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Estimate costs for meals during the Facebook Hackathon #2

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pirroh opened this Issue Mar 13, 2013 · 19 comments

3 participants

@pirroh
pirroh commented Mar 13, 2013

We need to get estimates for food during the Facebook Hackathon. We expect around 50 people, and we need to cover:

  • lunch and dinner on Saturday
  • breakfast and lunch on Sunday
  • plenty of snacks, coffee, juices, Red Bull, etc.

Here's our tentative plan:

We're still missing a place where to get coffee + pastries on Sunday morning.

@BinaryBrain: could you take care of this? We need a French speaker who knows well the Lausanne area, and is used to organizing events :)

@BinaryBrain BinaryBrain was assigned Mar 13, 2013
@romac
Hackers at EPFL member
romac commented Mar 13, 2013

Just did a quick estimation for the costs:

 Date  Meal People Final cost Status Delivery Payment
Saturday lunch Pizzas 60 CHF 936.00 Confirmed 1:00pm Credit card
Saturday evening Chinese 50 CHF 1355.00 Confirmed 8:00pm Credit card
Sunday morning Croissants 50 CHF 195.00 Confirmed 8:00am Bill
Sunday lunch Thai 50 CHF 1200.00 Confirmed 1:00pm Credit card at shop
Whole weekend Drinks 50 CHF 500.00
Total CHF 4206.-
@BinaryBrain

@pirroh I may find something cool.
@romac 40.- CHF / pers. for drinks? Isn't it a bit overrated? If everybody drinks 3 litters of Coke (1/2 6-pack), it's about 7.- CHF / pers.
And for pizzas, maybe we can deal something with La Roulotte, can't we?

@romac
Hackers at EPFL member
romac commented Mar 13, 2013

@BinaryBrain: Now that you say it, it seems a bit overrated :P 10-15.- per person should definitely be enough. I think the most expensive drinks are the Red Bulls but we can also buy another cheaper brand. I reflected that in the above table.

@pirroh
pirroh commented Mar 15, 2013

Good news everyone! The budget we have in mind has been approved by Facebook, so we should go ahead and inform all the catering companies.
@BinaryBrain @romac: could you guys take care of it?

We still need a solution for Sunday morning. Any ideas?

@romac
Hackers at EPFL member
romac commented Mar 18, 2013

Alright, so I ordered the menu for Saturday evening at China Domicile.

  • CHF 25.50 per person.
  • Delivery around 7pm.
  • We can call them Thursday or Friday morning to tell them the exact number of meals we need.
  • We can pay with a credit card when they come to get their stuff back.
  • They'll deliver "bain-maries", and, for an additional CHF 60-80.-, they can also bring plates, forks, etc.

I still have to send them an e-mail with the address of delivery + map, as well as the name to put on the invoice (@pirroh: can you check that with Facebook?).

@pirroh
pirroh commented Mar 18, 2013

We can put Ruth McIntyre on the invoice. She will pay by credit card on delivery.
+1 to get also plates/forks.

@romac
Hackers at EPFL member
romac commented Mar 18, 2013

@pirroh: Alright! What about the address of delivery? The parking at Ch. Alan Turing between BC and MXH looks like the best spot.

@romac
Hackers at EPFL member
romac commented Mar 18, 2013

I just ordered the menu for Sunday lunch at Saveur d'Ailleurs.

  • CHF 24.00 per person.
  • Delivery around 12pm.
  • We can call them Friday morning to tell them the exact number of meals we need.
  • They'll also deliver "bain-maries" or something like that, along with paper plates, and biodegradable forks/knives.

@pirroh: There's one issue: we can't pay them by credit card on delivery. But
a) They can make an invoice, and we (Ruth) will pay them by bank transfer (if that's an option for Ruth).
b) We can go to the restaurant and pay there with a credit card. But the restaurant is located at Ouchy…

@pirroh
pirroh commented Mar 18, 2013

The parking at Ch. Alan Turing is the best place, I agree (also the Facebook ppl are parking there).
For the payment of "Saveur d'Ailleurs" let's go with option b) for now, and then we'll discuss about it with Ruth on Saturday (in general, let's try to use the credit card as much as possible).

@romac
Hackers at EPFL member
romac commented Mar 18, 2013

Called Le Skipper but they don't do delivery. Should I then order the pizzas at a shop like PizzaFly? That'll most likely cost us something like 20.- per person, if they can handle it.

@pirroh
pirroh commented Mar 18, 2013

Ok for PizzaFly: we can save money buying only the 40cm pizzas, and we're sure that we won't have problems if we can't find a car.
Now I guess the car will be useful only for the drinks...

@romac
Hackers at EPFL member
romac commented Mar 19, 2013

@pirroh: Called Fleur de Pains for Sunday morning breakfast, and they can deliver croissants + chocolate breads(?).
Should cost us 250.- or something like that, will ask for an estimation today.
But they ask for a billing address. Can you check with Ruth if that's OK for her, and if so, what should the address be?

@romac romac was assigned Mar 19, 2013
@BinaryBrain

Hi guys,
Sorry I had a lot of work.
Everything's all right?

@romac
Hackers at EPFL member
romac commented Mar 19, 2013

@pirroh: Should I then order something like 20 40cm pizzas?

@romac
Hackers at EPFL member
romac commented Mar 19, 2013

@BinaryBrain: No problem, I'm taking care of it :)

@pirroh
pirroh commented Mar 19, 2013

@romac: breakfast from Fleur de Pains sounds perfect. Do we get also hot coffee?
For the billing address, I already asked Sandra@FB about it, and will let you know soon.
In general, we gotta be sure they want the address only for legal reasons, and NOT to send invoices to them! (because we're only paying by credit card).

w.r.t. pizzas, 20 x 40cm pizzas is perfect!

@romac
Hackers at EPFL member
romac commented Mar 19, 2013

@pirroh: Alright, but the issue is that two suppliers don't have a credit card reader, therefore we'll have to go the restaurant (Saveur d'Ailleurs) to pay for Sunday's lunch, and I'll ask if that's also possible for Fleur de Pains. I'll keep you posted.

Another solution would be that we pay ourselves the invoice from Fleur de Pains and then ask FB to refund us (I seem to recall that it was a possibility?)

@pirroh
pirroh commented Mar 19, 2013

Yes it's a possibility, but it requires paperwork from both sides and at least 30 days to get the refund. So, if it does not become a blocker, let's avoid it ;)

@romac
Hackers at EPFL member
romac commented Mar 20, 2013

@pirroh: Problem, Fleur de Pains doesn't accept payment by credit card at all (neither on delivery nor at the shop itself), so the only way to pay them is via invoice. Since it's not very expensive (CHF 195.-), I think one of us can pay it and then, yeah we'll have to ask Facebook for a refund…

@romac romac closed this Oct 24, 2013
@romac romac referenced this issue Dec 3, 2013
Closed

Organize Drinkup #2 #3

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