las-gnome Fwd: Conference Details

[Sriram Ramkrishna <sri ramkrishna me>]

Holli has some questions for us:

1) We still need to deal with teh certificate of insurance

2) $389 from 5-8, that seems too steep for me, so I think we should turn that down.  But we are going to have to be very coordinated come Monday and we will have a lot of equipment to quickly do.

3) I have taken care of the power strips, I am getting 10 of them from Intel.. one we will have to use for the registration desk.

4) beverage service, we have two plans:

a) we could do the beverage service for 3 day at $600

b) we get pitchers of water on each table, and we pay for catering of croissants and coffee for the day Guy talks, since collabora wants that as part of their sponsorship, and then we pay.  I would pay the $200 dollars for that day because it's cheap plus $90 for the croissants. (60 count)

I kind of like a), and given our expenses earlier, we would still be in the black if we went with a) as we sort of fundraised it with Red Hat's contribution.

Regarding b - I do have a person who have a bunch of pitchers, but she wants to sell them to me rather than loan them.  If we buy glass pitchers, we can get them from IKEA for 8 bucks each, and we would probably need, dunno... 20?  I'll need to get a table count, but let's say about $200 dollars, plus another $100 for water?  We would also be stuck with 20 pitchers.. dunno how easy it is to ship that around.  I can probably store them at my house somewhere.

So maybe half the cost if we went with the pitchers.  On the other hand, the beverage service includes:

fair trade coffee and decaf , tea, and water plus of course cups.

Please make a decision by tomorrow morning.  If we have to ask the board, then we need to send that mail today.  The 15th (thursday) is the last day to set up the beverage service.

sri

---------- Forwarded message ---------
From: Holli Nicknair <HNicknair firstunitarianportland org>
Date: Tue, Sep 13, 2016 at 3:55 PM
Subject: RE: Conference Details
To: Sriram Ramkrishna <sri ramkrishna me>, Sriram Ramkrishna (sriram ramkrishna gmail com) <sriram ramkrishna gmail com>

Hello Sri,

 

YES!  We received your payment, Thank you!  We have not received the Certificate of Insurance yet…

 

Correct, the Buchan is $389 for Sunday night access from 5-8….shall I book it for you?  Will you need our staff’s  assistance to tape down power strips?

 

Unlimited Beverage Service (Organic Fair Trade Coffee, Decaf, Assorted Teas and Water) is $4 per person per day or $200 a day; $1,000 for the week.  Shall I order that for you?

 

We will be posting signs all around our block, what is the official title of your event?

 

Let me know if I can answer any other questions for you!

 

Holli

 

 

 

From: Sriram Ramkrishna [mailto:sri ramkrishna me]
Sent: Monday, September 12, 2016 12:27 PM
To: Holli Nicknair; Sriram Ramkrishna (sriram ramkrishna gmail com)
Subject: Re: Conference Details

 

Hi Holli, just doing some follow up.

 

Can you confirm that you recieved the rest of the payment?

 

Still working on getting those power strips..

 

To confirm, the 5:00-8:00pm window is for $389 right?

 

We probably won't need any extra rooms.

 

Also, it seems we stlil owe you for certificate of liability.

 

On Thu, Aug 25, 2016 at 5:05 PM Holli Nicknair <HNicknair firstunitarianportland org> wrote:

Hello Sri,

 

Thanks for coming by this week to confirm your set up information!  Please review the attached diagram of your potential set up and let me know if you would like to make any changes.  What did you find out about power strips?  Let us know if you need us to set those up for you!

 

Good news!  The hall is available on Sunday evening the 18th for set up from 5:00-8:00 and is now on hold for you.  We could offer you that additional access for $389.  If you decide you would like a room for your “office/green room”, A106 is available for the duration of the week (including Sunday night(fees waived)) for $1,115.

 

Please be aware that your remaining amount due (not including Beverage Service and the above named potential additionals) is $3,120.50 and needs to be paid as soon as possible.  See contract attached.

 

Regarding the beverage service.. the amount people is trending downwards and will likely be more in the 50-60.  Do you think we could get a new estimate for these numbers?  This i just want I see from registrations.  (actually the registrations are less)

 

Let me know if you can lower the figures for the beverage service.

 

sri

 

We also need a Certificate of Liability Insurance for one million dollars naming Eliot as an additional insured for the dates and timeframe of your event. To complete this, contact your insurance provider and ask them to add your event to your policy or purchase event insurance.  Two possible providers are www.eventinsurancenow.com or  http://galescreek.com/major_areas/entertainment.cfm

We will need your final set up arrangements and numbers for Beverage Service by September 15^th.

Also, be aware that I am out of the office from September 5^th – 12^th, available on the 13^th.  Of course, another staff person will be able to answer general questions, but the more we can confirm before the 5^th, the better we are!

Please let me know if you would like me to include Sunday night access and access to A106 throughout your time with us.  Don’t hesitate to contact me with further questions.

So glad we can be a part of your vision!  We look forward to hosting your event!

Best,

Holli

Holli Nicknair, Rental Manager

Eliot Center at First Unitarian Church

1034 SW 13th Ave

Portland, OR 97205

www.eliotcenterportland.org

hnicknair firstunitarianportland org

503-228-6389 ext 412