Some cost guidelines (always consider a student co-pay, rather than a completely subsidized event):
- BBQ: $4 – $5 per person
- Lunch: $6 – $8 per person
- Catered reception: $20 per person
- Dinner/international food: $12 – $20 per person
- Ticketed outings to sports, cultural events: $15 – $25 per person
Sample budget proposal for monthly dinner series, February to May
| Monthly dinner (4 dinners, 30 attendees each) | |
|---|---|
| Food and non-alcoholic drinks ($10 per person) | $1,200.00 |
| Subtotal | $1,200.00 |
| Final lecture and dinner event (150 people) | |
| Food and drinks, buffet-style ($15 per person) | $2,250.00 |
| Audio/Visual (projector and sound rental) | $100.00 |
| Police detail | $132.00 |
| Subtotal | $2,482.00 |
| Total | $3,682.00 |
| Funding source(s) | |
| Student group (confirmed) | $482.00 |
| GSC Funding Board (unconfirmed) | $700.00 |
| Graduate Student Life Grant | $2,500.00 |
| Total | $3,682.00 |
Sample expenditure report for monthly dinner series, February to May
| Monthly dinner (4 dinners, 30 attendees each) | |
|---|---|
| Food and non-alcoholic drinks (budgeted $10 per person) | $1,194.32 |
| Subtotal | $1,194.32 |
| Final lecture and dinner event (150 people) | |
| Food and drinks, buffet-style (budgeted $15 per person) | $2,304.97 |
| Audio/Visual (projector and sound rental) | $150.00 |
| Police detail | $132.00 |
| * Food for meetings to plan dinners and lecture | $44.12 |
| Subtotal | $2,631.09 |
| Total | $3,825.41 |
| Funding source(s) | |
| Student group | $625.41 |
| GSC Funding Board | $700.00 |
| Graduate Student Life Grant | $2,500.00 |
| Total | $3,825.41 |
* Reporting unexpected expenses and/or small deviations from your original budget is reasonable.
