Post on 17-Jan-2015
description
13 W 36TH | New York, NY | 10038
info@vsevents.com – 212.567.8998
VS EVENTS
Victoria Perez and Shannon Gaspard
Founders & Head Event Coordinators
Mission Statement
Our mission is to exceed your expectations and inspire your guests while maintaining an Eco-Friendly Atmosphere. Be it simple or elegant, our philosophy remains the same:
“Live Today Plan for Tomorrow
Party Tonight”
Event Profile:Sandra Rose’s Sweet Sixteen
Meet Sandra Rose
Benedict
Her Expectations:ü DJ and/or Live Local Bandü Hip Venue for Sweet 16 after partyü 150 guests for partyü Intimate Dinner with familyü Exotic Foodü 12 family members for dinnerü Must be in New York Cityü Budget: $21,000
Springtime BloomConcept
Intimate Dinner Checklistq Private room rental in Restaurant close to Party venueq Exotic food for 12 peopleq Flowers in full bloomq Floating tea candles in bowls on tables
Summertime Candyland Concept
“After Party” Checklistq Main venueq 150 Invites q DJq Candy bar with varieties of candy along with q Mixologist to mix candy “mock-cocktails”q Chocolate fountain q Rental lounge furniture for Space (if not provided)
Selected Venues & Vendors
Plein Sud NYC in the Smyth Hotel“Springtime Bloom”
Restaurant Venue
18 Cupcakes from Crumbs Bakery
2 Bouquets from Bronx Florist NY
Cupcake Stand from Amazon.com
Candle Holders fromCandles4less.com
Soy Tea Light Candles from Soyworx.com
The Varick Room in Tribeca Cinemas
“Summertime Candyland”Main Venue
Party Favor Boxes from Efavormart.com
Brownie Platter
Fruit Platter
Pingg.com Evites
Use of Technology
Room Features for The Varick
Room
This custom program designed by VS Events was viewed on the Projection Screen.
Also, during the party the guests will be able to upload any birthday shout outs and pictures taken while at the party to Sandra’s Facebook page, which will be projected on the projection screen periodically.
Sweet Sixteen
Program
This custom program was designed by VS Events and will be projected on the first Flat Screen TV.
Sweet SixteenDrink Menu
Sweet SixteenFood Menu
This custom program was designed by VS Events and will be projected on the second Flat Screen TV.
Budget Breakdown:
$21,000
Venue Subtotal: $3,000Food And Beverage Subtotal: $14,138.14
Vendors $ Amount Qty Budget NotesVenue (s)Plein Sud NYC 4/12/12 $0.00 1 $0.00 Private Room Available with free reservations.The Varick Room @ Tribeca Cinemas 4/12/12 $3,000.00 1 $3,000.00 60% discount (daily = $7,500) after discussing with location's event
planner. Subtotal Venue Price $3,000.00 Food & BeveragePlein Sud NYC Venue Dinner $50.00 13 $650.00 Based on Restaurant Menu, estimated $31-$50/person Gratuity 20.00% 1 $130.00 20% gratuity for private party, gratuity amount provided by venue. NYS Tax 8.63% 1 $56.06 Approximate Tax (8.63% x (Dinner + Gratuity)
Crumbs.com Cupcake Tiered Cake $4.50 18 $123.87 $4.50/cupcake & using next day saver. "Good Guy" model, "signature" size (4.25") purchased in packs of 6. Tax included.
Varick Room
Venue itself Non-alcoholic Beverages $24.00 150 $3,600.00 $24/beverage, assuming minimum of 150 guests. Beverages include classics and candy-themed concoctions.
Service Fee $648.00 1 $648.00 Service Fee for Bar, quote provided by venue planner.
Energykitchen.com Protein Brownie Platter $1.99 12 $23.88 Eco-friendly Option; freshly baked brownies topped with fresh berries. Free delivery.
Seasonal Fresh Platter $5.99 12 $71.88Eco-friendly Option; an elegant arrangement of seasonal sliced fruit. Free
delivery. NYS Tax 8.63% $8.26 Approximate tax determined by Products x 8.625 state tax.
Dylan's Candy Bar Candy Bar with Candy $40.00 150 $6,000.00 Quote provided by Dylan's. Includes a variety of assorted candies from lollipops and peppermints to snickers and twizzlers.
Popcorn Machine $175.00 1 $175.00 Quote provided by Dylan's. Themed, fresh popcorn. 61" popcorn machine, 32" wide and with wheels for easy movement.
Chocolate Fountain $450.00 1 $450.00
50" fountain is multi-tiered & colored and overflows with either dark, milk or white Belgium chocolate. Package comes complete with marshmallows, pretzels, skewers and cocktail napkins. Quote provided by Dylan's.
Dylan's Ice Cream Bar $10.00 150 $1,500.00 Quote provided by Dylan's. $10/guest based on minimum. Include variety of ice cream and an array of candy toppings.
NYS Tax 8.63% $701.19 Approximate tax determined by Dylan's products x 8.625 state tax. Subtotal Event F&B $14,138.14
Eco-Friendly Aspects
MiscellaneousPlein Sud NYC
Bronx Florist NY Flowers in Bloom $50.05 2 $100.10 Yellow Daisy Chrysanthemums, Purple Asters and Hot Pink and Orange Carnations. Approx Size: 9"(W) x 12"(H). Same Day Delivery
Candles4less.com Tea Candle Holders $19.83 1 $19.83 Clear, bubble shape. Approx Size: 5" tall x 5" (at widest point) with a 3-3/4" opening. UPS Ground [pack of 12]; Tea lights sold seperately (tax included)
Soyworx.com Tea Candles $6.99 1 $6.99 White. Approx Size: 1.5" Across x 0.75" tall. UPS Ground (shipping not added, soy candles) [12]
NYS Tax 8.63% $0.60 Tax for Soyworks (6.99 x 8.625%)Amazon.com Cupcake Stand $18.45 1 $18.45 Silver. Approx Size: 9.9 x 10 x 4 inches. Standard Shopping 3-5 days. Taxi $7.00 Transportation between Plein Sud & Tribeca Cinemas. About 15 mins. Varick Room
Venue itself Event Staff 8 $1,030.002 bartenders, 2 bar backs, 1 coat check, 1 porter and 2 security guards; quote and staff provided by venue.
Fee for outside catering $390.00 Quote provided by venue.
Flowers/Decor $1,300.00
Quote provided by Event staff. Includes Vintage Lighting System, Black White floral tablecloths with a white cloth underneath, 6 feet Candy Trees & 6-8 5" Candy Table Bouquets.
Efavormart.com Party Favors $78.93 1 $78.93Approx Size: 3"x2"x3.5"(5.5" with handle); 200 boxes; Standard Shipping in 5-10 business days
CarolBarnstead.com Photographer $275.00 1.5 $412.50$275 per hour, including the j-peg files on CD for making 4 x 6 proof prints. Quote provided by photographer.
The Varick Room Rental Furniture (if not incl.) $0.00 0 $0.00 Included in the Varick venue. Lush leather furniture, including sofas. Event Insurance - TULIP $150.00 1 $150.00 Mandatory @ the Varick venue. Quote provided by Venue in Contract.Pingg.com 150 invites $0.00 150 $0.00 Free Invites @ pingg.com + RSVP; Eco-friendlyTruMix Entertainment DJ $300.00 1 $300.00 $300 for 4 hours (system and music included). Quote provided by DJ. Subtotal Miscellaneous $3,814.40 GRAND TOTAL $20,952.55 Price Per Person $139.68 Actual Budget 21000 Money Left $47.45
Miscellaneous Subtotal: $3,814.40 Grand Total: $20,952.55
$139.68 Per Person
Eco-Friendly Aspects
Flow PlanOf Sweet Sixteen
Plein Sud:Table
ArrangementChairsBirthday Girl SeatFlowersCandlesCupcake Cake
The Varick Room:Floor Plan
The Varick Room:Flow Chart
Popcorn MachineDJ BoothCandy Trees Candy BouquetsChocolate FountainCandy Bar w/ CandyIce Cream BarPlatters
Master CalendarFor Sweet Sixteen
SU M TU W TH F SA11st Meeting w/ Client
2RFP Proposal due
3 4 5 6 7
8 9Contact Caterers for Event
10 11 12 13 14
SU M TU W TH F SA
1RFP Decision Due
2 32ND Meeting w/ Client
4 5 6 7CREATE Pingg.com Invites
November 2011
December 2011
SU M TU W TH F SA11 12 13 14 15 16 17
25 26REMIND Vendors
27 283rd Meeting w/ Client
29 30 31ORDERCandles & Holders
SU M TU W TH F SA1 2
ORDERParty Favors
3 4 5 6 7
8ORDERCupcakeStand
9 10 11 12ORDERCupcakes
13 14 DAY OF EVENT
April 2012
March 2012
Day of Event notesPlein Sud
q Order Flowers @ 11:00 AM and Place Delivery for 3:00 PM
q Shannon & Victoria arrive @ 2:30 PM for set up
q Expect Crumbs Cupcake Delivery @ 5:00 PM
q Photographer arrives @ 7:30-8:00 PM, during the group poses the waiters will re-arrange
table to present cupcakes.
q Shannon get cab ready for Birthday Girl @ 8:00 PM
q Shannon oversees cleanup @ 8:30 PM and heads over to 2nd Venue by 9:00 PM
The Varick Roomq Victoria arrive @ 6:00 PM to supervise vendors & venue planner
q Venue set up and DJ arrival @ 7:00 PM
q Dylan’s Candy Bar Delivery and Set-Up @ 7:00 PM: Candy & Ice Cream bar, Popcorn
Machine, and Chocolate Fountain
q Energy Kitchen Delivery @ 7:00 PM
q Sound and technology check @ 7:20 PM
q Victoria & Venue Planner walk thru @ 7:30 PM
q Guests should begin arriving @ 8:45 PM (Starts at 8:00 PM)
q Photographer arrives @ 10:00 -11:00 PM
q Clean up @ 12:00 AM
Live for Today Plan for Tomorrow Party Tonight