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This document provides an overview and timeline for coordinating an event at the Huntington Library on May 27, 2008. It outlines responsibilities and tasks for coordinators in the weeks leading up to and the day of the event, including sending invitations, finalizing budgets, choosing food and drinks, setting up equipment and signage, and managing attendees. Coordinators include Robin and Stewart Smith as hosts and sponsors, Evie Cutting for Huntington coordination, Marsha Scimo for event coordination, Portia Goltz for food and beverage, Lee Wagman for wine selection, and Leslie Michelson for gifts. The event will include a musician, catered food and drinks, gift bags, and recognition of sponsors and resources.
This document provides an overview and timeline for coordinating an event at the Huntington Library on May 27, 2008. It outlines responsibilities and tasks for coordinators in the weeks leading up to and the day of the event, including sending invitations, finalizing budgets, choosing food and drinks, setting up equipment and signage, and managing attendees. Coordinators include Robin and Stewart Smith as hosts and sponsors, Evie Cutting for Huntington coordination, Marsha Scimo for event coordination, Portia Goltz for food and beverage, Lee Wagman for wine selection, and Leslie Michelson for gifts. The event will include a musician, catered food and drinks, gift bags, and recognition of sponsors and resources.
Copyright:
Attribution Non-Commercial (BY-NC)
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Scarica in formato XLS, PDF, TXT o leggi online su Scribd
This document provides an overview and timeline for coordinating an event at the Huntington Library on May 27, 2008. It outlines responsibilities and tasks for coordinators in the weeks leading up to and the day of the event, including sending invitations, finalizing budgets, choosing food and drinks, setting up equipment and signage, and managing attendees. Coordinators include Robin and Stewart Smith as hosts and sponsors, Evie Cutting for Huntington coordination, Marsha Scimo for event coordination, Portia Goltz for food and beverage, Lee Wagman for wine selection, and Leslie Michelson for gifts. The event will include a musician, catered food and drinks, gift bags, and recognition of sponsors and resources.
Copyright:
Attribution Non-Commercial (BY-NC)
Formati disponibili
Scarica in formato XLS, PDF, TXT o leggi online su Scribd
Contact Reponsibilities Wk of March Week of April: Week of May: May Info Lead Involved 24 31 7 14 21 28 5 12 19 27 Day of event Prior to the event l Walk the grounds - following the event venues RAF EC, MS Done l Write a "save the date" notice RAF MS Done l Send a "save the date" notice with times of event MS Done ― Specify times for people to block calendars MS Done l Design the invitation MS RAF Done l Print the invitation MS Done l Send the invitation MS Done l Choose the menu RAF PG Done l Choose and order the wine RAF LW Done l Finalize budget RAF Done l Line up Huntington equipment to be used EC Done ― Tables EC Done ― Golf carts EC Done ― Catering equipment PG Done l Assemble gift bags (merchandise already chosen and ordered) EC Janet? Done l Prepare signs MS l Send reminders #1 and #2 MS Done Done l Send reminder #3 MS l Collect RSVPs MS - communicate to RAF and EC Now at 44 l Confirm attendance for gift bag and dinner count MS - communicate to RAF and EC
The day of the event
l Coordinate musician set- up EC l Manage Huntington security EC l Manage valet EC l Set up sound systems EC ― In Chinese garden EC ― At dinner venue EC l Set up signage MS l Manage all catering equipment, staff, food, and beverage PG at all venues l Set up check in and departure tables MS l Move all gift bags to dinner venue prior to guest departure EC Janet? Huntington Library Event May 27, 2008 Contact Reponsibilities Wk of March Week of April: Week of May: May Info Lead Involved 24 31 7 14 21 28 5 12 19 27 Coordinators l Robin and Stewart - WPO Sponsors (626) 799-1182 ssmith@kinsmith.com robin.ferracone@rafcapital.com ― Hosts ― Program •• Theme •• Timing of event activities ― Resources ― Schedule ― Gift selection for members ― Budget ― Music, food, and wine selection •• Music to be played at entrance and over cocktails
l Evie Cutting - Huntington Event Coordination (626) 405-2135
ecutting@huntington.org ― Musicians - Stewart has arranged; Evie to coordinate ― Assembly of gift bags - through Janet and Allison ― Equipment •• Check in table •• Sound system •• Table for gift bags(?) ― Security ― Valet and traffic flow
l Marsha Scimo - WPO Event Coordination (310) 795-8018 (m)
marshascimo@msn.com ― Invitations •• Note: Steve and Sally Phillips to receive guest invitation •• Note: Maps to be included with invitation ― Signage ― Nametags and colors on tags (blue and red dots) ― Attendance record ― Crowd movement ― Distribution of gift bags as guests depart
l Portia Goltz - Food and Beverage 626-405 2248 (o)
(323) 898-6880 (m) catering@huntington.org ― Caterers, bartenders, and servers ― Catering and serving equipment ― All staging of food and beverage the day of the event ― Flowers on tables (?)
l Lee Wagman - wine (310) 393-8006
leewagman@themartingroup.com
l Leslie and Beth Michelson (310) 292-1052 (m)
leslie@themichelsons.com ― Gifts for resources (for Koblick, Ritchei, Zeidberg, Murdoch, and Folsom)