Event Planning (Page 3 of 6) in pdf

INCOME AND EXPENSES

Feel free to contact the Exchequer for assistance in completing this section.

Income

Feast limits, if any ______________

Approximate number of attendees:

On-board _____________ Off-board _____________ Out-board ____________

Free/Reduced price __________________________________________________

Visiting Royalty are not charged to attend. Their retainers, however, are.

Fee is reduced for autocrats and feastocrats.

Visiting performers may be given a reduced price in exchange for entertainment.

Prices:

On-board _____________ Off-board _____________ Out-board ____________

Camping (if extra) ______________ Other ______________________________

Children/Family ____________________________________________________

Determine a policy for deadlines for reservations, for whether on-board spaces must be paid in

advance, for discounts or late fees, and for refunding money for no-shows.

In the event announcement, be sure to mention:

 Make checks payable to “SCA PA Inc. -- Shire of ACG”

 costs for the event

 name/address of the Chief Troll

 deadlines for reservations

 feast limits, if any

Expected Income: __________________ x ______________ = ___________________

(Approx. attendees)

(Cost)

(Expected Income)

Generally, you will have a pretty clear idea of how many on-board reservations you can reasonably expect to

fill, based on the number of people you are planning to serve and how many on-board reservations we have had

for recent events. A good ballpark figure is 80% of the number of on-board seats available.

Expenses

Determine, with the advice of the people in charge of the various activities, how much money each activity

should be allotted. Use this to help you determine the expected expenses. Also, compare your estimates with

how much was spent on recent events to make sure your figures are close. Check with people to make sure they

are staying within their budgets. Make sure they contact you immediately if they think they might go over

budget.

Remind your event staff that no reimbursements will be paid without a receipt. Ask them to bring their receipts

to the event so they can be reimbursed right away.

Ask the Head Cook to break down food expenses according to: Feast, additional meals planned,

supplies/miscellaneous. At recent events, we have planned to spend roughly, per person, $5 for feast, and $1 for

each additional meal. Approximately 5% to 10% of the food budget is spent on supplies (cleaning, paper

products, etc.) and miscellaneous (coffee, tea, sugar, milk for these, etc.).

Costs:

Event Planning Page 3