1. VS EVENTS
Victoria Perez and Shannon Gaspard
Founders & Head Event Coordinators
13 W 36TH | New York, NY | 10038
info@vsevents.com – 212.567.8998
2. Mission
Statement
Our mission is to exceed your expectations and inspire your
guests while maintaining an Eco-Friendly Atmosphere. Be it
simple or elegant, our philosophy remains the same:
“Live Today
Plan for Tomorrow
Party Tonight”
4. Meet
Sandra Rose
Benedict
Her Expectations:
ü
DJ and/or Live Local Band
ü
Hip Venue for Sweet 16 after party
ü
150 guests for party
ü
Intimate Dinner with family
ü
Exotic Food
ü
12 family members for dinner
ü
Must be in New York City
ü
Budget: $21,000
5. Springtime
Bloom
Concept
Intimate Dinner Checklist
q
Private room rental in Restaurant
close to Party venue
q
Exotic food for 12 people
q
Flowers in full bloom
q
Floating tea candles in bowls on tables
6. Summertime
Candyland
Concept
“After Party” Checklist
q
Main venue
q
150 Invites
q
DJ
q
Candy bar with varieties of candy along with
q
Mixologist to mix candy “mock-cocktails”
q
Chocolate fountain
q
Rental lounge furniture for Space (if not provided)
8. Plein Sud NYC
in the Smyth Hotel
“Springtime Bloom”
Restaurant Venue
9. 18 Cupcakes from
Crumbs Bakery
2 Bouquets from
Bronx Florist NY
Cupcake Stand from
Amazon.com
Candle Holders from
Candles4less.com
Soy Tea Light Candles from
Soyworx.com
10. The Varick Room
in Tribeca Cinemas
“Summertime Candyland”
Main Venue
16. Sweet
Sixteen
Program
This custom program
designed by VS Events was
viewed on the Projection
Screen.
Also, during the party the
guests will be able to upload
any birthday shout outs and
pictures taken while at the
party to Sandra’s Facebook
page, which will be projected
on the projection screen
periodically.
17. Sweet
Sixteen
Drink
Menu
This custom
program was
designed by VS
Events and will
be projected on
the first Flat
Screen TV.
20. Vendors $ Amount Qty Budget Notes
Venue (s)
Plein Sud NYC 4/12/12 $0.00 1 $0.00 Private Room Available with free reservations.
The Varick Room @ 60% discount (daily = $7,500) after discussing with location's event
4/12/12 $3,000.00 1 $3,000.00
Tribeca Cinemas planner.
Subtotal Venue Price $3,000.00
Food & Beverage
Plein Sud NYC
Venue Dinner $50.00 13 $650.00 Based on Restaurant Menu, estimated $31-$50/person
Gratuity 20.00% 1 $130.00 20% gratuity for private party, gratuity amount provided by venue.
NYS Tax 8.63% 1 $56.06 Approximate Tax (8.63% x (Dinner + Gratuity)
$4.50/cupcake & using next day saver. "Good Guy" model, "signature"
Crumbs.com Cupcake Tiered Cake $4.50 18 $123.87
size (4.25") purchased in packs of 6. Tax included.
Varick Room
$24/beverage, assuming minimum of 150 guests. Beverages include
Venue itself Non-alcoholic Beverages $24.00 150 $3,600.00
classics and candy-themed concoctions.
Service Fee $648.00 1 $648.00 Service Fee for Bar, quote provided by venue planner.
Eco-friendly Option; freshly baked brownies topped with fresh berries.
Energykitchen.com Protein Brownie Platter $1.99 12 $23.88
Free delivery.
Eco-friendly Option; an elegant arrangement of seasonal sliced fruit. Free
Seasonal Fresh Platter $5.99 12 $71.88
delivery.
NYS Tax 8.63% $8.26 Approximate tax determined by Products x 8.625 state tax.
Quote provided by Dylan's. Includes a variety of assorted candies from
Dylan's Candy Bar Candy Bar with Candy $40.00 150 $6,000.00
lollipops and peppermints to snickers and twizzlers.
Quote provided by Dylan's. Themed, fresh popcorn. 61" popcorn
Popcorn Machine $175.00 1 $175.00
machine, 32" wide and with wheels for easy movement.
50" fountain is multi-tiered & colored and overflows with either dark,
milk or white Belgium chocolate. Package comes complete with
Chocolate Fountain $450.00 1 $450.00
marshmallows, pretzels, skewers and cocktail napkins. Quote provided
by Dylan's.
Quote provided by Dylan's. $10/guest based on minimum. Include
Dylan's Ice Cream Bar $10.00 150 $1,500.00
variety of ice cream and an array of candy toppings.
NYS Tax 8.63% $701.19 Approximate tax determined by Dylan's products x 8.625 state tax.
Subtotal Event F&B $14,138.14
Eco-Friendly Aspects
Venue Subtotal: $3,000
Food And Beverage Subtotal: $14,138.14
21. Miscellaneous
Plein Sud NYC
Yellow Daisy Chrysanthemums, Purple Asters and Hot Pink and Orange
Bronx Florist NY Flowers in Bloom $50.05 2 $100.10
Carnations. Approx Size: 9"(W) x 12"(H). Same Day Delivery
Clear, bubble shape. Approx Size: 5" tall x 5" (at widest point) with a 3-3/4"
Candles4less.com Tea Candle Holders $19.83 1 $19.83
opening. UPS Ground [pack of 12]; Tea lights sold seperately (tax included)
White. Approx Size: 1.5" Across x 0.75" tall. UPS Ground (shipping not
Soyworx.com Tea Candles $6.99 1 $6.99
added, soy candles) [12]
NYS Tax 8.63% $0.60 Tax for Soyworks (6.99 x 8.625%)
Amazon.com Cupcake Stand $18.45 1 $18.45 Silver. Approx Size: 9.9 x 10 x 4 inches. Standard Shopping 3-5 days.
Taxi $7.00 Transportation between Plein Sud & Tribeca Cinemas. About 15 mins.
Varick Room
2 bartenders, 2 bar backs, 1 coat check, 1 porter and 2 security guards;
Venue itself Event Staff 8 $1,030.00 quote and staff provided by venue.
Fee for outside catering $390.00 Quote provided by venue.
Quote provided by Event staff. Includes Vintage Lighting System, Black
White floral tablecloths with a white cloth underneath, 6 feet Candy Trees
Flowers/Decor $1,300.00 & 6-8 5" Candy Table Bouquets.
Approx Size: 3"x2"x3.5"(5.5" with handle); 200 boxes; Standard Shipping in
Efavormart.com Party Favors $78.93 1 $78.93 5-10 business days
$275 per hour, including the j-peg files on CD for making 4 x 6 proof prints.
CarolBarnstead.com Photographer $275.00 1.5 $412.50 Quote provided by photographer.
The Varick Room Rental Furniture (if not incl.) $0.00 0 $0.00 Included in the Varick venue. Lush leather furniture, including sofas.
Event Insurance - TULIP $150.00 1 $150.00 Mandatory @ the Varick venue. Quote provided by Venue in Contract.
Pingg.com 150 invites $0.00 150 $0.00 Free Invites @ pingg.com + RSVP; Eco-friendly
TruMix Entertainment DJ $300.00 1 $300.00 $300 for 4 hours (system and music included). Quote provided by DJ.
Subtotal Miscellaneous $3,814.40
GRAND TOTAL $20,952.55
Price Per Person $139.68
Actual Budget 21000
Money Left $47.45
Eco-Friendly Aspects
Miscellaneous Subtotal: $3,814.40
Grand Total: $20,952.55
$139.68 Per Person
27. November 2011
SU M TU W TH F SA
1 2 3 4 5 6 7
1st Meeting RFP Proposal
w/ Client due
8 9 10 11 12 13 14
Contact
Caterers for
Event
December 2011
SU M TU W TH F SA
1 2 3 4 5 6 7
RFP 2ND Meeting CREATE
Decision Due w/ Client Pingg.com
Invites
28. March 2012
SU M TU W TH F SA
11 12 13 14 15 16 17
25 26 27 28 29 30 31
REMIND 3rd ORDER
Vendors Meeting Candles &
w/ Client Holders
April 2012
SU M TU W TH F SA
1 2 3 4 5 6 7
ORDER
Party
Favors
8 9 10 11 12 13 14
ORDER ORDER DAY OF
Cupcake Cupcakes
Stand EVENT
29. Day of Event notes
Plein Sud
q
Order Flowers @ 11:00 AM and Place Delivery for 3:00 PM
q
Shannon & Victoria arrive @ 2:30 PM for set up
q
Expect Crumbs Cupcake Delivery @ 5:00 PM
q
Photographer arrives @ 7:30-8:00 PM, during the group poses the waiters will re-arrange
table to present cupcakes.
q
Shannon get cab ready for Birthday Girl @ 8:00 PM
q
Shannon oversees cleanup @ 8:30 PM and heads over to 2nd Venue by 9:00 PM
The Varick Room
q
Victoria arrive @ 6:00 PM to supervise vendors & venue planner
q
Venue set up and DJ arrival @ 7:00 PM
q
Dylan’s Candy Bar Delivery and Set-Up @ 7:00 PM: Candy & Ice Cream bar, Popcorn
Machine, and Chocolate Fountain
q
Energy Kitchen Delivery @ 7:00 PM
q
Sound and technology check @ 7:20 PM
q
Victoria & Venue Planner walk thru @ 7:30 PM
q
Guests should begin arriving @ 8:45 PM (Starts at 8:00 PM)
q
Photographer arrives @ 10:00 -11:00 PM
q
Clean up @ 12:00 AM
