APPENDIX B: SAMPLE PAYMENT SCH E D U L E S CORPORATE EVENT CO ST I NG The first form in Appendix B is another example of a sample Cost Sheet. Here the event is a Wine Appre c i a t i o n E vening. Remember that your Cost Sheet is the basis fro m which you generate your Payment Schedule. Here the client wanted to know exactly what they we re spending in Food and B eve ra g e, Décor and Entertainment, Miscellaneous Costs (such as Doormen, Security) and Onsite Staffing Costs, Promotion and C o m m u n i c a t i o n s. This is just a variation on the original Cost Sheet. You are still dealing with just under differe n t h e a d i n g s P. P. cost and of Pa x. In this particular example you will also see a column which is a specific tax that must be listed on invoicing in Canada. The would be included as a line item cost but a formula line can be included to list the under a separate column as well fo r a quick calculation of to tal costs only for invoicing purposes. Once the costing has been finalized and the preparation of the contract is to begin you will need to work out a Payment Schedule based on your inclusions. The Cost Sheet can be saved and copied under a new name. Depending on when your event is scheduled to ta ke place and the p ayment re q u i rements of your suppliers you may have seve ral diff e rent payment dates to adhere to. Work with the various suppliers to bring the due dates of payments into line you will usually find them more than accommodating and make sure that they will work within your company / c l i e n t s specific cheque runs as well.
Appendix B Sample Payment Schedules Corporate Event Costing 267 SAMPLE ING: WINE APPRECIATION EVENING (ALTERNATE BREAKDOWN STYLE) ESTIMATED LAND ING EXCLUSIVE RESTAURANT T A K E O V E R DATE 6:00 p.m. 7:00 p.m. Ice Wine Reception 7:00 p.m. 10:00 p.m. Gourmet Dinner/Wines 10:00 p.m. Dessert/ Coffee/Liqueurs/Cigars PARKING Parking nearby. Guests to pay their own. COAT CHECK Tipping DOORMAN Estimated cost DJ Estimated cost RECEPTION 6:00 pm 7:00 pm BEVERAGES RECEPTION * ICE WINE SAMPLING Based on 2 per person Estimated.
268 Event Planning WINEMASTER * * WELL KNOWN WINE- MASTER/CHEF Speaker s Fee Estimated pending final confirmation Marriage Between Food and Wine Menu/Wine Coordination WINEMASTER S DINNER Eight Course Gourmet Dinner Estimated To include: Fresh Foie Gras of Duck Live Lobster Oysters Servuga Carviar (Russian or Royal Iranian) Prime US Beef Various Organic Raised Game Fresh Seafood WINE WITH DINNER Appropriate Wines to accompany each course To Include: Opus One Cabernet Sauvignon Unfiltered Napa Pinot Noir Unfiltered Napa
Appendix B Sample Payment Schedules Corporate Event Costing 269 Chardonnay Sauvignon Blanc (or Fume Blanc) A Dessert Wine Plus two others PLACE CARDS Place Cards DINNER MENUS Dinner Menus TABLE CARDS Table Cards ENTERTAINMENT (Soft Background Jazz) Trio (Piano/Vocals, Bass, Saxophone or Guitar) Yamaha Digital Grand Piano Cartage 250.00 The Yamaha GT2, a digital grand piano is very small and quite elegant would be fitting for the evening/ambiance. Sound System/Technician and Cartage
270 Event Planning Meals for the Musicians Estimated Souvenir CD Estimated Music Royalities Special Note: I will have them autographed actual guest s name Coffee/Liqueurs Based on 1 per person. Selection of world s finest handmade cigars. Cigars Estimated (20.00 50.00 each) Based on 1 per person. Cigar Hostess (3) Gratuities Lighters and Clippers Custom Logoed Banding
Appendix B Sample Payment Schedules Corporate Event Costing 271 ROUNDTRIP TRANSFERS TO/FROM HOTEL Awaiting final decision re limos/motor coach COMMUNICATION Communications Costs. Faxes, Couriers, Function Sheets, Cell Phone Misc. Tipping etc. Estimated. STAFFING Onsite Program Management ESTIMATED SUBTOTAL (IN LOCAL CURRENCY) ESTIMATED SUBTOTAL (COLUMNS 1-4) MANAGEMENT FEE ESTIMATED TOTAL (IN LOCAL CURRENCY)