Finance Approval Request
Q3 SaaS Marketing Leaders Dinner
New York City · Q3 2026 · Customer Dinner (Pipeline)
● Plan
Forecast
Prove
Score
Amount Requested
$20,112.20
USD · incl. ~5% contingency · fits $30K cap with $9,887.80 headroom
Tier
T1 · Priority
Dedicated budget · clear KPIs · senior audience
| Request Type | Event spend approval |
| Requested By | [Requestor — confirm name] |
| Event Owner | [Owner — confirm name] |
| Date Submitted | 2026-05-28 |
| Event(s) | Q3 SaaS Marketing Leaders Dinner |
| Location & Dates | New York City (midtown private dining room) · Q3 2026 |
| Classification | Customer Dinner — Pipeline |
| Audience | 30 SaaS heads of marketing |
| Headcount | 30 F&B PAX (binding F&B minimum) · venue capacity 30 |
| Payment Method | Corporate card |
| Budget Line | Marketing Events Q3 |
| Urgency | Standard — no vendor expiry flagged |
| Strategic basis | Plan Brief filed 2026-05-28 · linked in attachments |
| Item |
Estimate |
Per Person |
Notes |
| F&B minimum |
$9,000.00 |
$300.00 |
Vendor F&B minimum — 30 guests at $300/head food & beverage. Binding floor. |
| Room fee |
$3,500.00 |
$116.67 |
Private dining room rental |
| Service charge (22% of F&B) |
$1,980.00 |
$66.00 |
22% applied to F&B per quote |
| NYC sales tax (8.875%) |
$974.47 |
$32.48 |
8.875% on F&B + service ($10,980 taxable base) |
| AV / production |
$2,500.00 |
$83.33 |
Mics, lighting, simple signage |
| Photographer |
$1,200.00 |
$40.00 |
Event coverage |
| Contingency reserve (~5%) |
$957.73 |
$31.92 |
Covers day-of overages / tax-base variance on room fee |
| Total |
$20,112.20 |
$670.41 / guest |
All-in, 30 guests |
Per-guest at 30 guests: $670.41 all-in. The F&B minimum ($9,000) is a hard floor — if headcount drops below 30, the minimum still applies and per-guest cost rises. Tax is computed on F&B + service per the quote; if the venue also taxes the room fee, add ~$311 (absorbed by the contingency reserve).
| Category |
Estimated |
Per Person |
Confidence |
Status |
| Venue (F&B + room + svc + tax) |
$15,454.47 |
$515.15 |
High |
Quoted |
| AV / production |
$2,500.00 |
$83.33 |
Medium |
Estimate |
| Photographer |
$1,200.00 |
$40.00 |
Medium |
Estimate |
| Contingency reserve |
$957.73 |
$31.92 |
Reserve |
Held |
| Total |
$20,112.20 |
$670.41 / guest |
All-in, 30 guests |
Program Total
$20,112.20
All-in for 30 guests · $670.41 / guest
Budget Cap
$30,000
+ $9,887.80 headroom
Math verified — line items sum to the activation total, the activation total equals the program total, and the program total fits the budget cap.
| Role |
Name |
Date |
Status |
| Requestor |
[Requestor — confirm name] |
2026-05-28 |
Submitted |
| Manager |
[Manager — TBD] |
— |
Pending |
| Finance Approver |
[Finance — TBD] |
— |
Pending |
| Funds Released |
— |
— |
— |
| Reconciliation |
— |
— |
— |
| # |
Item |
Description |
Status |
| 1 |
Plan Brief |
Q3 dinner Plan-phase strategic brief (intent, metrics, targets) |
Filed |
| 2 |
Vendor quote |
Midtown private dining room — F&B min + room + service + tax |
Received |
| 3 |
AV / production est. |
Production estimate — mics, lighting, signage |
Estimate |
| 4 |
Photographer est. |
Event coverage estimate |
Estimate |