Wikimania 2012/Bids/Washington, D.C./Catering

Pre-conference

Main conference

Conference
Thursday	Minimal	Planned / budgeted
Morning break	Sodas, coffee, tea $9 / person	Donuts Fruit juices Coffee + tea $10 / person
Lunch	Boxed lunch Sandwich options include beef, ham, veggie, turkey, chicken salad, tuna, hoagies, etc. + salad + chips + cookie + beverage. $20 / person	Outdoor BBQ lunch! $30 / person
Afternoon break	Sodas, coffee, tea $9 / person	Cookies + brownies Sodas, coffee, tea $12 / person
Thursday total	$38 / person	$52 / person
600 x people (we don't expect all 700 attendees to be present and eating at all times)	$22,800	$31,200
Friday
Morning break	Sodas, coffee, tea $9 / person	Danishes, muffins, etc. Fruit juices Coffee + tea $10 / person
Lunch	Boxed lunch Sandwich options include beef, ham, veggie, turkey, chicken salad, tuna, hoagies, etc. + salad + chips + cookie + beverage. $20 / person	Plated lunch $26.45 / person
Afternoon break	Sodas, coffee, tea $9 / person	Cookies + brownies Sodas, coffee, tea $12 / person
Friday total	$38 / person	$48.45 / person
600 x people	$22,800	$29,070
Saturday
Morning break	Sodas, coffee, tea $9 / person	Mini quiches + fruit Fruit juices Coffee + tea $10 / person
Lunch	Boxed lunch Sandwich options include beef, ham, veggie, turkey, chicken salad, tuna, hoagies, etc. + salad + chips + cookie + beverage. $20 / person	Plated lunch $26.45 / person
Afternoon break + Wikipedia cupcakes!	Sodas, coffee, tea $9 / person	Wikipedia cupcakes! (likely will be an in-kind donation) Sodas, coffee, tea $12 / person
Saturday total	$38 / person	$48.45 / person
600 x people	$22,800	$29,070
Combined
Subtotal	$68,400	$89,340
Service charge (22%)	$83,448	$108,995

Note: The main conference food is catered by the Georgetown University Conference Center, which we think is unavoidable but still can look at every option. Also, they might be willing to work with us some on the prices. If we spend $100,000 on catering via the conference center, the venue fee is definitely waived.

Post-conference

Post-conference
Sunday	10:00 - 17:00 Wiki Unconference! (optional)
Morning break	Assorted bagels + muffins Orange juice Coffee + tea $8 / person
Lunch	Pizza + snacks $8 / person
Afternoon break + snacks	Assorted chips Cookies + brownies Candy Coffee + tea + sodas/water $12 / person
400 x people	$11,200

Totals

Budgeted total

$7,440 - pre-conference
$108,995 - main conference
$11,200 - post-conference
$9,865 ($8 x ~410 for breakfast) - Served in lounge area
$137,500 - grand total

Minimal budget

$7,440 - pre-conference
$83,448 - main conference, lowest budget option
$90,888 - grand total

Note: For all the items in the budget, we expect to qualify for non-profit tax exempt status, either through our own organization that's handling finances or via Wikimedia NYC. Otherwise, DC food / restaurant tax is 10%.