[committee] 40th Anniversary Dinner

Fri Jan 31 19:19:08 WST 2014

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 
> <mailto: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>
>>     <mailto:sshenton at iinet.net.au>
>>     To: 	<committee-only at ucc.asn.au> <mailto: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 40^th
>>     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 40^th Anniversary has
>>     been confirmed with us for 6^th 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 4^th 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 <tel:%2B61%20%280%298%209215%202488>
>>     I m:+61 (417) 095 916 <tel:%2B61%20%28417%29%20095%20916>
>>     I f: +61 (0)8 9215 2001
>>
>>     14 Mill Street I  Perth WA 6000  I  Australia
>>
>>     hilton.com <http://www.hilton.com/>Iperth.hilton.com
>>     <http://www.perth.hilton.com/>Ifacebook.com/parmeliahilton
>>     <http://www.facebook.com/parmeliahilton>Itwitter.com/hiltononline
>>     <http://www.twitter.com/hiltononline>
>>
>>     Description: Description: World Regions
>>
>>     ------------------------------------------------------------------------
>>
>>
>>     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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