[committee] 40th Anniversary Dinner
Mitchell Pomery
bob_george33 at hotmail.com
Sat Feb 1 19:27:30 AWST 2014
So I've gone through the Hilton's contract and looked up what information i can get on the South of Perth Yacht Club (I also tried calling them but got no answer)
Going through the Terms and Conditions of the Hilton, they have a very strict sounding cancellations policy, meaning that if we cancel we will lose over $5000 instantly. More if the event is closer. They also require us to spend a minimum of $11300 + $700 for Security. That means we are looking at $12000 or roughly $120 per person assuming we can get 100 people to attend. Listening to people in #ucc, it seems that a more reasonable number of attendees is 40, though if we advertise early and push for people to attend, we could possibly double this number. If we only get 50 people to attend when we book the Hilton, UCC stands to pay the other $6000 out of it's pocket.
While I am aware that we want to make this a good event, and are willing to lose money on it, I think $6000 is too much. I would be happier of it was $1000 to $2000 tops.
[DAA] has mentioned in #ucc that the 0x20 dinner (32 anniversary dinner) had around 40 people attending it and it cost around $40 per person. They also received grants from the guild to help pay for the event. We need to start looking at what the guild would be willing to put forward to help us run this event to see what we can afford.
I also looked into the South of Perth Yacht Club. It looks like they would be willing to run an event in the Ward room (one that has a nice view of the river) without needing to fill the venue to capacity. They also have a cancellations policy that allows us to cancel any time up until 3 months before the event (Early July) and receive all of the money minus the initial deposit back. Here we are looking at $700 for venue hire and anywhere between $60 and $110 per person for food. Something no one has bought up previously is that if we want to use the parking at SoPYC, we are required to pay $90 to have someone man the gated parking areas. SoPYC comes the option of either a drinks package or a bar TAB, with the bar TAB being the better looking option. Assuming a bar TAB of $1500, the cost per person (for 40 people) of the SoPYC is between $120 and $170, depending on the set menu selected.
[SZM] bought up The Royal in East Perth. They will run events in a sectioned of area of their premises. I have been unable to find much info out about this, but they require that you but a finger food set per person. Meals there cost between $25 and $50 each. Assuming the $1500 bar TAB and that there is no booking fee, we are looking at between $80 to $124 per person for 40 people.
[GOZ] has also suggested a pizza night (informal event). I'm not sure how serious he is about this, but for $600 (iirc) we can get the acorn cafe. Then for $20 we could order some nice pizzas and cool drink. Meaning around $35 per person. This means that more active members will be able to afford it. If we did an informal event we could also get packs of LED throwies, go down the the statue in the river and cover it in them. Which is a really neat idea that [GOZ] had.
In summary:The Hilton: http://www.youtube.com/watch?v=a55hIGmMzuE (Skip to 1:08 for the important bit)
Most of what I have gathered is herehttps://github.com/mpomery/UCC40thDinner/blob/master/Comparison.pdf (click view raw)
Thanks,
Mitch [BG3]
TL;DR; The Hilton isn't worth it.
Date: Fri, 31 Jan 2014 19:19:08 +0800
From: matches at ucc.asn.au
To: committee at ucc.asn.au
Subject: Re: [committee] 40th Anniversary Dinner
Committee was
unable to reach a decision on whether or not to go with the
Hilton in the Meeting today.
The core concern is that people are doubtful we will be able to
get the numbers and expect we will therefore make a very large
loss (several thousand dollars).
The South Perth Yacht Club does not (as far as we know) allow
payments to be made in installments, but the Hilton does.
However the Hilton seems to have harsher conditions if we are
unable to get 80+ people to attend.
The third option is a pizza run in the Acorn Cafe.
Because we need to agree to the Hilton's contract by the 4th of
February, there will be more discussion on this list, possibly
involving graphs, and then a vote of committee via this mailing
list on Sunday. If anyone doesn't vote it will count as an
abstain (ie: "No we don't want the Hilton").
[SAS] may send more information later.
I encourage everyone to read the previous emails to this list
which give some information on the options (to which no one
responded).
Good luck,
[SZM]
On 31/01/14 17:48, Christopher Bobridge wrote:
So instead of cancelling, if no one wants to go,
you send one guy who'll eat all the food and drink all the
alcohol to avoid paying the 'damages'?
Chris
On Fri, Jan 31, 2014 at 2:18 PM, Sam
Moore <matches at ucc.asn.au>
wrote:
To clarify for thos who
selected the tl;dr option, this is about the 40th
Anniversary Dinner, not the "Triforce Ball" which
committee voted against earlier in the year. I don't
think the title "Triforce Dinner" has any
significance?
On 31/01/14 12:39, Sam Moore wrote:
The
attachment is too big, I will send it on request.
tl;dr Minimum cost of $113 per person for 100 people.
$15015 total with $3000 refundable deposit. There are
three payments; $3000 on 2014-02-04, $3000 before
2014-06-19 and $5300 before 2014-08-06.
*Do not cancel*;
they charge up to 100% of the total amount depending
on date and then add an extra $15000 "damages".
Copy pasted bit:
$113 per person inclusive of:
Three course set dinner
Five Hours of House Beverage Package
Venue Hire for the Swan Room
One complimentary accommodation vouchers to be used as
a door prize for the event
This event is based on a minimum of $11300 or 100
guests @ $113
Door sales
In accordance to hotel policy, ticket door sales are
not permitted and must be pre sold prior to the event
Minimum spend
The hotel will require a minimum spend of $11300 in
food and beverage
Security services (1 security person per every 100
guests required)
In accordance with our security policy, the hotel will
require security services for this event organised
through
the hotel with the costs paid for by University
Computer Club based on every 100 guests
One security person from 6.30 pm to 12.30 am on Friday
@ $65 per hour - $390
One additional security person from 7 pm to 12.
midnight @ $65 per hour - $325
The above has been calculated based on every 100
guests
Total cost for security - $715
Security Bond
$3000 security bond is required
This will be held for any damage sustained to Hotel
property, or to cover any excess cleaning. Pending
post event inspection,
this will be reimbursed upon settlement of final
invoice
-------- Original Message --------
Subject:
FW: Triforce dinner
6th September 2014
Date:
Tue, 28 Jan 2014
16:14:55 +0800
From:
Samuel Shenton <sshenton at iinet.net.au>
To:
<committee-only at ucc.asn.au>
Hello,
After confirming with
most committee members last night, the Hilton
has been chosen as the preferred venue for the
40th Anniversary Dinner.
For those who wish to
know, of contactable members it was 4 for
Hilton, 1 for SOPYC and 1 abstain.
Of course there will be
a proper vote on this at the Friday meeting at
4:30 to avoid a clash with the Uncharity
Vigil.
The initial deposit
required is less than expected at $3,000. With
other instalments listed in the contract.
The only discrepancy
with the estimate I gave is that me may need
an extra security person.
However I will confirm
this.
Please contact me with
questions,
I will be sending
another email to committee@ later in the day.
Samuel Shenton
From:
Sharon Leung [mailto:Sharon.Leung at Hilton.com]
Sent: Tuesday, 28 January 2014 2:50
PM
To: Samuel Shenton
Subject: RE: Triforce dinner 6th
September 2014
Hi Sam
Thanks for the
confirmation that the UCC 40th
Anniversary has been confirmed with us for 6th
September 2014
Enclosed our contract
Please organise for this
to be signed, INITIALLED ON EVERY PAGE and
returned back to us with the signed contract
and the first initial payment of $3K by
TUESDAY 4th February 2014
I will then assign a
dedicated events coordinator to ensure the
successful delivery of your event with a face
to face handover to go through the contract –
this will be diarised for the next couple of
months
Looking forward to
working with you
SHARON LEUNG - Event Sales Development
Manager – Business Development
PARMELIA HILTON PERTH
t: +61
(0)8 9215 2488 I m:+61
(417) 095 916 I f: +61 (0)8 9215 2001
14 Mill Street I Perth WA
6000 I Australia
hilton.com I perth.hilton.com I facebook.com/parmeliahilton I twitter.com/hiltononline
This transmission is not a digital or
electronic signature and cannot be used to
form, document, or authenticate a contract.
Hilton and its affiliates accept no liability
arising in connection with this
transmission.Copyright 2014 Hilton Worldwide
Proprietary and Confidential
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