Thread: 2011 Beer & Pancakes

Ya'll wanna do the barbeque again? Most of the house should be completed by then, maybe even some of the backyard...

If you guys don't mind.

It is a very relaxing night, and I loved the fire pit this year!

Originally Posted by wildambitions

I know that their restaurant was expensive but the food was fantastic and there was a variety. Is the cost so much additional that we cannot add it? And maybe if we swing it, we finagle that they could allow us to bring in our own breakfast to the meeting room?

FYI for all of you (if you ever wind up booking a venue):

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?

-Russ H.

Originally Posted by RealOG

Ya'll wanna do the barbeque again? Most of the house should be completed by then, maybe even some of the backyard...

Nothing-- and I mean nothing-- would please me more than to have a BBQ at your place again.

I am hoping/assuming that we could cover all of the food costs? Just having such a great venue is WAY cool.

-Russ H.

Originally Posted by Russ H

$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).

You missed one more example:

$40-$50 sushi lunch (California roles, etc... with Bob attending cost is > $100)

Originally Posted by Jonleehacker

You missed one more example:

$40-$50 sushi lunch (California roles, etc... with Bob attending cost is > $100)

Sorry Jonny... a California role is is when someone from New York starts saying "Righteous waves, dude!"

A California Roll is served at a Sushi Bar.

Gnarly difference, bro. Eh?

If you need any extra money or anything let me know, I agree with Russ.

Originally Posted by Jonleehacker

You missed one more example:

$40-$50 sushi lunch (California roles, etc... with Bob attending cost is > $100)

I would think that a $40 sushi lunch would consist of 4 tiny pieces of CA roll. Wasabi and ginger, $15 more.

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 . . .

-Russ H

Originally Posted by Russ H

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).

-Russ H.

It's no big deal as it was somewhat expected just because we start with a low budget to keep costs down. We did go overbudget, but we also run the B&P on a tight budget that is slightly unrealistic to start with. We had extra money left over from 2009 B&P which covered the short fall.

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!

Originally Posted by biophase

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!

31% extra charges on all F&B . . . an administrative charge on a cookie?

Come to think of it, those cookies were pretty well behaved . . .

-Russ H.

Bump-a-roo

Kenric, how're ya doing w/the contract?

-Russ H.

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.

Originally Posted by biophase

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.

LMAO! WTF??? That is funny. What is this world coming to? Do they require that of all of their guests now? Commercial general liability? How does THAT apply?

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.

Originally Posted by wildambitions

LMAO! WTF??? That is funny. What is this world coming to? Do they require that of all of their guests now? Commercial general liability? How does THAT apply?

Um. actually, this is pretty standard for conference bookings.

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.

-Russ H.

We used to have to get insurance for trade shows we went to. I don't recall the cost, but it was nominal.

Originally Posted by PhxMJ

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.

It doesn't help that the guy that ran the deadly sweat lodge incident happened to be promising people to show them how to get rich...

...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.