Ya'll wanna do the barbeque again? Most of the house should be completed by then, maybe even some of the backyard...
FYI for all of you (if you ever wind up booking a venue):Originally Posted by wildambitions
LOTS of places make ALL of their money on F&B (food and beverage). The conference coordinators NEVER mention this-- it is assumed-- and put in the contracts.
Unless you plan on having a budget 3x (no joke) higher than a standard contract, you need to negotiate w/the facility to back this stuff out.
Reason they do this: Because hotels book a lot of one time events, or have events coordinated by a different volunteer each year, they can get away with this.
Typical examples of F&B:
$45-65 pp Lunch (sandwich, salad, ice tea, dessert- cost is about $5)
$85-120 pp Dinner (salad, hot meat, starch, veg, dessert, coffee or tea-- cost is about $12)
$45-65 Per dozen cookies (no, that is not a misprint- cost is about $4)
$65-95 1 Deli tray (equiv to what you'd find at the supermarket for $20-25)
$45-65 Coffee service-- PER POT-- for morning or afternoon sessions (cost is about $3-7 ea).
OK, you get the idea. CRAZY amounts of money made on this.
Bio mentioned we went a bit overbudget this past year, and when I heard some of the F&B costs for the cokes, etc, I was not surprised (we've never done that before).
RE: Overspend: I have yet to get a bill. There is no reason Biophase/RealOG/etc needs to pay this-- we should be pitching in.
How much do we own you, Kenric? Or is it small enough that you can just add it on to next year's expenses?
If you need any extra money or anything let me know, I agree with Russ.
What bobbo's thinking about (all you can eat sushi) would run into 4 figures, from a hotel F&B standpoint!
Think about it guys-- even if you drink an extra cup of coffee, they charge you (since they bill by the pot!).
Hey, how come I didn't buy a hotel?
Oh wait . . I did . . .
Most of the registration fee goes towards food, a small part goes to supplies and equipment. If you think about it, you guys are paying $150 for 3 good dinners and good 2 lunches and 3 so-so breakfasts.
An example of the hotel extras...
For people staying in the rooms. Porterage is mandatory at a current cost of $9 per person round trip. Maid gratuity is mandatory at a current cost of $3 per day. Rates are subject to change without prior notice.
All food and beverage expenditures shall be subject to applicable administrative fees, gratuities and taxes which shall automatically be added at the rates of 6.85%, 16.15% and 7.95%, respectively.
So a $4 cookie would really cost us $5.24!
Kenric, how're ya doing w/the contract?
If you need any help with anything let me know Kenric.
Well we hit a little snag in the contract because they want us to have insurance for the event.
" The parties shall obtain and maintain commercial general liability insurance in amounts sufficient to provide coverage for any liabilities that may reasonably arise out of or result from their respective obligations pursuant to this Agreement, but in any event in an amount of at least One Million Dollars ($1,000,000). You shall provide us with evidence of such insurance naming KHP SCOTTSDALE HOTEL LLC dba FireSky Resort & Spaand Kimpton Hotel & Restaurant Group, LLC as additional insureds."
We have never had to get insurance before, so I think I may have to look elsewhere unless we think its a necessary cost and its affordable. I don't even know where I'd go to get insurance for a 3 day event.
Whatdya wanna bet this is because of that "sweat lodge" incident in Sedona? This is an event put together by individuals and has no corporate sponsor. If it was an official "Fastlane" event and run by myself, insurance would need to be put up by my company. I don't even know why insurance is even required as the hotel should already have it, and be incorporated into their cost.
I had to provide proof of insurance on some of my gigs-- on others, the hotel underwrote it.
You may want to ask them if they have no liability insurance for conferences, and that you're group is GRAVELY CONCERNED about a resort that has no insurance.
GRAVELY CONCERNED. So much so that you're going to contact . . .
. . . the Phoenix Chamber of Commerce and ask them in Firesky is required to have general liability insurance in order to operate. And ask the Chamber if this is something guests are supposed to do-- actually take out insurance policies when staying at a resort?
Tell them if that's the case, you think it's important to share this w/the world-- that if you visit Phoenix, that you're going to need to be insured-- b/c the hotels ARE NOT.
Most local governments take a really short view on businesses that try to do this.
See what they say.
In most cases, it's smoke.
HOwever . . . I know that AZ is way business friendly, tho, so we may be on the hook.
Never hurts to ask. And talk to the Chamber.
We used to have to get insurance for trade shows we went to. I don't recall the cost, but it was nominal.
Be. Do. Have. (In That Order)
...i mean, everybody knows, paying going to a spiritual seminar over the weekend and dying in a sweat lodge is probably the most profitable venture ever.
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Wow! That's crazy insane. I've booked probably 4 or 5 DOZEN convention venues, and never ONCE have I been asked to provide proof of insurance. Ever.
I don't have any idea whom you would contact for such a short term policy. But in general, the 800 pound gorilla in the corporate liability / workers comp insurance field for the small business service corporation is Hartford. Approx $400/yr, if memory serves. So it might be a nominal fee for a 3-day event.
But still... I think I might look for a different venue. (Did Jonleehacker get crazy in the hotel bar again this year and start swinging from chandeliers or something?)
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