XYZ 97 Catering Cost Estimate Spread Sheet                
Catering Estimate Worksheet
This can be a very helpful tool in estimating catering budgets for large, multi-session meetings.  The gray areas are protected and automatically totaled. Tax/tip is entered if F:8-9. Menu prices are entered in B:3-11, Inclusive prices are automatically calculated in C:3-11. Average conference, short course totals, and consumption totals are entered in J:3-11.  Finally, you enter in the number of courses, conference, exhibit companies in rows 13-22.

This worksheet will then estimate daily/weekly attendance totals, daily/weekly catering cost totals, and even estimate the number of gallons of coffee/tea/decaf to order.

Also, if you are dealing in inclusive pricing, there is a reverse tax/tip estimator on F:3 based on the tax/tip totals entered.

Also, for future year's reference, comments can be made -- hover your cursor over the red marks in Cell L:41 as and example.
 
           
Costs:   inclusive Reverse tax/tip calculator       Average #/ Conference: 200
$/gal. of  coffee: $27.50 $35.13 Inclusive price     Averave #/ short course 50
$/soda: $2.25 $2.87 Severice Charge                -       Average # of exbit reps/company: 3
$/dessert $1.66 $2.12 state tax                -     Average danish/person: 1
$/doz. danish $1.66 $2.12 Non-inclusive price                -     Average/cup/person:BB 0.9
$/person for spouse breakfast   $0.00        Average/cup/person:AM 1
$/person for quickcoupons $5.48 $7.00   serv. charge: 18.00%   Average cup/person/PM 0.5
$/person for reception 1 $12.92 $16.50   state tax 8.25%   Average sodas/person/PM 0.5
$/person for reception 2   $0.00  
$/person for dinner   $0.00                              
Numbers: Sun am Sun pm Mon am Mon pm Tue am Tue pm Wed am Wed pm Thu am Thu pm Fri am            
Number of short courses 7 8 1 1 2 4 3 2 2 5 3 0.5  
Number of conferences   3 3 3 3 3 3 3[1] 3[2] 3[3]    
Number of Exhibit Companies     103 103 103 103        
Number of Exhibit Walkins     80 80 80 80        
# expected for quick lunch     680 850        
# expected for spouses' suite                
# expected for dessert       1100   1000        
# expected for reception 1     550     500        
# expected for reception 2                
# expected for dinner                                  
Daily Conf. Dropoff     0% 0% 0% 10% 15% 15% 15% 40% 60%            
Attendance: Sun am Sun pm Mon am Mon pm Tue am Tue pm Wed am Wed pm Thu am Thu pm Fri am            
Short Course Attendees 350 400 50 50 100 200 150 100 100 250 150 25  
Conference attendees 0 0 600 600 600 540 510 510 510 360 240    
Exhibit Reps. 0 0 0 0 309 309 309 309 0 0 0    
Exhibit Walkins 0 0 0 0 80 80 80 80 0 0 0    
Total 350 400 650 650 1089 1129 1049 999 610 610 390 25          
Catering cost estimates                         Total        
spouses suite $0.00   $0.00   $0.00   $0.00   $0.00   $0.00   $0.00
breakfast breads $615.10   $1,142.32   $1,913.83   $1,843.53   $1,072.03   $685.39   $6,586.81
coffee am $614.72   $1,141.63   $1,912.67   $1,842.42   $1,071.38   $684.98   $6,582.82
qucik lunches         $3,726.40   $4,658.00   $0.00   $0.00   $8,384.40
coffee pm   $926.08   $1,504.88   $2,613.86   $2,312.88   $1,412.27     $8,769.97
desserts   $0.00   $0.00   $2,332.44   $2,120.40   $0.00     $4,452.84
reception   $0.00   $9,076.85   $0.00   $0.00   $0.00     $9,076.85
dinner   $0.00   $0.00   $0.00   $0.00   $0.00     $0.00        
Total $1,229.82 $926.08 $2,283.96 $10,581.73 $7,552.90 $4,946.30 $8,343.95 $4,433.28 $2,143.40 $1,412.27 $1,370.37   $43,853.69        
breakfast breads                          
danish (doz)     50   53   39   36   8[4]      
gals. coffee     21.6   22.7   16.7   15.6   3.5      
 gals. decaf/tea     2.7   2.8   2.1   2.0   0.4      
AM Coffee                          
gals. coffee 12.3   22.8   38.1   36.7   21.4   13.7      
 gals. decaf/tea 2.6   4.9   8.2   7.9   4.6   2.9      
PM Coffee                        
gals. coffee   7.0   11.4   19.8   17.5   10.7        
 gals. decaf/tea   1.5   2.4   4.2   3.7   2.3        
sodas   200   325   565   500   305              
[1]
large single confernece --- considered 3
[2]
large single confernece --- considered 3
[3]
large single confernece --- considered 3
[4]
way short