I'll go ahead and head up the budget and finances, as I volunteered to do. I'm not sure I know where to begin though. I guess I need to know how much everyone is willing to pitch in to the general fund and go from there. I will try and come up with expenses and then see if you're willing to either split it out for that cost or if you want to suggest cuts to it. It would be really helpful if someone on the promo team could give me a cost estimate of how much materials and printing are going to cost us. In fact, the same is true for whoever is heading up the installation team. The website is just fine; there are no more costs associated with that. Any way, if you feel like you can give me any helpful pointers as to estimated costs, feel free to shoot a comment my way. Thanks.
Also, Theo do we have any definite amounts yet on what we can expect from UCF in the way of contributions?
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I will look into this when I get back from NY on Monday...But I think that we should be entitled to a few hundred dollars. We have to spend this money on supplies, though. So I suggest that we use it towards installation costs: materials for the walls, paint, etc.
ReplyDeleteSome other information you can use to start to make a budget:
--I had the MFA postcard printed for $375 for 1,500 (these were done digitally, not offset printed). Offset printing might run $150 more.
--I usually spend about $250 on vinyl graphics in Gallery. This is for the press on signage for the title of the show.
--how much was spent on the web domain?
ReplyDeleteTo get started the budget might look something like this, with values next to each area:
Total venue expense = $0
Total power expense = $40 (we have to pay the turn on fee)
Total promotion expenses = $
1. commercial printing (see above)
2. in-house printing, etc. (paper, ink, etc)
3. website domain
Total installation expenses = $?
1. transportation (need to rent a truck?)
2. construction (lumber, drywall, etc, etc)
3. misc. supplies (extension cords? xtra lights, garbage bags, )
4. graphics (see above)
Total reception expenses =?
1. food? drink? (how many do we expect? We had about 300 per night last time)
2. music? Do you want dj?
Other unexpected expenses will materialize. They always do... but if you guys can start to put numbers to some of the line items above, you'll get an idea.
Those of you still sitting on the sidelines wondering how, if, when to chip in: perhaps you can look at these expenses and see if you can make calls/contacts to reduce them, i.e. find additional sponsors.
I called the project spot (the printing place on campus) about what they can do for us. The guys told me it would probably be cheaper to print the postcards somewhere else but they could handle the flyers and the posters. I emailed him and he is putting together an estimate for 1000 flyers and 200 posters. I have no idea if this is the amount we will need or not. I just gave him a number so we have something to start with. If anyone has a more accurate number, let me know. He said they can't print anything for free, but they could give us some kind of deal. I'll post his response when I get it. If anyone knows of another place to print, I would contact them so we can go with the cheapest option.
ReplyDeleteI recently had some invitations printed at a small print store called Perfect Printing. They're located on Hall Rd just before Aloma.
ReplyDeleteMap
I thought they were pretty cheap and they are very nice. Someone on the press team should give them a call. (407) 677-4077
I have a copy of the budget thus far posted to the website. You can download it here: Budget
ReplyDeleteThis is a very rough draft and a lot of values are still missing. We need people to take charge of teams and start calling around (installation can call home depot or lowes, promo call print shops, reception call total wine/look into dj/decide if we want catering or whatnot). Let's fill in some of those estimated expenses so we can have a ballpark estimate of what we're going to need. Let me know if I've missed anything that needs to be included.
Theo, how many divider walls do you think we'll need to build?
ReplyDeleteAlso, I'd be willing to throw down around 40 bucks, give or take. That's about 800 dollars if everyone can afford to do that. Plus the money we may get from UCF...
ReplyDeleteJon at DIPL(Classroom building 2nd Floor) is a great printer, very cheap and professional, and fast. We should try using him over another print shop.
ReplyDeleteI'd pitch in $40
ReplyDeleteKinkos might work with us if we put their logo on all our flyers, posters, etc. as a sponsor. I was talking to some people recently who said that they've done this in the past -- even had their printing done entirely for free.
ReplyDeleteIt's worth trying for sure.
here is what the project spot emailed to me. this is NOT including the postcards. i estimated 200 posters and we may not need that many. that would cut the cost. also, there is a quote for 2000 flyers. i asked them for the price of black and white as well as color so we would pick from the two.
ReplyDeletehttp://i102.photobucket.com/albums/m101/mymetr0card/UCF_BFA_artshow_3-12-09.jpg
I spoke with UCF Dining Services to be a sponsor as far as wine and food goes. It went really well and looks like I can get food and wine donated. I have to send a letter about it and it will need to be signed by Theo. I've worked there for about 4 years and the person I spoke to was very receptive so. I can ask for 300 people per night so they know what to expect.
ReplyDeleteAlso, I can check with the Print Shop. It's UCF Business services printing place that we do our printing from as well. I think they are open to outside orders and they tend to be quite less and adaptable for what we need. I'll check into that.
Chris Berrios
Can someone check into a U-Haul or rental truck that I know most of us may need? We will need it for at least one day for setting up and that Sunday to take stuff back.
ReplyDeleteChris Berrios
I just looked up prices for a Uhaul. a 10' truck is $19.95 plus $.59 a mile and is big enough to move an apartment (so the website says) and a 14' truck is $29.95 plus $.59 a mile and can move a 1-2 bedrooms worth of stuff. However, if anyone already has a trailer my explorer has a trailer hitch so that is an expense we could avoid.
ReplyDeletewe need to make a floor plan soon of where we would like walls so we know what to build. This weekend I will try to get some rough measurements, but if somebody else can, that would be awesome. Im pretty swamped this whole weekend.
ReplyDeleteWe've heard nothing from a Construction committee... has one been formed yet? Is anybody taking charge on that? Im not really a construction guy, so it would be better if somebody more knowledgeable was to head it up.
I'll throw in $40-
ReplyDeleteJust so you all know, dry wall is $5.88 4'x8' 1/2 inch, and goes up to $8.82 for 4'x12' 1/2 inch, there are other options that fall between these two prices- 5 gallons of primer is approx. $35 dollars (Glidden) or more depending on brand, and 5 gallons of Glidden white paint is $50, the paint will cost more if we get BEHR ($85-$110), don't know if we need 5 gallons, but it will probably go fast. Otherwise, a gallon of BEHR is about $25. These are home depots prices, and a pretty much the same as other places.
I am going to start making some calls and gathering up the equipment we will need (nail gun and paint sprayer), I've got an air compressor, circular saw, and saw horses already, but if you guys think of any other tools we will need please let me know and I will try to make it happen-
I forgot to mention that I can probably get a banner printed with our title. The widest we can print is 24inch and a banner size is about 24x72 inches long. I can get it laminated as well. It would be part of UCF Dining's sponsorship.
ReplyDeleteChris Berrios
The banner would be awesome to have at the actual show!
ReplyDeleteWhy do we need a paint sprayer? My bf has one I can probably steal...I have an air nail/staple gun we can use....we need to know how many divider walls to build before we buy all this crap. I have a miter saw, but it's pretty big so if I need to do all the cutting in my garage I can do it, and then transport it, unless we want to do all the actual building in the space...which would be messy. I have pretty much all the tools needed to get the job done.
ReplyDeleteIf you want to take charge, go ahead.
ReplyDeleteDoes anybody know the dimensions of the place? I was unable to make it downtown this weekend to find out...
ReplyDeleteI agree with Kara. We need to figure out what walls we will even need before we buy or begin building. If anyone knows the dimensions of the place or space available, please input your info now. I think if we need wall space we wouldn't need to many of them.
ReplyDeleteHOW MANY WILL NEED TO TRANSPORT THEIR WORK VIA UHAUL????
If everyone can add their name and put UHAUL next to it will give us all an idea of what to get.
Chris Berrios
I have a floor plan. I can scan it and post it tomorrow.
ReplyDeleteAbout the DJ...I posted something almost 2 weeks ago and I didn't get any responses. I know a DJ, and he's willing to play both nights, and will play a good variety of appropriate music. I need to let him know it's cool with all of you, so he can make plans.
ReplyDeletekara- whats the djs name?
ReplyDeletewhere has he played before?
will he do both nights for free?
Chiming in to say that I would also be willing to pitch in $40 (possibly more if we need to)
ReplyDeleteI just did some SERIOUS number crunching for building pedestals. I came up with a few options, based on a plan for having 4 sets of 3 pedestals that fit inside each other, for the ideal total of 12 pedestals.
ReplyDeleteThe estimates are on the slightly high end.
I’ll share all the sketches and plans on Wed.
Based on Home Depot prices.
The Options are:
Stained and poly’ed pine: $290.62 (including sponge brushes: $295.62)
Poly’ed pine: $276.26 (including sponge brushes: $281.26)
White painted MDF: $250.39 (including rollers, trays, frames: 268.74)
Black Painted MDF: $269.89 (including rollers, trays, frames: 288.24)