Appendix A Sample Cost Sheets - wiley.com Line Detail ... Script Writing – Introductions, ... n the sample Cost Sheet for a Meeting you will see the addition of a grid

Appendix A

Sample Cost Sheets

Gala Fund-Raiser

A cost sheet is a detailed breakdown of the costs related to your

specifi c event. It is used to provide an overview of items that you

will need to include to produce a successful event. It shows you clearly

what each item will cost and helps you determine whether or not it is

an expense that you wish to include. Once you’ve had an opportunity

to review the total estimated costs as listed you may decide that the

money being spent on centerpieces would be better applied to one lavish

memorable “wow” item like a chocolate fountain. Itemizing your costs

allows you to see all the elements that must be included in each area and

laying them out “storyboard fashion” allows you to do a visual walk-through

ensuring that you do not miss a step. For example, if invitations are being

included in the costing, items you would need to consider and account

for under invitations would include: the quality, the size (has a bearing

on postage), the printing, the special touches, the quantity required, etc.

Envelopes for the invitations would also need to be considered. You would

need to detail all the elements and costs that could apply to them: the

quality, the quantity (have you costed in suffi cient envelopes to cover any

addressing errors or damage) or the printing (return address), how they are

being addressed—by hand, printed labels, or will the addresses be printed

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S A M P L E C O S T S H E E T S : G A L A F U N D - R A I S E R

353

directly on the envelopes. All of the items mentioned above have a cost

attached to them—be it the actual cost of the item or the cost of labor.

All these cost items must be accounted for in order for your projected

budget to be based on realistic costs. No one wants to be presented with

a $100,000 costing error after contracting—it can and has happened. By

taking the time to lay each item out and factoring in all possible costs

that could be incurred you can avoid costly errors. Walking through your

event step by step on your Cost Sheet with the same detail and thought

given to each item, no matter how seemingly insignifi cant, will help you

to fi ne-tune your budget and reduce/eliminate mistakes.

Th e Cost Sheet is the foundation on which your event is built and

it is a multi-purpose tool. You can use it as the base for your Critical Path

because many of the elements that need to be handled are outlined in

both. Th e same applies for your Payment Schedule—your Cost Sheet

can be copied and reformatted to work out your Payment Schedule,

reducing the time spent re-inputting the same information. As your

event progresses and items are continually updated and subtracted and

fi nal costs are input—what was once your original Cost Sheet becomes

your Final Reconciliation—and you will be going into your event knowing

exactly where you stand.

Th e following sample Cost Sheet for a gala fund-raiser includes

three columns at the top. Th is is just one example of how a Cost Sheet

can be laid out (a second example is provided in Appendix B). Here the

headings displayed are LOT COST, P.P., and # of PAX.

Th e LOT COST is the total cost of the line item. Th is can be based

on either a fl at rate cost, i.e., room rental charge; the total cost, i.e., the

cost of table linens based on x number of tables multiplied by the per

table linen cost; or a cost that has been calculated on a cost per item

multiplied by the number of guests attending.

P.P. refers to the Per Person cost. Th is is calculated by dividing the

LOT COST by the # of PAX (the number of guests attending). A formula

can be worked out in either Excel, or any other accounting system.


A P P E N D I X A

354

SAMPLE GALA FUND-RAISER–TRIBUTELOT

COST P.P.# OF PAX

Estimated Sponsorship Dollars RequiredSpecial Note: Items have been laid out in “menu format” so that they can be added and subtracted to meet your budget guidelines. A detailed payment schedule will also be provided.

Pre-EventInvitations (Estimated based on 4,000) DetailEnvelopes (Based on 4,000)DetailOrder Forms (Based on 4,000)DetailMailingAddressing/LabelsMailing – EstimatedCouriers – EstimatedTicket SalesTicket CoordinationTicket Processing

Liquor LicenceSpecial Occasion Permit.

Th is formula can be used to calculate the Per Person cost which is

based on the LOT COST divided by the # of PAX. Th e LOT COST when

based on a per item cost such as dinner and multiplied by the number

of guests attending may also be calculated using the same formula.

Having formulas in place allows you to quickly see the impact on

your budget should you increase your guest list, for example, from 72

guests to 100. But when you are changing the number of guests remember

to pay attention to line items where the cost has not been based on a

fl at rate or a rate based on a per item cost multiplied by the number of

guests. In the case of rented table linens—if you were doing tables of eight

you would have multiplied the cost of the rented linens by nine tables—

changing the number of guests to 100 would increase the number of table

linens required to 12 (providing 2 of the tables of 8 then became tables

that could accommodate 10), you would need to ensure that you have

gone in and made the change.



355


COST P.P.# OF PAX

Special Event InsuranceHost Liquor Liabilities/Property of Others. Estimated.

Charitable Event Licence/Permit

Room RentalRoom Rental Access from 5:00 a.m. onward

Based on the proposed number of guests there is no room rental charge.If numbers drop below 700 guests the following rates will apply:$2,000.00 Room Rental 500–700 Guests$3,000.00 Room Rental 300–500 Guests

Audiovisual/Staging

One Way Transmission

Satellite RequirementsDetail Inclusions

VisualsDetail Inclusions

Image Magnifi cationDetail Inclusions

Composite Switching KitDetail Inclusions

AudioDetail Inclusions

LightingDetail Inclusions

MiscellaneousDetail Inclusions

Setup (6 Hours)Detail Labour

OperateDetail Labour

StrikeDetail Labour

Technical Phone Line and AudioConference LineDetail

On-Location Technical Support, Video, Lighting, Audio SupportDetail

Filmed for Television/Film Editing CostsDetail


A P P E N D I X A

356


COST P.P.# OF PAX

Delivery and TransportationDetail

Charges for Use of Freight Elevator Detail

Costs for Two-Way TransmissionDetail

StagingDetail

Film ClipsEditing of Film Clips – EstimatedFilm Clips – Transfer to Toronto EstimatedSpecial Note: Additional costs involved to secure rights to show fi lm clips.Script Writing – Introductions, Speeches, Show Flow, Visual Aids (Slides/PowerPoint)Estimated Power & Power Distribution ChargesEstimated Award for Presentation Special Note: All labor is estimated, actual hours to be invoiced. Prices subject to change based on fi nal staging, lighting, audiovisual requirements.

ParkingValet Parking. 6:00 p.m. StartParking Costs

Crowd ControlPay Duty Offi cers. Estimated.

ReceptionEstimate based on 2 drinks per person

EntertainmentDetailSOCAN (Paid to the Hotel – Music Royalty/Rights)

Silent AuctionSignage, Bid Sheets, Item Numbering, Pens, etc. Estimated

Signage for the Four Doors for Table Assignments, i.e., Door One Tables 1-200, etc.Signage, Floor Plan, Table Assignment Floor Plans for Hostesses to Distribute. Estimated.

Place CardsPlace Card Settings. Estimated. Based on 700

Table NumbersTable Numbers Cards. Estimated.



357


COST P.P.# OF PAX

MenuMenu Colour output 2 sides, laminated to cover stock

Decor – Table LinensBased on 70 tables of 10. Maximum room capacity 700 for a sit-down dinner. Ticket sales cannot exceed 700 guests.

Decor – Table NapkinsBased on 700 guests 2 napkins per guest

Decor – Chair Covers Based on 700

CenterpiecesCenterpiece. Based on 70 tables of 10

Dinner MenuDetail

Food. Estimated. Based on 700TaxGratuities

BeveragesWine. Estimated. Based on 700TaxGratuities

Photographer (2)7 HoursTaxColor Contact Sheets (Estimated 20 Rolls � 36 Print Exposures)TaxDelivery of Contact Sheets for Media DistributionTaxReturn Delivery of Contact Sheets for ProcessingTaxEstimated Color Reprints to MediaTaxDelivery of Color Reprints to MediaTax

MediaMeals for Media

AdvertisingFull-Page AdCamera-Ready Artwork. Estimated


A P P E N D I X A

358


COST P.P.# OF PAX

Press KitDetail Inclusions and Organization

Take-Away GiftCustom Memento. Estimated.

Custom T-Shirts for Volunteers (for ID Purposes)Estimated

Communication CostsCouriers, Site Inspection Costs/Parking, Function Sheets, etc.Final Reconciliation to be based on actual costs incurred

Program DirectorsOn-site Program Directors/Setup/Rehearsals and Day of EventFinal Reconciliation to be based on actual costs incurredWalkie-talkies. Estimated.

Estimated Subtotal in Local Currency

Management Fee

Estimated Total in Local Currency


Appendix A

Sample Cost Sheets

Meeting

I n the sample Cost Sheet for a Meeting you will see the addition

of a grid. When an event encompasses more than one day it is

helpful before costing to lay all your requirements out on a grid. Th is grid

has a dual purpose—it can be used to help you visualize and capture all

inclusions for your Cost Sheet and it can be used to send to the hotel or

venue as an outline of the function space you will require.


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361

S A M P L E C O S T S H E E T S : M E E T I N G

SAMPLE COSTING: CONFERENCE/MEETING JAMAICAESTIMATED LAND COSTING IN US DOLLARS

LOT COST $US

COST P.P. $US # PAX

Jamaica—All-Inclusive Resort

Sports * Recreational FeaturesDetail all activities available to guests at the hotel where there is no additonal cost, ie:TennisBasketball Golfi ngSquashetc.

IncludedIncludedIncludedIncludedIncludedIncludedIncludedIncludedIncludedIncludedIncluded

Watersports FeaturesDetail all activities available to guests at the hotel where there is no additonal cost, i.e.:WaterskiingBanana BoatJetSkisPaddleboatsetc.

Scuba Diving

IncludedIncludedIncludedIncludedIncludedIncluded

AdditionalSpa ServicesFull body massage ***Neck and back massage ***Refl exology ***Dry saunaWet saunaWhirlpool


(Appointments necessary for all services and treatments)

*** One complimentary per person per stay. Repeats available at a modest surcharge. Choice of 25-minute full-body massage, 25-minute neck and back massage or 25 minutes with the refl exologist.

Optional Activities and/or Services Subject To SurchargesSkin Care Treatments/Facials/Waxing/Styling Salon

Additional


A P P E N D I X A

362


LOT COST $US

COST P.P. $US # PAX

Other Resort FacilitiesNightclub IncludedPiano Bar IncludedCarbaret IncludedNightly dancing and entertainment IncludedLarge-screen TV in Game Room IncludedLibrary with books and newspaper IncludedVideo Library IncludedCurrency Exchange IncludedGift Shop Included

Dining * Lounges * RefreshmentsSix restaurants on property IncludedSelection of international wines at all resort restaurants

Included

AccommodationSeven nights accommondationHotel Taxes IncludedPorterage at the hotel IncludedMaid Gratuities Included

Day One: SaturdayArrival TransfersOne way transfer by air-conditioned motor coach based on group arrivals IncludedAirport porterage at $2.00 US per person, based on two pieces of luggage per personBeer and soft drinks on board motor coachSpecial Note: The hotel is a scenic one and one half-hour transfer from Montego Bay Airport

Arrival at the HotelWelcome rum punch upon arrival Included

Welcome Cocktail Reception and DinnerNative Bamboo Stalls will be set up on the lawn to display the tempting array of local food. Pepper Lights and Candlelight provide added ambiance.

Cocktail ReceptionOne hour open barStandard Bar to include Volka, Gin, Rum, Rye Whiskey, Bourbon, Scotch, Cuevo White, Triple Sec, Sweet Vermouth, Napoleon BrandyHouse Wines Red and WhiteRed Stripe Beer



363



LOT COST $US

COST P.P. $US # PAX

Hot and Cold Hors d’OeuvresAssorted Canapes Included

Private Welcome DinnerCaribbean Buffet

SaladsBuffet Platters

BasketEntree

Desserts

Surcharge for private dinner.BeveragesStandard Bar to include Volka, Gin, Rum, Rye Whiskey, Bourbon, Scotch, Cuevo White, Triple Sec, Sweet Vermouth, Napoleon BrandyHouse Wines Red and WhiteRed Stripe Beer

EntertainmentMento Band

Day Two: Sunday

Breakfast at Your Leisure

Morning ActivityPrivate Sail. Dunn’s River by CatamaranPickup at the hotel pierBeer and soft drinks on board CatamaranTipping of guides at Dunn’s River FallSpecial Note: Embarkation and Disembarkation is done in the water.

IncludedIncludedIncludedIncludedIncluded

Lunch and Dinner at Your Leisure

Day Three: Monday

Breakfast MeetingBreakfast served in meeting room

Activity AllowanceDeep-Sea Fishing *Horseback RidingShopping ShuttleScuba Diving* Special Note: Should any of your guests catch a fi sh we can make arrangements to have the fi sh prepared and served at tomorrow night’s Lobster Bake and Fish Fry.

Included

Included


A P P E N D I X A

364


LOT COST $US

COST P.P. $US # PAX

LunchAt your leisure

Included

Private Dinner in the Spectacular Runaway CavesGreen Grotto Caves – Round-trip transfersHotel-catered 5-Course MealFolkloric ShowSteel Band

Day Four: TuesdayBreakfastAt your leisure Included

Morning MeetingCoffee, Tea and assorted cold drinks and ice water Included

LunchAt your leisure Included

Afternoon ActivityBeach OlympicsBeer and Soft Drinks during Beach OlympicsFun Prizes

Lobster Bake and Fish Fry on the BeachLobster Bake and Fish Fry

SaladsBuffet Platters

BasketEntree

Desserts

Lobster Bake and Fish Fry Surcharge Reggae Band

Day Five: Wednesday

Breakfast MeetingBreakfast served in meeting room Included

Day at Leisure to Enjoy the Hotel’s FacilitiesSpecial Note: A golf tournament could be an optional enhancement to your program, but it will require more money for refreshments, prizes, etc. Non-golfers could look at putting on a private shopping shuttle or additional spa treatments being made available to them.


365



LOT COST $US

COST P.P. $US # PAX

LunchAt your leisure IncludedSunset SailSunset Cruise (2 Boats)Cocktail ReceptionDinnerAt your leisure Included

Day Six: Thursday

Breakfast MeetingBreakfast served in meeting room IncludedActivity AllowanceDeep-sea FishingHorseback RidingShopping ShuttleScuba DivingRiver Rafting up the Martha BraeLunchAt your leisure Included

DinnerAt your leisure Included

Day Seven: FridayBreakfast MeetingBreakfast served in meeting room Included

LunchAt your leisure Included

Cocktail ReceptionOne-hour open bar

Entertainment for Cocktail ReceptionMiltary Band (1hr)

Hot and Cold Hors d’OeuvresAssorted Canapés

Hot

Private Farewell DinnerMenu

EntertainmentCabaret Singer with Backup Band


A P P E N D I X A

366


LOT COST $US

COST P.P. $US # PAX

Day Eight: Saturday

BreakfastAt your leisureReturn TransfersDelivery of departure noticesOne-way transfer by air-conditioned motor coach based on group departureAirport porterage at $2.00 US per person based on two pieces of luggage per personBeer and soft drinks on board motor coach.Airport Departure Tax (Current rate – subject to change)

Room Gift AllowanceEstimated Costing

Optional Suggestions for Room GiftsBeach Wraps with LogoBeach BagsGolf ShirtsRay Chen’s Jamaican BookJamaican Plantation Hamper (Blue Mountain Coffee, Jamaican Cigars, Liquors)Jamaican Pastry PlatterSunrise Deluxe (Coffee, 2 Coffee Cups, Tia Maria, Preserves in a basket)

PromotionalThree rigid bag tags per person with your company logo based on two colorsPSTGST

One soft vinyl ticket wallet per couple. Logoed based on two colors.PSTGST

One itinerary booklet per couple. Estimated costingPSTGST

Customized airport/hospitality desk signs Estimated costingPSTGST


367



LOT COST $US

COST P.P. $US # PAX

Screen Charges included in above costing. Estimated costing. Camera-ready art to be provided. Final Reconcilation will be based on actual costs incurred.Site InspectionBased on one (1) company executive and (1) J.A. Productions executive Estimated costing. Final Reconcilation will be based on actual costs incurred

Program DirectorsTwo Program Directors to co-ordinate all on-site aspects of your program. Estimated costing. Final Reconcilation will be based on actual costs incurred

CommunicationCommunication costs. Estimated (Long-Distance, Faxes, Couriers, Walkie-talkies)

Subtotal Land in US Funds

Management Fee

Estimated Per Person Land Total in US Funds


I n the sample Cost Sheet for an Incentive Program you will see

an example of where the costing shows both local (destination)

currency and the currency the program will be contracted in. It is helpful

to be familiar with local currency and to include it in your Cost Sheet.

You will have a copy of your Cost Sheet with you on-site and you can use

it to compare costs for any bills that may be presented to you for sign off

in local currency.

As seen in the sample Cost Sheets for a Meeting, a grid is included

here to help you visualize all your requirements.

Appendix A

Sample Cost Sheets

Incentive Program


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5:45

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.CO

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val


A P P E N D I X A

370

SAMPLE COSTING: INCENTIVE PROGRAM BANGKOKESTIMATED LAND COSTING IN US DOLLARS (THAI BAHT TO US$ $1.00)

LOT COST

THAI BHAT

LOT COST $US

COST P.P. $US # PAX

AccommodationSix nights’ accommondation at the Royal Orchid Hotel – Bangkok

Day One: Arrival TransfersOne-way transfer by air-conditioned motor coach based on group arrivals.Welcome Flower Garland by girls in Thai costume

Private Check-InA private check-in will be provided for your guestsWelcome drink upon arrival

Welcome Refreshments in the RoomLight refreshments including fi nger sandwiches, fresh tropical juices, mineral water will be waiting in each guest room. (Estimated costing) Guests will be arriving in Bangkok late evening if arriving by Northwest or Korean Airways. Cathay Pacifi c would arrive in at 11:25 a.m. We recommend a light beginning to your program to allow your guests to adjust to the time difference.

Suggested Room GiftRamayana mask with stand and box One set per roomEnclosure provided by clientDelivery of room gift (Estimated)

Day Two:

Full American Breakfast at the HotelAt your leisure

Half-Day Bangkok Klongs & Grand Palace Tour Buffet LunchBuffet LunchLocal Beer/Soft Drinks based on (2) per person


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LOT COST $US

COST P.P. $US # PAX

Dinner at Leisure

Suggested Room GiftThai Silk Shirt for the Men/Thai Silk Sarong for the Women — silk can be customized at an additional cost with company logo). Enclosure inviting them to wear this to dinner tomorrow night delivery of room gift. (Estimated)

Day Three:


Activity AllowanceGuests can pre-select their optional tour:City and Temple TourAfternoon Rice and Barge CruiseHalf-Day Shopping Safari Shopping tour will include visits to stores offering Thai Lapidary (Gemstones), Thai Silk or Casual Wear/Imitation Goods.

Special Note: For costing purposes only I have based your costing on the highest possible option to present you with an idea of total budget costs should all guests choose this option. Final reconcilation will refl ect costs based on actual tours selected. Until registration forms are received we will not know the guest’s preference. It is better to cost on the highest-price tour and make sure that we still fall within budget guidelines than to average them out and possibly end up exceeding budget projections should all guests decide to take the most expensive tour.

Evening Thai Dinner & Classical DancesRound-trip transfers to/from hotel.Thai Dinner including cocktails and wine with dinner


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THAI BHAT

LOT COST $US

COST P.P. $US # PAX

Suggested Room GiftSilk Photo Frame size 3˝ � 5˝. One per coupleEnclosureDelivery of room gift (Estimated)

Day Four:


Tour of ChiangmaiDuration: 12 hours (6 a.m. – 6 p.m.)6 a.m. Transfer to Bangkok

Domestic Airport7:30 a.m. Depart Bangkok for

Chaingmai8:30 a.m. Arrive Chaingmai

Transfer to Elephant Camp

10 a.m. See elephants at work in teak forest

10:40 a.m. Depart for Mae Su Valley for lunch. Garden setting – lush green lawns and garden brilliant with colors of cassias, dahlias, daisies and poinsettia. Your guests will enjoy lunch overlooking Mae Sa Valley.

11:30 a.m. Buffet Lunch12:45 p.m. Visit to the Handicraft

Centre and gain insight into the making of teakwood furniture, Thai silk, silverware and Thai umbrellas

3:30 p.m. Transfer to Chiangmai Airport

4:45 p.m. Return fl ight to Bangkok5:45 p.m. Arrive Bangkok6 p.m. Arrive Hotel


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THAI BHAT

LOT COST $US

COST P.P. $US # PAX

Dinner at Leisure

Suggested Room GiftThai CookbookEnclosureDelivery of room gift (Estimated)

Day Five:


At Leisure for Personal Activities or Shopping

Lunch on Own

Cash Allowance for Dinner

Suggested Room GiftBrass Elephant Paperweight with base and plaque. One per couple.Custom Invitation to Farewell Dinner (Estimated)Delivery of room gift (Estimated)

Departure NoticesDelivery of departure notices

Day Six:


At Leisure for Personal Activities or Shopping

Evening: Rose Garden Included in the evening:Round-trip TransfersFresh Flowers in Company LogoGarland Welcome and Cold TowelsWelcome Fruit PunchElephant welcome with custom bannersElephants for VIP coupleElephant Show and RidesFruit & Vegetable Carving, Garland-Making DemonstrationOne-hour open bar with hot and cold hors d’oeuvres30 Minutes in Handicraft VillageKlong Sabatchai procession to riverside lawn for dinner barbecue and stalls


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THAI BHAT

LOT COST $US

COST P.P. $US # PAX

Barbecue Buffet Dinner and Food StallMusic boat along the river30-minute show (3 dances, sword, short/long pole fi ghting, wedding ceremony)Loy Krathong FestivalFireworks and Logo, Farewell MessageRose Garden Dinner as outlined aboveOne-half bottle of wine per personPolice Escort (Estimated)

Suggested Room GiftThai Raw Silk Robe (solid color). One per person. Logoed or with guest’s initials at additional costEnclosureDelivery of room gift (Estimated)

Day Seven:

Full American Breakfast at the Hotel (At your leisure)

DepartureDeparture Transfer from the hotel to the airport will be by River Jet Cruise. The River Jet Cruise is non-exclusive.* The River Jet Cruise can be bought out on an exclusive basis but based on 300. Alternate option would be to transfer by motor coach.The River Jet Cruise offers one fi nal look at the city before fl ight. The minimum check-in time at Don Muang Airport is two hours prior to fl ight departure time. The Program Directors will assist with check-in and pre-departure formalities. All checked luggage will be transferred to the airport by separate van with a baggage master.

* There will be other passengers on board who are not with the group. To have the transfer exclusive to the group we would need to purchase 300 seats.

International Airport Departure Tax (Current rate – subject to change)


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LOT COST

THAI BHAT

LOT COST $US

COST P.P. $US # PAX

Promotional/CommunicationThree rigid bag tags per person with your company logo based on two colorsTaxesOne soft vinyl ticket wallet per couple Logoed based on two colors TaxesOne itinerary booklet per couple Estimated costingTaxesCustomized airport signs. Estimated costingTaxesScreen Charges Included in the above pricing. Camera-Ready Artwork to be supplied.Final Reconcilation will be based on actual costs incurred.

Site InspectionBased on one (1) Company Executive and (1) J.A. Productions ExecutiveEstimated costing. Final Reconcilation will be based on actual costs incurred.

Program DirectorsTwo Program Directors plus Sales Executive to co-ordinate all on-site aspects of your program. Estimated costing. Final Reconcilation will be based on actual costs incurred.

Communication CostsCommunication costs. Estimated (Long-Distance, Faxes, Couriers, Walkie-talkies)Subtotal Land in US Funds

Management Fee

Estimated Per Person Land Total in US Funds


Documents

Appendix A Sample Cost Sheets - wiley.com Line Detail ... Script Writing – Introductions, ... n the sample Cost Sheet for a Meeting you will see the addition of a grid