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

Shauna Gordon-McKeon shaunagm at gmail.com
Sat Sep 13 13:09:41 UTC 2014 

I've never seen a 100% show-up rate.  I've seen it as low as 50%, usually
more like 75%.  If you want to be very safe, order food for 85% or 90%.

Alternatively offer the extra food to people as they are leaving - college
students love that stuff.  :)

On Sat, Sep 13, 2014 at 9:04 AM, Asheesh Laroia <asheesh at asheesh.org> wrote:

> 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
>>>>> >>
>>>>> >>
>>>>> >
>>>>>
>>>>
>>>>
>>>
>>
>
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