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