Wikimania 2012/Bids/Washington, D.C./Catering

Pre-conference

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Main conference

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Conference
Thursday Minimal Planned / budgeted
Morning break
  • Sodas, coffee, tea

$9 / person

  • Donuts
  • Fruit juices
  • Coffee + tea

$10 / person

Lunch Boxed lunch
  • Sandwich options include beef, ham, veggie, turkey, chicken salad, tuna, hoagies, etc. + salad + chips + cookie + beverage.

$20 / person

Outdoor BBQ lunch!

$30 / person

Afternoon break
  • Sodas, coffee, tea

$9 / person

  • Cookies + brownies
  • Sodas, coffee, tea

$12 / person

Thursday total $38 / person $52 / person
600 x people (we don't expect all 700 attendees to be present and eating at all times) $22,800 $31,200
Friday
Morning break
  • Sodas, coffee, tea

$9 / person

  • Danishes, muffins, etc.
  • Fruit juices
  • Coffee + tea

$10 / person

Lunch Boxed lunch
  • Sandwich options include beef, ham, veggie, turkey, chicken salad, tuna, hoagies, etc. + salad + chips + cookie + beverage.

$20 / person

Plated lunch

$26.45 / person

Afternoon break
  • Sodas, coffee, tea

$9 / person

  • Cookies + brownies
  • Sodas, coffee, tea

$12 / person

Friday total $38 / person $48.45 / person
600 x people $22,800 $29,070
Saturday
Morning break
  • Sodas, coffee, tea

$9 / person

  • Mini quiches + fruit
  • Fruit juices
  • Coffee + tea

$10 / person

Lunch Boxed lunch
  • Sandwich options include beef, ham, veggie, turkey, chicken salad, tuna, hoagies, etc. + salad + chips + cookie + beverage.

$20 / person

Plated lunch

$26.45 / person

Afternoon break + Wikipedia cupcakes!
  • Sodas, coffee, tea

$9 / person

  • Wikipedia cupcakes! (likely will be an in-kind donation)
  • Sodas, coffee, tea

$12 / person

Saturday total $38 / person $48.45 / person
600 x people $22,800 $29,070
Combined
Subtotal $68,400 $89,340
Service charge (22%) $83,448 $108,995
  • Note: The main conference food is catered by the Georgetown University Conference Center, which we think is unavoidable but still can look at every option. Also, they might be willing to work with us some on the prices. If we spend $100,000 on catering via the conference center, the venue fee is definitely waived.

Post-conference

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Post-conference
Sunday 10:00 - 17:00 Wiki Unconference! (optional)
Morning break
  • Assorted bagels + muffins
  • Orange juice
  • Coffee + tea

$8 / person

Lunch
  • Pizza + snacks

$8 / person

Afternoon break + snacks
  • Assorted chips
  • Cookies + brownies
  • Candy
  • Coffee + tea + sodas/water

$12 / person

400 x people $11,200

Totals

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Budgeted total

  • $7,440 - pre-conference
  • $108,995 - main conference
  • $11,200 - post-conference
  • $9,865 ($8 x ~410 for breakfast) - Served in lounge area
  • $137,500 - grand total

Minimal budget

  • $7,440 - pre-conference
  • $83,448 - main conference, lowest budget option
  • $90,888 - grand total

Note: For all the items in the budget, we expect to qualify for non-profit tax exempt status, either through our own organization that's handling finances or via Wikimedia NYC. Otherwise, DC food / restaurant tax is 10%.