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
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)