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== 2017 Projections == '''NOTE:''' ''These are Great Lakes Region's (GLR) projections for meetup costs out in the Midwest. Expenses in the Northeastern cities, including Philadelphia, for the same services may be slightly higher. But since we don't have this information for the Northeast, I decided to keep GLR's information, for now at least.'' === Hotel Rooms === * Rate: $169 * 40 rooms = $6,760.00* 17% hotel + sales tax: $1,149.20* Subtotal: $7,909.20 === Catering === * Catering minimum: $4,500.00** Cannot exceed* Service charge: $?* 9% sales tax: $405.00* Subtotal: $4,905.00 === A/V === * Ballpark projection: $1,500 (with tax, service charge)* Subtotal: $1,500 === Total === * Hotel rooms: $7,909.20* Catering: $4,905.00* A/V: $1,500.00 '''Projected Total''': $14,314.20 == 2016 Quotes == '''NOTE:''' ''Again, these are GLR's quotes from last year, to be used as a comparison for evaluating proposals. Please keep in mind that expenses for the same services in Philadelphia may be slightly higher.'' === Submitted to Staff === ==== Conrad ==== * Hotel rooms** Rate: $189** Subtotal: $189 * 45 = $8,505 ** Tax (17%): $1,445** Total: $9,950* Conference space** No charge* Food/beverage** Lunch choice: "Little Italy"** $42 / person ** $42/person * estimated 45 people = $1,890** Food minimum: $2,800** The two coffee breaks won't get us to $2,800, so we'll be paying food minimum** Service fee: 24% (minimum $672)** Tax: 9% (minimum $252)** Total: $2800 + $672 + $252 = $3,724* Internet** 100Mbps down/10 Mbps up** $2400/day for two days ($4800)** Service fee: 24% ($1,152)** Total: $4800 + 1152 = $5,952** Wi-fi is included "for free" '''Grand total''': $19,626 ==== Indy Downtown Marriott ==== * Hotel rooms** Rate: $139** Subtotal: $139 * 45 = $6,255** Tax (17%): $1,063** Total: $7,318* Conference space** Room rental: free* Food/beverage** Lunch choice: Southwestern*** $45/person * 45 people = $2,025** Coffee breaks*** 3 gallons a day * 2 days * $74/gallon = $444** Food minimum: $1,000 (we'll easily hit this)** Price*** Subtotal: $2,469*** Service fee (24%): $592*** Tax (9%): $222*** Total: $3,283* Internet** 200Mbps total speed for convention space, unknown what percent we get** Price*** $75 per day per device*** $75 * 45 * 2 = $6,750*** Service fee: 24% ($1,620)*** Sales tax (7%): $473*** Total: $8,843 '''Grand total''': $19,444 ==== Alexander ==== * Hotel rooms** Rate: $159** Subtotal: $159 * 45 = $7,155** Tax (17%): $1,216** Total: $8,372* Conference space** Room rental: free* Food/beverage** Lunch choice: I throw myself at men*** $42/person * 45 people = $1,890** Coffee breaks*** "Nourishment hub": $18/person * 45 people = $810*** 3 gallons of coffee/break * 2 breaks * $70/gallon = $420** Price** Subtotal: $3,120** Service fee (24%): $750** Tax (9%): $280** Total: $4,150* Internet** 100Mbps up/down** Price*** No charge for internet itself, just for setup and cable rental*** Wifi is included*** $875 first day*** $225 second day*** Subtotal: $1,100*** Service fee: 24% ($264)*** Sales tax (7%): $77*** Total: $1,442 '''Grand total''': $13,964 === Invoiced By Hotel (Final) === ==== Hotel Rooms ==== * Per Room** Room: $149.00/night ** 17% hotel + sales tax: $25.33** Subtotal: $174.33 '''Total''': $6,275.88 (36 rooms) ==== Catering ==== * Saturday lunch buffet: $1,554.00 ($42.00/person * 37 people)* Sunday snacks: $666.00 ($18.00/person * 37 people)* Coffee: $210 ($70/gallon * 3 gallons)* Service charge: $24.00* Sales Tax: $218.70 '''Total''': $3,231.90 ==== Miscellaneous ==== * Projector: $700.00* Podium: $0.00* Wireless microphone: $150.00* Power package: $250.00 (ensured one outlet per person)* Projection screen: $0.00* Service charge: $264.00* Sales tax: $77.00 '''Total''': $1,441.00 ==== Grand Total ====* Hotel Rooms: $6,275.88* Catering: $3,231.90* Misc: $1,441.00 '''Grand Total''' (hotel only, does not include airfare): $10,948.78 == 2016 Feedback ==
'''NOTE:''' ''Again, since we don't have documented feedback from any previous Northeast or New England meetups, I've decided to include the feedback that GLR has collected from their meetup last year. It can be a good starting point to for what works and maybe what doesn't work so well.''