Donor Appreciation Reception - Simon Fraser University



Donor Appreciation Reception Detailed Program SchedulePrepared by [name, title, department] on [date]Date: May 12, 2018Time: 5:00 – 7:00 PMLocation: Mowafaghian Atrium, Blusson Hall, SFU’s Burnaby CampusFriday, April 27, 20182:00 PMTAMRA picks up centerpieces from floristTuesday, May 01, 20181:30 PMLISA and TAMRA arrive for set upSet up flower backdropSet up podium bannerSet up pop-up banners (5)2:00 PMSet-up complete by facilities and MECSSet up tables, linens, chairs (see floor plan)Registration desk in atriumRibbon station (at stationary table near the entrance for additional ribbons)Small table with pitcher and 4 glasses at podiumCoat rack and umbrella bucketsGarbage and recycling container2:00 PMSWAV arrives for set-upSet-up: Stage TVs Podium Speakers and microphone Assist with flower backdrop for stage2:30 PMLISA and TAMRA set up flower backdrop, securing it behind the stage3:30 PMBETTY & TESSA arrive to help with setupLISA to walk them through the event space and brief them on their roles3:45 PMSound check with LISA and SWAVTest lighting, run through PPT, test video, check sound3:30 PMTAMRA to meet with MECS and catering staff to review service schedule5:00 PM wine, signature cocktails (alcoholic and non-alcoholic) and sparkling water to be passed. Each guest receives 2 drink tickets for alcoholic drinks. Pours should be no larger than 2 fingers. All non-alcoholic drinks are complimentary (do not collect drink tickets for non-alcoholic beverages).5:15 PM catering to be set up and ready5:30 PM servers ready to pass appetizers6:10 PM passed appetizers and drinks to stop for speaking program (6:15 PM program)6:40 PM passed appetizers and drinks resume after speaking program4:00 PMJORDAN sets up directional signage according to the floorplan4:00 PMPAUL, TIA and JORDAN arrive for set upPAUL and TIA to set up registration table4:30 PMJORDAN to set up background music from iPod, still slide and rotating slideshow4:45 PMALL: Familiarize yourself with all washroom, elevator and parking locationsPAUL and TIA brief guests on accessible washroom location as needed4:45 PMPAUL and TIA at registration table. Set up and ready for guests to arrive4:45 PMStudent ambassadors arrive. Briefing with TESSA and BETTY4:55 PMPiper (Roger Lye) arrives and checks in with TAMRA for briefing5:00 PMA. PETTER and M. DEN HAAN arrive5:00 PMCatering is set up and ready5:00 PMDonor Speaker arrives. Briefing with LISA and KENDRA5:00 PMHarpist arrives and is greeted by TAMRAHarpist to be set up outside, weather permitting, otherwise will be set up next to stage5:00 PMKENDRA, CARY and NATALIE arrive5:00 PMPhotographer arrives. Meets with TAMRA to review shot list5:00 PMCATERING: signature drinks and sparkling water ready to be passed5:00 PMStudent speaker arrives. Briefing with LISA and NICOLETA5:10 PMGroup photo with President, Mike, student ambassadors and student speakerBETTY and TESSA to organize photo; students wear 'Student Ambassador' ribbon on nametag5:15 PMGuests arrive. Student ambassadors in position, ready to greet guests as they arrive5:15 PMLISA to brief President, Mike, Donor and Student SpeakerSound check with donor and student speaker.5:15 PMPiper begins piping outside entrance to Mowafaghian Atrium to welcome guests as they arrive5:15 PMServers to pass appetizers; all reception food is uncovered; bar is open for guests5:25 PMA. PETTER and M. DEN HAAN ready to greet guests5:30 PMEVENT BEGINS6:00 PMLISA to update recognitions in MIKE'S copy of the Book of Words.6:10 PMC&E staff to encourage all guests to come inside to gather around stage for speaking program (if outside).6:12 PMHarpist stops playing during program6:13 PMPiper pipes from the main entrance through the reception area and stands to the right of the stage facing the audience. Continues piping until cued by TAMRA to stop.Remains standing facing audience until acknowledged by MIKE6:14 PMJORDAN, background music stops, still slide on6:14 PMPassed appetizers and drinks are suspended during the speaking program 6:15 PMM. DEN HAAN, welcome remarks, recognition of special guests, introduction of A. PETTERCued by Lisa6:18 PMA. PETTER, remarks6:20 PMJORDAN/SWAV: cue up ON THE MOVE video6:21 PMON THE MOVE video is played6:25 PMDONOR SPEAKER, remarks6:28 PMMIKE, introduce student speaker6:29 PMSTUDENT SPEAKER, remarks6:30 PMPAUL and TIA off for the eveningPack up registration supplies before leavingPut out baskets for nametag return6:32 PMM. DEN HAAN, closing remarks6:33 PMHarpist resumes playing (after speaking program)6:33 PMPassed appetizers and beverages resume until there are no more or until 7:25 PM6:45 PMJORDAN: iPod music and rotating slideshow back on6:45 PMPhotographer departs7:00 PMJORDAN and TAMRA at registration table to say farewell to guests as they depart.Pack up registration table after the majority of guests have left7:25 PMLast call for alcohol7:30 PMEVENT ENDS7:30 PMLISA, JORDAN and TAMRA to strikeSupplies brought back to office7:30 PMStudent Ambassadors off for the eveningCheck in with BETTY before departing7:35 PMJORDAN to remove directional signage from all locations8:00 PMSWAV dismantles and packs up equipment ................
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