Meeting+4+Senior+Year+Nov.+30,+2010

__//**Tuesday, Nov. 30 **//__ Meeting held at SU with Mrs. Riggins and Mrs. Delgado from SU, Mr. Grudis, Mrs. Carpenter, Leah Carpenter and Mrs. Birch. All details of prom discussed with budgeting items identified. All details to be shared at the next class meeting on Jan. 10, 2011. Here are links to the budget from the Class of 2009 and Suggestions from the Class of 2009:  Prom Budget 2009  Evaluation and Recommendations Notes from SU meeting Tuesday, Nov. 30 Present: Mr. Grudis, Mrs. Carpenter, Leah Carpenter, Mrs. Delgado, Ms. Riggins, Mrs. Birch 1. Rental of the Dorchester, Somerset, and Talbot rooms and the Rotunda: $795 TV available in the Somerset room. Last year this room was used for shoe/flower checkin 2. AV rental: $125 for equipment (computer/projector/screen). $20 per person per hour 3. SU provides outside security. 2-3 Approx. $37 per hour (6:30 – 12:30) Last year 2 security officers were used. 4. Inside security: 2-3 deputies Maximum $75 per hour 6:30 – 12:30 5. SU requires chaperones at all exits (Guerreri/Commons) depending on location of the Grand March. Used 11 last year, fewer needed if Grand March not at Asbury. 6. Food: Worked from a budget of $2750 last year. First students arrived at 7;15. SU provided urns of water free of charge. They feel that another beverage needs to be offered (punch? Not soda). Budget for last year included: Veggie tray (for 175 people) Fruit tray (for 200 people) Mozzarella sticks (188) Chocolate Fountain (234) with strawberries, pretzel rods, marshmallows, bananas, cake bites, cookies Co-ordinate with Kelli Delgado 7. SU feels that the DJ needed to be ready to play music at 7:30. Wasn’t ready last year. 8. Table linens: $4.25 a table that seats 6 used 12 tables in Dorchester $3.25 a table in the Rotunda (used 10) 9. $300 Administrative Charge 10. $500 Setup /Break down fee 11. Custodial service 2-3 people. SU did not charge last year because the prom was held when staff was already scheduled. Do not know if that will happen this year. Charge could be $20 - $25 per person per hour. 12. Decoration: 12- 5 on Friday. Saturday during the day. Need to Co-ordinate with Kelli Delgado 13. 10 days prior to prom everything must b e finalized. 14. SU requires a meeting with class officers, me, parents on committees, main players at SU and Mr. Grudis in March 2011. We will receive the license agreement after that meeting. No deposit needed prior to that meeting. Will pay $795 after that meeting. All other charges will be billed AFTER the prom (food, security, custodial, etc.) Preliminary Budget Rooms: $795 AV: $125 AV tech: $100 ($20 X 5 hours) SU Security: $666 ($37 X 3 X 6 hours) Deputies: $1350 ($75 X 3 X 6 hours) Food: $2750 Linens: $84.25 Ad. Fee: $300 Setup/break $500 Custodial: $240 ($20 X3 X 4 hours) Total due SU: $6810 Decorations: $2000 DJ: $800 Prizes: $4000 Total additional fees: $6800 Income: 12,500 in treasury as of 12/1/2010 (money not deposited from shirts) Anticipated ticket revenue: $3000 ( 150 couple tickets X $20) Total class revenue: $15500 15,500 – 13,610 = 1,890 remaining 