folding chairs ($3 each for comfort style, 75 for guests, 5 extra) |
(included) |
| tables (36" round, 30" high, $10 each, 19 for guests, 1 extra) |
(included) |
| refreshment bar (equipment = $50, bar/table = $50) |
"no host drinks" |
| set-up and take-down by rental firm (no delivery fee over $250 min.) |
(included) |
| |
| Consumables |
| refreshments (coffee, tea, water, cookies, crackers, nuts, … ) |
"no host drinks" |
| paper goods (cups, napkins, tablecloths [red-and-white checked], … ) |
$50 |
| flowers for each table |
$100 |
| large-format paper pads (also used for table tops), easels, markers, pens, … |
$100 |
| |
| Advertising/Reporting |
| Newsletter (distribution = 2000 homes, advertise event) |
$400 |
| Newsletter (distribution = 2000 homes, report results of event) |
$400 |
| direct mail invitations (100 select recipients) |
$100 |
| follow-up action (seed money for collectively-decided further action) |
$500 |
| unexpected expenses |
$150 |
| TOTAL |
$3000 |
| |
| Staffing |
| hosts at event (1 host per 5 guests = 15 hosts) |
| set-up and take-down of rental equipment by rental firm employees |
(included) |
| set-up and take-down of decorations and refreshments by hosts |
| sound person (microphones and music) |
| members of the press are expected; videographers and other observers are possible. |
