Yule Ball

ACT #: 832


WHO IS THIS REQUEST FOR?
AS
ORGANIZATION
Quidditch at UCSD
BUDGET PREPARER
Tharindu W Fernando
PHONE
8582813723
EMAIL
twarnaku@ucsd.edu
NAME OF EVENT
Yule Ball
DATE OF EVENT
4/23/2017
VENUE
PC East Ballroom
IS THE EVENT ON CAMPUS?
DESCRIBE THE EVENT, TRY TO INCLUDE HOW IT RELATES TO YOUR MISSION OR VALUES
This will be a campus-wide dance, themed after the same event from the Harry Potter book/movie. We believe that it is high time someone hosted an event that was relatively more magical; and so, for the past 3 months, we have been visualizing and working on this Yule Ball. Based on the hype that we, Quidditch at UCSD, brought about on-campus with our Butterbeer fundraisers, and other smaller-scale events (such as the ongoing Triwizard Tournament) themed after the fictional series, we are optimistic about a strong attendance. The main purpose behind this event is to bring together lovers of the fictional series along with people who just want a break together for an evening of fun, entertainment, food, dancing and Harry Potter related activities. Ideally, this would bring about a stronger sense of community within UCSD while strengthening the campus' awareness about our organization's increasingly strengthening presence on-campus. Hopefully, the latter will work in our favor when it comes to forming an official UCSD Quidditch team this Summer! The event will begin with people participating in the entertainment booths lined up against the wall, and indulging in food and drink. Then, an instructor from UCSD Recreation will conduct a short ballroom dance workshop and facilitate social dancing for those who want to participate. This will be followed by the DJ coming on, and participants dancing until the end. There will be short breaks in-between, during which 'surprises' may happen. At the end of the night, attendees will leave the Ballroom content and full of magic. :-D We are very willing to debrief any application-reviewers on the specifics pertaining to all aspects of the event (i.e. the timeline, entertainment booth, etc). Because the atmosphere we are planning to create for the event will be vital in fulfilling any expectations that the attendees will have of such a Harry Potter-themed event, this request for funding will include several items essential for its theme. We tried to find the cheapest options for rentals (even if they ended up being over twice as expensive than items that would be cheaper to buy); and we have in here costs that may be covered by other funding sources pending their rejection from AS. Even though all the items listed in this application are desirable (most of them essential), it is understandable that not all of them would be funded, if at all. Yet, costs that are marked with three asterisks (***) are ones that we are open to seeking alternative funding (or entire alternatives) for. All items, unless otherwise indicated, are not-permanent. It should also be noted that the aggregated prices listed in attached PDFs may not match with the ones listed below due to updates to quantities. Thank you for your time!
ESTIMATED UNDERGRADUATE ATTENDANCE
200
WILL ADMISSION BE CHARGED?
IS THIS A PHILANTHROPIC EVENT?
ARE YOU RECEIVING FUNDING FROM OTHER SOURCES?
IF YOU ARE RECEIVING OTHER FUNDING, TELL US WHERE IT IS COMING FROM
Possibly from ICRA, DEI Fund, UCAB Tech Fee Subsidy and Community Fund (none confirmed)

Cost Objects

Type Description Requested Awarded Approved
Food Nabisco Chewy Chips Ahoy! Soft Cookies Brownie Filled, 9.5 OZ $2.56 x 4 (from Walmart) $10.24 $10.24
Food Great Value Fat Free Pretzel Sticks, 20 oz $1.98 x 3 (from Walmart) $5.94 $5.94
Food Kraft Jet-Puffed Marshmallows 10 oz. Bag $1.38 x 4 (from Walmart) $5.52 $5.52
Food Great Value Double Filled Twist & Shout Chocolate Sandwich Cookies, 15.35 oz $1.98 x 4 (from Walmart) $7.92 $7.92
Other 7" Gold Party Plates, 50ct $2.99 x 4 (from Walmart) $11.96 $8.97
Other Gold Party Napkins, 50-Count $1.22 x 4 (from Walmart) $4.88 $3.66
Other Great Value Clear Cups, 16 fl oz, 100 count $4.98 x 2 (from Walmart) $9.96 $9.96
Other Good Cook Bamboo Skewers Set***, 100-Pack $3 x 2 (from Walmart) $6.00 $6.00
Food Crush Orange Soda, 2 L $1 x 5 (from Walmart) $5.00 $4.00
Food Liquid Food Color 1oz Green $1.85 x 3 (from Walmart) $5.55 $5.55
Other Tax (from Walmart) $4.68 $0.00
Food ***Chocolate Fountain $225 x 1 (from The Chocolate Fountaineers) $225.00 $225.00
Food ***Cheese and Crackers $3 x 60 (from The Marketplace) $180.00 $180.00
Food ***Fresh Fruit Tray $3 x 60 (from The Marketplace) $180.00 $180.00
Food ***Fresh Veggie Tray $3 x 60 (from The Marketplace) $180.00 $180.00
Other Hefty Ultimate Easy Grip Plastic Party Cups (Blue, 18 ounce, 100 count) $9.02 x 1 (from Amazon) $9.02 $9.02
Other Amscan Big Party Pack 50 Count Plastic cups, 16 oz., new purple $8.85 x 1 (from Amazon) $8.85 $8.85
Other Amscan Big Party Pack 50 Count Plastic cups, 16 oz., gold $9.44 x 1 (from Amazon) $9.44 $9.44
Food DG Genuine Jamaican Ginger Beer 2L $2.3 x 30 (from Target) $69.00 $69.00
Food Torani Green Apple Syrup - 750ml bottle $4.79 x 1 (from webstaurantstore.com) $4.79 $4.79
Food Torani Orange Dairy-Free Syrup 750ml bottle $4.79 x 1 (from webstaurantstore.com) $4.79 $4.79
Food Torani 750ml Grenadine Flavouring Syrup $4.79 x 1 (from webstaurantstore.com) $4.79 $4.79
Food Jelly Beans, $9.39 x 2 from Target $18.78 $0.00
Other Cups, $12.99 x 1 from Amazon $12.99 $0.00
Other Sharpies, $6.74 x 1 from Amazon $6.74 $0.00
Other Pencils, $2.74 x 2 from Target $5.48 $0.00
Other Paper with Print, $0.042 x 75 from Imprints $3.15 $0.00
Other Jar, $14.99 x 1 from Amazon $14.99 $0.00
Other Chalk Markers, $9.99 x 1 from Amazon $9.99 $0.00
Other Delivery, $12 x 1 from Target $12.00 $0.00
Other Tax, $0.42 x 1 from Target $0.42 $0.00
Other Tax, $0.52 x 1 from Amazon $0.52 $0.00
Other Harry Potter Tattoos, $10 x 4 from Amazon $40.00 $0.00
Other Dark Mark Tattoos, $5.49 x 4 from Amazon $21.96 $0.00
Other Bowl, $5.95 x 1 from Amazon $5.95 $0.00
Other Cups, $3.95 x 2 from Amazon $7.90 $0.00
Other Sponges, $1.94 x 1 from Amazon $1.94 $0.00
Other ***Button Maker Rental, $79.95 x 1 from umakebuttons $79.95 $0.00
Other Button Maker Shipping***, $45.85 x 1 from umakebuttons $45.85 $0.00
Other Paper, $10.16 x 1 from Amazon $10.16 $0.00
Other Printing, $0.363 x 50 from Imprints $18.15 $0.00
Other Tax, $4.04 x 1 from Amazon $4.04 $0.00
Other Tax , $0.79 x 1 from Amazon $0.79 $0.00
Other Parchment Paper, $24.96 x 1 from Walmart $24.96 $0.00
Other Tax, $1.91 x 1 from Walmart $1.91 $0.00
Other Shipping, $5.99 x 1 from Walmart $5.99 $0.00
Other Printing, $0.363 x 250 from Imprints $90.75 $0.00
Other White Balloons, $5.51 x 2 from Amazon $11.02 $10.92
Other Confetti, $2 x 4 from Walmart $8.00 $8.00
Other Darts, $7.98 x 1 from Amazon $7.98 $0.00
Other Tax from Amazon $1.71 $0.00
Other Wire, $2.98 x 1 from Amazon $2.98 $0.00
Other Dry Erase Markers (12), $5.98 x 1 from Amazon $5.98 $0.00
Other Spray Paint- Black, $3.98 x 1 from Amazon $3.98 $0.00
Other Spray Paint- Gold, $3.95 x 1 from Amazon $3.95 $0.00
Other Mirror , $14.24 x 1 from Target $14.24 $0.00
Other Tax, $1.16 x 1 from Target $1.16 $0.00
Other Delivery , $4 x 1 from Target $4.00 $0.00
Other Tea Leaves, $4.5 x 1 from Walmart $4.50 $4.50
Other Paper (Crystal Balls and Tea Leaf reading), $5.99 x 1 from Amazon $5.99 $0.00
Other White Ceramic Cups, $15.99 x 1 from Target $15.99 $0.00
Other Tax, $1.24 x 1 from Target $1.24 $0.00
Other Delivery, $4 x 1 from Target $4.00 $0.00
Other Colorful Card Stock paper, $17.88 x 1 from Amazon $17.88 $0.00
Other Wooden Dowel rods, $8.44 x 1 from Amazon $8.44 $0.00
Other Error $0.00 $0.00
Other Glitter shakers , $5.35 x 1 from Amazon $5.35 $0.00
Other Colorful Card Stock paper, $17.88 x 1 from Amazon $17.88 $0.00
Other Wooden Dowel rods, $8.44 x 1 from Amazon $8.44 $0.00
Other Hot Glue Gun, $4.89 x 1 from Target $4.89 $0.00
Other Glitter shakers , $5.35 x 1 from Amazon $5.35 $0.00
Other Prismacolor Premier Colored Pencils, Soft Core, 72-Count, $34 x 1 from Amazon $34.00 $0.00
Other Paper with Print, $0.042 x 100 from Imprints $4.20 $4.20
Contract Ballroom Instructor from UCSD Recreation $75.00 $0.00
Other Floating Star Balloons $205 for 20 items from Absolutely Balloons $205.00 $102.00
Other Fireplace $60 for 1 items from Christian Youth Theater $60.00 $0.00
Other Grecian Column $69 for 2 items from Raphael's $69.00 $69.00
Other Snow Cone Machine $77.5 for 1 items from Raphael's $77.50 $0.00
Other Water Fountain $145.75 for 1 items from Raphael's $145.75 $145.75
Other Bead Necklaces $47.93 for 600 items from Party City $47.93 $0.00
Other Silver Plastic Table Cover Roll $67.96 for 4 items from Party City $67.96 $67.96
Other Vinyl Tablecloth $55.92 for 8 items from Party City $55.92 $55.92
Other Winter Assortment of Balloons $20.9 for 2 items from Oriental Trading $20.90 $13.97
Other Silver Trim Place Cards $3.99 for 1 items from Oriental Trading $3.99 $0.00
Other Silver Curly Ribbon (for balloons) $4.29 for 1 items from Oriental Trading $4.29 $0.00
Other Silver Garland $19.96 for 4 items from Amazon $19.96 $0.00
Other Silver Tinsel $39.92 for 8 items from Amazon $39.92 $39.92
Other Silver Tinsel Garland $19.96 for 4 items from Oriental Trading $19.96 $0.00
Other Silver Fringe Door $37.98 for 2 items from Oriental Trading $37.98 $0.00
Other Silver Round Table Covers $17.94 for 6 items from Party City $17.94 $17.94
Other Snow Machine $159.99 for 1 items from Amazon $159.99 $0.00
Other Snow Machine Juices $24.99 for 1 items from Amazon $24.99 $24.99
Other Torch Fire $37.98 for 2 items from Amazon $37.98 $0.00
Other Brick Wall Backdrop $14.99 for 1 items from Amazon $14.99 $0.00
Facility TECHNICAL SETUP $762.5 (University Centers) $762.50 $0.00
Contract DJ $40/hour for 3 hours $120.00 $0.00
Other 25 papers, 8.5 x 14 Solar White #80, from Imprints $15.03 $0.00
Flyers Color printing 8.5 x 11 White 28#, from Imprints $39.97 $0.00
Flyers Color, 11 x 17 White from Imprints (note that attached quote is for 90 papers; which was a mistake) $16.20 $0.00
Other ***Photo booth from eventboothrentals.com ($450 + $40 add on) $490.00 $490.00
TOTAL REQUESTED $4,252.49 $1,998.51

Status
FinalApproval
DATE CREATED
3/2/2017 11:39:38 PM
CHANGED
4/7/2017 12:04:07 PM

Supporting Documents

BertieBotts.pdf
Updated Ballroom Confirmation-133940.pdf
SortingHat.pdf
More Entertainment Quotes PDF.pdf
FoodPriceEstimateforQuidditchYuleBallApril23rd2017.pdf
Final Decoration Quotes.pdf
BertieBotts2.pdf
DIY1.pdf
DIY2.pdf
DIY3.pdf
DIY4.pdf

Review History

3/10/2017 1:52:27 PM
Public
We will not be able to fund most of the art supplies through Programming Funds as they are permanent items, however! we have a new initiative called the Visual Arts Fund, please email me for an application as we will be able to fund all the art supplies through that initiative. avpstudentorgs@ucsd.edu
Status
UnderReview

4/7/2017 11:50:06 AM
Public
UnderReview
Status
UnderReview

4/7/2017 11:50:18 AM
Public
UnderReview
Status
UnderReview

4/7/2017 12:00:36 PM
Public
Approved
Status
Approved

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