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Item

Estimated

Amount to

Order

Cost/Piece

or Person

90 Guests *

Estimate

131 Guests

Actual Notes

Food 90 0.72

* Calculations for initial estimate based on registration of

120 less typical no show factor of 25% (90)

Hors d'oeuvres - Passed

4 pieces per person 65 24.00 1,560.00 2,400.00 Selections on Page 2 (ordered 28% less than net registratio

Food Station #1 1 700.00 700.00 700.00 Beef carving serves 75-100 (ordered 90-100% of net regn)

Food Station #2 55 11.00 605.00 660.00 Pasta Station (ordered 40% less than net registration)

Total Food 2,865.00 3,760.00

Dessert

Asst. Cookies & Brownies 3 30.00 90.00 90.00 Cost per dozen

Coffee (per gallon) 1 55.00 55.00 55.00 Cost per gallon/ 20 cups.

Dessert Table 145.00 145.00

SubTotal Food & Dessert 3,010.00 3,905.00 No F & B MinimunService Charge 21% 632.10 820.05

Tax 8.25% 300.47 389.82

Total Food, Tax, Service Charge 3,942.57 4,837.57

Beverages

Full Bar 80 12.00 960.00 2,095.50 Actual: Avg $6.50 ea., 324 drinks served, 2.5/person

Beer & Wine - Soft Bar 0.00 0.00 0.00

Cocktail Servers 3 70.00 210.00 280.00 Servers $35/hr. pp - 2 hours

SubTotal Beverage-Hosted 0.00 1,170.00 2,375.50

Service charge 21 % 0.00 245.70 498.86

Tax 8.25% 116.80 119.35

Total Beverage 1,532.50 2,993.71 Actual attendance 9.2% higher than original guarantee

Total F&B, Tax, Service Charge 5,475.07 7,831.28

Cost F/B PP 60.83 59.78

Audiovisual

A/V Tech 1 150.00 150.00 0.00 Sponsor provided all A/V at no charge

Easel 2 0.00 0.00 No charge

Wireless Lapel Mic. 1 150.00 150.00 0.00 Screen, Podium & table for projector n/c

Projector 1 450.00 450.00 0.00 EXTRA lighting $175- Did not need!

SubTotal Audiovisual 750 0.00

Service Charge 21% 157.50 0.00 No service charge/tax for AV tech

Tax 8.25% 74.87 0.00 "Resale item" tax - no clue

Total Audiovisual 0.00 982.37 0.00

Room Rental & Labor

Room Rental 1 0.00 0.00 No charge

Attendants 2 150.00 300.00 150.00 1-Pasta 1- Beef station

Cashier 1 0.00 0.00

Bartenders 2 0.00 0.00 0.00 $150 each if Bar min of $500 each not met

SubTotal Labor 1 0.00 300.00 150.00

Service Charge 21% 0.00 0.00 31.50

Tax 8.25% 0.00 0.00 14.97 Flat fee no tax or service chg.

Total Labor / Equip / Rental 300.00 196.47

Parking 0.00 0.00 0.00 0.00 Free Self Park; $6- Valet

Grand Total 6,757.44 8,027.75

Total Cost Per Person (pp) 103.96 123.50 Increased beverage cost. F&B ok as originally estimated.

Planning HelperSAMPLEFood & Beverage (F&B) Expense Worksheet for Budgeting a Catered Event

Automatically reflects how total cost will be affected if attendance, quantity or price is adjusted.

NOTE: Check and correct all formulas after making changes in this spreadsheet.Select All, Ctrl~ to view formulas. Ctrl~ again to return to normal view.

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7/29/2019 Cpia de PH.Tools-F%26B+Expense+Worksheet.v03+033013

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Questions? Ask Sharron at www.PlanningHelper.com

Item

Estimated

Amount to

Order

Cost/Piece

or Person

90 Guests *

Estimate

131 Guests

Actual Notes

Planning HelperSAMPLEFood & Beverage (F&B) Expense Worksheet for Budgeting a Catered Event

Automatically reflects how total cost will be affected if attendance, quantity or price is adjusted.

NOTE: Check and correct all formulas after making changes in this spreadsheet.Select All, Ctrl~ to view formulas. Ctrl~ again to return to normal view.

Actual Beverages Served: % Served

Imported Beer 98 6.00 588.00 0.30 Communicate % per bev type to future caterers

Domestic Beer 22 5.25 115.50 0.07

White Wine 48 6.50 312.00 0.15

Red Wine 66 7.00 462.00 0.20

Soft Drinks 12 3.25 39.00 0.04

Mineral Water 10 3.50 35.00 0.03

Sparkling Water 0 0.00 0.00 0.00

Premium Brands 68 8.00 544.00 0.21

House Brands 0 6.50 0.00 0.00

Cordials 0 7.00 0.00 0.00

Total Beverages 324 6.47 2,095.50 Actual 2.5 drinks/person. Avg. $6.50 per drink

Hors d' oeuvres selection: Pieces Price Total Est. Actual1. Asparagus tips w/ham 55 3.50 192.50 147 Registered (Normal No Show @ 25% 110.3)

2. Lobster medallions w/dill crostini 100 5.25 525.00 26 No Show (NS)

3. Mushroom tarlets 60 3.00 180.00 10 Walk-ins

4. Parmesean crusted artichoke

hearts w/marinara 60 3.25 195.00 131 Net Attendance

5. Mini beef wellington w/shallot

reduction 45 5.00 225.00 0.18 Advanced No Show % (NS/registered)

6. Sesame chicken w|orange

marmalade sauce 60 4.00 240.00 0.17 Net No Show % (NS/(registered+WI))

Total Hors d' Oeuvres 380 24.00 1,557.50 2,400.00

98 Spn comps

Food Stations: 22 Spn comps NS

Station #1 76 Total Spn comps used

Steamship of Beef, au jus, sagemayo, horseradish w/ sourdough

rolls 1 700.00 700.00 0.2245 Spn % No Show Rate

Station #2Pasta Station: Penne & Tortellini w/

Marinara or Garlic cream sauce;

garlic bread. Condiments; Pine nuts,

basil & mushrooms 55 11.00 605.00

Guarantees - Chef prepares 3% over guarantee

90 Guaranteed 5 days in advance

Total Food Stations $1,305.00 100 Increased Guarantee 2 days in advance

Catering Contact:

Phone:

Fax:

Email:

Actual Attendance Information

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