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San Francisco Bay Area Chapter

Notes from 1996 IIT-Kgp picnic

Following is the notes we took for the picnic on September 7th, 1996 at Los Gatos Vasona Lake Park in the San Francisco Bay Area. We charged $10 per adult, $5 per children and about 150 people showed up. It is hoped these notes will come in handly when we have another picnic.

General observations/comments/ideas

  1. Do not accept checks after postmark-deadline. Make the charges paid at picnic higher by $5. That will make more people mail in the checks in time. -- Joyjit

  2. Involve at least one person from each decade. So, we have more even representation. That will mean planning with more notice. We should think of it by May/June next year. -- Pran

  3. Tip (To Insure Promptness) the food delivery man - especially first time.

  4. Create a initial fund for expenses, to be later covered by collection at the picnic. That way no one person assumes the risk of a deficit. There were some very nervous moments this time. -- Dipankar

  5. Get more women involved in the organization. -- Pran

  6. Whatever the menu, if food falls short, order pizza. Use local Pizza place to minimize turnaround time. -- Anand & Dipankar

Records/Finances of the picnic

  1. Cash Receipt
    • a) Final :..........................$1485
    • b) By deadline (one week earlier)...$935
    • c) At the picnic....................$550

  2. Head count
    • Final................. 144 adults + 9 children
    • By the deadline........ 90 adults + 7 children

  3. Drinks
    • Water - 15 gallons, ran out, could have used 20
    • Soda
      - initially 18 bottles. Ran out.
      - later 12 more bottles. Still not enough. Could have used some more.
    • Beer - 3 ponies, roughly 1 pony extra: 2 ponies would have been okay

  4. Food
    • Chips - 15 pounds of chips & 10 pounds of salsa, half that amount would have been okay.
    • Pizza (Veg)
      - Initial (1pm) order : 10 veg, 15 non-veg
      - Second order : 10 veg
      - Last (3:15 pm) order : 15 veg
      - 8 pizzas left over
      - Rough estimate : 1 pizza per 3 adults is more than enough
      - This was too much veg, rough estimate 50% veg, 50% non-veg okay
    • Sandwich - Initial order : 8 veg, 8 non-veg
    • Cake - 2 double-height, Too much, but cut too late (after 3:20) Lots of people left (especially those with kids - the big consumers)