Scenario :----You've been appointed the project manager for organising and running a charity ball. The ball will be held in the local town hall, a beautiful historic building in the centre of the shopping and business district. The not-for-profit (NFP) organisation running the ball want a black tie, gala event with a three- or four-course meal, music, dancing and entertainment. They plan to hold a charity auction throughout the evening to raise more money for their cause. The ball will be held on the last Saturday in October and they hope to sell 500 tickets.

You are responsible for organising the provision of all food and beverages, a Master of Ceremonies (MC), entertainment and music. The charity will source all items for the auction.

The charity organisation has two main goals: to hold a successful event and make a reasonable profit from the ball and the auction. They hope to make this an annual event as money raised can significantly boost their ability to provide aid to others.

As part of the planning process, you must prepare a number of budgets to help achieve these goals. The first stage of your planning process is to calculate expenses to determine the final selling price for the ball tickets. An initial estimated figure of $175 to $200 has been discussed. You must confirm if this is an appropriate price and determine anticipated profits for the organisation. You will report your initial budgets to an event sub-committee of representatives from the NFP organisation.

Scenario (Continued )

After conducting extensive research, you've obtained quotes from suppliers for the following items:----

Expense item	Quote ($)	Comments
Venue hire	3,500.00	Main hall and stage
Postage/stationery	350.00
Telephone	350.00
Event uniforms (F&B only)	750.00	Printed event t-shirt for service staff
Floral arrangements	3,900.00	6 x large stands, 42 x table centres
Lighting and stage hire	6,900.00	Stage, spot, dance floor
Audiovisual equipment hire	4,500.00	Microphones, data projector, screens, sound systems for entertainment
Equipment hire	1,790.00	Food preparation and service equipment
MC	800.00	Six hours including auction
Consultant fees	3,500.00

q1---Using the information in the Scenario, perform the following tasks of budgets:

• linen expenses
• expense budget
• F&B labour costs
• total labour costs
• food costs
• beverage costs
• event budgets
• Adjust financial commitments
• adjusted event budget

note ----please for budget use BUDGET Template:---

subject-----name SITXFIN004 Prepare and monitor budgets