This site is an archive; learn more about 8 years of OpenHatch.

[Ccsf-campus-staff] Ordering lunch and meetup [for Asheesh]

Asheesh Laroia asheesh at asheesh.org
Sat Sep 13 13:04:15 UTC 2014 

I see now that the budget
https://docs.google.com/spreadsheets/d/1fLSmQR3I6j-DcDWaVy2WvbIsnpixkpZVzI1QyjLzS9U/edit#gid=0
doc says which things to order. Huge props to Katherine, I believe, for
making that happen.

That plans for 65 people.

We now have 74 responses on the attendee form
https://docs.google.com/spreadsheets/d/12RqQFc7iefpqvdR9dZTQgKy0h1mbBx3Svhw3G4WBsRg/edit#gid=1374257463
, plus 10 RSVP'd on the mentor form, which makes 84 people. If we believe
that, then we should probably increase the food order by about 20%.

I made a 2014-09-13 sheet on the "Lunch" document <
https://docs.google.com/spreadsheet/ccc?key=0Ap-ZVbdcf5dXdDRaYTJtaWdFQnlzN1hHd2d0dm40RUE&usp=gmail#gid=3>.
We can play with the numbers there.

Dietary restriction count from attendee signups: 2 vegan (+ 1 lactose
intolerant, so call it 3). 9 vegetarian (including pescetarian). 1 gluten
sensitive. That's all very easily handled -- we have lots of "headroom", as
in, we have lots more vegan + vegetarian + gluten-free food than we need,
so this should work out fine.

1 cannot eat peanut. We should call to confirm about this.

Dietary restrictions from mentor signups: 1 doesn't eat eggs or beans, so
probably "must" eat our meat option. 2 vegetarian. 1 doesn't eat dairy or
eggplant, which is compatible with the vegan wraps. Same as above -- lots
of headroom on these.

At 75 lunches, it's $433.25; at 85 lunches, it's $490.75.


This is all assuming they can make our order same-day.


If they can't, we'll have to get creative and fall back to pizza or
something.


On Sat, Sep 13, 2014 at 5:31 AM, Asheesh Laroia <asheesh at asheesh.org> wrote:

> Looking through this, I'm going to make another "sheet" on that
> spreadsheet and plan out lunch, based on the requirements we have in the
> signups.
>
> Tyler, we'll have you pay for it so that CCSF can reimburse you. Thanks
> for being willing to float that.
>
> For a sign-in sheet, there is an OpenHatch sign-in sheet template we can
> use. I have a printed copy of that, and will bring it, in case that's
> useful.
>
> This might be duplicate work with someone else's work; oh well, if so.
>
> On Wed, Sep 10, 2014 at 9:08 PM, Tyler B <tylerbrothers1 at gmail.com> wrote:
>
>> Looking at the registration form as of now, were at 50 attendee's. Even
>> if all 50 showed up, we would get the full $375 and still only pay about
>> $300 for lunch.
>>
>> Sincerely,
>>
>> Tyler Brothers
>>
>>    -
>>
>>
>> On Wed, Sep 10, 2014 at 9:04 PM, Tyler B <tylerbrothers1 at gmail.com>
>> wrote:
>>
>>> Also, how to pay for lunch?  I'm not sure who has credit cards, and can
>>>> sign for the lunch delivery.
>>>
>>>
>>>
>>> A student will have to pay this amount out of pocket, then submit for
>>>> reimbursement. The check takes about 3 weeks to arrive, so a student
>>>> will float this money in the meantime. If I were there, it would be
>>>> me. Maybe lunch delivery place (Palmyra?) will allow me to put the
>>>> cost on my credit card,  but not be there to sign for it.
>>>
>>>
>>> I do not mind floating the cost on my credit card. I will be at the
>>> event, so it may be easiest for me to do.
>>>
>>> That's it.  How do we provide breakfast & lunch for all students &
>>>> mentors on $575, respecting the dietary restrictions described in the
>>>> registration spreadsheets
>>>>
>>>
>>> Looking at the cost of lunch last time for 55 attendee's
>>> <https://docs.google.com/spreadsheet/ccc?key=0Ap-ZVbdcf5dXdDRaYTJtaWdFQnlzN1hHd2d0dm40RUE&usp=drive_web#gid=0>,
>>> the cost was only $296.45. This covered vegetarian and gluten free diet
>>> restrictions. If we plan on ~30ish showing up, thats $300 we have and 25
>>> less people we have to worry about.
>>>
>>> Tipping will be covered by the $200 from Mozilla. Estimated tipping will
>>> be $30 or $40.
>>>
>>> Breakfast estimated at ~$100
>>> <https://docs.google.com/spreadsheets/d/1fLSmQR3I6j-DcDWaVy2WvbIsnpixkpZVzI1QyjLzS9U/edit#gid=0> (thanks
>>> Katherine!). Utensils, paper plates, napkins and cups we can knock off or
>>> at least reduce by quite a bit as Art (i think?) and I both have these
>>> items available at our house. Tape, a sharpie, and post it notes we either
>>> have or cost less than $10.
>>>
>>> I think we have enough money.
>>>
>>> There are a few things that NEED to be done (collect receipts, sign in
>>> sheet), but other than that, not much stress. I do not think we will need
>>> people to donate money, nor take money from Open Hatch's honorarium.
>>>
>>> Sincerely,
>>>
>>> Tyler Brothers
>>>
>>>    -
>>>
>>>
>>> On Wed, Sep 10, 2014 at 7:36 PM, Katherine Moloney <
>>> kmoloney at mail.ccsf.edu> wrote:
>>>
>>>> Forgot to include link to starter budget for the event:
>>>>
>>>> http://tiny.cc/OSCTC_Budget_20140913
>>>>
>>>> Also, forgot to mention that the $375 can only be spent on one meal,
>>>> so this will only be lunch items.
>>>>
>>>> A student will have to pay this amount out of pocket, then submit for
>>>> reimbursement. The check takes about 3 weeks to arrive, so a student
>>>> will float this money in the meantime. If I were there, it would be
>>>> me. Maybe lunch delivery place (Palmyra?) will allow me to put the
>>>> cost on my credit card,  but not be there to sign for it.
>>>>
>>>> Tyler, Kevin, and myself are all offering to pay out of pocket, but I
>>>> don't want anyone to donate more than they can afford.
>>>>
>>>> Katherine
>>>>
>>>> On 9/10/14, Katherine Moloney <kmoloney at mail.ccsf.edu> wrote:
>>>> > Hi Asheesh & Tyler & Art (who's doing some of the purchasing) & Kevin
>>>> > (possibly doing some of the purchasing),
>>>> >
>>>> > You guys have to figure out where all the money is coming from &
>>>> going to
>>>> > be spent.
>>>> >
>>>> > We have $200 that Tyler already has from Mozilla; they sent it via
>>>> PayPal
>>>> > to him.  Jennie just needs receipts in the end.
>>>> >
>>>> > We were allocated $375 from ICC today.  This is the max that we
>>>> *could*
>>>> > use.  We *can* only use $10/student who attends.  Currently ~40
>>>> registered,
>>>> > if only 30 show, then we can be reimbursed for $300.  [There must be
>>>> a sign
>>>> > in sheet to capture, who actually attends.  We've never done this in
>>>> the
>>>> > past, but today that was required by the dean.]
>>>> >
>>>> > TechSF will give OpenHatch $500, but it generally take 3-4 months to
>>>> get
>>>> > money from them.
>>>> >
>>>> > That's it.  How do we provide breakfast & lunch for all students &
>>>> mentors
>>>> > on $575, respecting the dietary restrictions described in the
>>>> registration
>>>> > spreadsheets (last I remember, 1 gluten-free, 1 no dairy, and a bunch
>>>> of
>>>> > vegetarians)?
>>>> >
>>>> > Also, how to pay for lunch?  I'm not sure who has credit cards, and
>>>> can
>>>> > sign for the lunch delivery.
>>>> >
>>>> > I know you guys will figure out the answers to all these questions.
>>>> Just
>>>> > keep me copied because I'm curious.
>>>> >
>>>> > Katherine
>>>> >
>>>> >
>>>> > On Wed, Sep 10, 2014 at 6:25 PM, Tyler B <tylerbrothers1 at gmail.com>
>>>> wrote:
>>>> >
>>>> >> Hey Asheesh,
>>>> >>
>>>> >> We wanted to get together yesterday, but were not able to. If you
>>>> have
>>>> >> time today feel free to call me at my number below. If not, I can
>>>> meet
>>>> >> tomorrow at 7pm.
>>>> >>
>>>> >> Also, just wanted to give you some resources that might help in
>>>> ordering
>>>> >> lunch.
>>>> >>
>>>> >>    - We will be closing registration Thursday night (around 5:30pm)
>>>> as
>>>> >>    that will be after the Coders Club meeting.
>>>> >>    -
>>>> >>
>>>> >>
>>>> https://docs.google.com/a/mail.ccsf.edu/spreadsheets/d/12RqQFc7iefpqvdR9dZTQgKy0h1mbBx3Svhw3G4WBsRg/edit#gid=1374257463
>>>> >>    - this is where we have been collecting the dietary info for the
>>>> >>    registrants.
>>>> >>    -
>>>> >>
>>>> >>
>>>> https://docs.google.com/spreadsheets/d/16I6MyJIobr7jc3oJeofCcmT6ESssgEdIDoMtcd_m6Fo/edit#gid=316545333
>>>> >>    - this is where we have been collecting the dietary info for
>>>> mentors.
>>>> >>
>>>> >> Hopefully it will be easy to accommodate the different dietary
>>>> >> restrictions. If not, just let me know who could not be accommodated
>>>> and
>>>> >> I
>>>> >> will work with them directly to sort something out.
>>>> >>
>>>> >> Sincerely,
>>>> >>
>>>> >> Tyler Brothers
>>>> >> 925-998-9956
>>>> >>
>>>> >>    -
>>>> >>
>>>> >>
>>>> >> _______________________________________________
>>>> >> ccsf-campus-staff mailing list
>>>> >> ccsf-campus-staff at lists.openhatch.org
>>>> >> http://lists.openhatch.org/mailman/listinfo/ccsf-campus-staff
>>>> >>
>>>> >>
>>>> >
>>>>
>>>
>>>
>>
>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.openhatch.org/pipermail/ccsf-campus-staff/attachments/20140913/fbc86ae2/attachment-0001.html>

More information about the ccsf-campus-staff mailing list