7:53 a.m.
On Wed, Aug 25, 2010 at 08:33:54PM -0700, Robyn Bergeron wrote:
Greetings folks,
(If you want to skip the tl;dr, my estimate is $600/day, could go up
slightly if ASU Catering thinks I am from another planet in my
estimations.)
I've done quite a bit of looking into our various options for
breakfast on Saturday and Sunday while we are in the Brickyard
facility. I received confirmation from Jon Delany that we can have
food inside the facility, and given that it is not really a school day
(I'd venture to guess that Saturday *might* have a class or two going
on, but not a mass throng of students) I think we can safely set up
food in the lobby area of the Artisan Court building. The lobby has
plenty of space to set up food, as you can see here in these
not-so-awesome photos I took through the window of the building during
my last visit. (http://2tu.us/2lsb http://2tu.us/2lsc )
In any case:
After reviewing a lot of options, including providers from the ASU
approved catering list, it seems that our cheapest option is to just
use ASU catering, which will, as an added bonus, spare us from
paperwork that needs to be done when using an approved caterer rather
than ASU Catering itself. The specific menu is the ASU Simple
Takeaways menu; this is a cheaper option for people who are willing to
PICK UP their food, rather than having food services come over and
deliver/arrange it all. (And I mean - probably several hundred
dollars cheaper.) Which would mean that someone would need to go and
pick it up (probably me + whoever wants to help out). All the
appropriate tableware / utensils would be included. My estimates are
based upon 150 people, with breakfast bread allocation in the
recommended neighborhood of 1.5/person. Please note: I am not Martha
Stewart.
There are several more details on the breakfast estimation page
(http://fedoraproject.org/wiki/FUDCon:Tempe_2011_breakfast_estimates),
but a quick roundup looks like this:
Food
* 8 Dozen Bagels + Cream Cheese (15.99/dozen): $127.92 - 96 servings
* 5 dozen danishes (8.99/dozen): $44.95 - 60 servings
* 4 loaves breakfast bread (6.99/loaf, 12ish slices/loaf): $27.96
- 48 servings
* 5 dozen muffins (6.99/dozen): $34.95 - 60 servings
* 5 Trays seasonal fruit ("serves 10" - $19.99/tray) - $99.95
* Total: $335.73
Drink
* 7 Gallons coffee (1 gallon = 20 6oz servings, 14.39/gallon): 100.73
* 1 gallon hot tea "selection": $13.59
* 2 gallons orange juice (10.39/gallon): $20.78
* 2 gallons iced tea (6.39/gallon): $12.78
* Total: $147.88
Canned Soda
(Note: this cost could go down - or stay flat with a LOT more soda to
drink - if we utilize the "donated food to a student organization"
method.)
* 75 cans of soda at .79/ea: $59.25
Total:
* Food: $335.73
* Coffee/OJ/Tea: $147.88
* Sodas: $60
* Total before sales tax: $543.71
* 8.3% sales tax in tempe: $45.12
* Total: $588.84
Given this total amount, I'd be very, very comfortable bumping this up
to $750 as a firm budget estimate here, in the event that we wind up
having 200 people sign up on the wiki, etc. Unless anyone feels this
won't be enough food. :) This is far less than the current $1500
estimated.
Wow, very thorough Robyn! I think the $750 estimate is fine. Some
other thoughts:
* Can ASU catering services provide these goodies on Sunday too?
* Bump hot tea to 2 gal -- we have a significant number of "tea, not
coffee please" people.
* I'm thinking we probably don't need to rent any additional vehicles
-- there seem to be quite a few people helping out, and some of them
are driving in and have offered to help whenever needed.
* We should use the "donate food" option to buy lots of sodas ahead of
time. Robyn, is that something you could manage on Thursday
preceding the event (if you're arriving a day ahead)?
* Is there somewhere in the area we could pick up ice? If so, we
could get tubs to ice down drinks. I think most people would prefer
that to buying lots of cups that are then discarded.
Next actions:
* Can you enter this on our logistics page, and make changes on the
budget page?
* I don't want to get in the habit of reallocating every time we save
money :-) but perhaps in light of these very inexpensive costs we
should consider providing lunch on Saturday and Sunday.
--
Paul W. Frields http://paul.frields.org/
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