TO: Mark Zimmerman
cc: Zugazagoitia, Claps, Mark, Corriston, Peak, Cross, Blackmon, Hawkins, IT,
Bolt, Phillips, Graham, Moffett, Parish, Kurtz, Wash, Security & Visitor
Services & Dowd
FROM: Dee Dee Adams
EVENT: Business Council Annual Meeting and Reception
DATE: Tuesday, September 20, 2011
TIME: 6:00 p.m. to 9:00 p.m.
AREA: Atkins Auditorium, Kirkwood Hall and Rozzelle Court
ENTRANCE DOORS: Bloch Lobby & Plaza Doors Doors to open at 5:45 p.m.
BILLS TO: 2141
NUMBER EXPECTED: 300 to 330
DESCRIPTION OF EVENT:
6:00 p.m. to 7:00 p.m. - Business Council Annual Meeting in Atkins
Auditorium. Elaine Koch and Marc Maun to
welcome. (Agenda to follow) Julián Zugazagoitia
to introduce speaker. Presentation by Jorge
7:00 p.m. to 9:00 p.m. - Reception in Kirkwood Hall with Tapas Buffet
Rozzelle Court open for casual seating
REFRESHMENTS & SOURCE: (MUSEUM RESTAURANT)
Full Premium Bar with Reserve Red and White Wines
Imported and Domestic Beer
Assorted Soft Drinks and Mineral Water
Stuffed Mini Sweet Peppers with Goat Cheese and Olive Oil
Bella Napoli- Tomato, Oregano, Mozzarella and Olive Oil
Ricotta and Olive Tapenade
Cannellini Beans, Sundried Tomatoes and Fresh Herbs
Zucchini and Roasted Eggplant
Scallop and Vegetable Kabobs (on small skewers)
Cucumber Cups with Thai Basil Chicken
Grilled, Marinated Fresh Vegetables (asparagus, carrots and green beans) with
Sushi Ice Bar with Assorted Rolls:
Shrimp, Tuna, Salmon, Vegetable Rolls with Chopsticks and Condiments
Carving Station: Herb Crusted Teres Major with Condiments and Dollar Rolls
Mini Wild Mushroom and Roasted Vegetable Strudel in Puff Pastry
Dessert Station: Bowl of Strawberries, Assorted Bars and Fruit Tarts
Restaurant to provide rock, wine and beer glasses, 6” glass plates, serving platters, small
forks and small bamboo skewers, white NAMA cocktail napkins, and votives on
Kirkwood Hall tables and Rozzelle Court tables (if open).
TO BE SERVED AT: 7:00 PM BY: ROZZELLE COURT PERSONNEL
4 6’ black spandex fitted cloths for bars
4 black cloths for draping on back bars
3 Reception Tables: 6 ruby poly cloths with 3 Del Sol overlays (BBJ rental)
16 90” round apple green poly cloths for lowboys (BBJ rental)
12 114” round black cloths for highboys
Trapp: (PO# 0001896)
3 large flower arrangements for reception tables [$900]
Event Planning: (Adams/Porter)
28 small orange gerber arrangements [$75]
BBJ Linens: (P.O. #0001891) [$392]
6 90” x 156” ruby poly banquet cloths @ $38 ea.
3 90” square orange “Del Sol” overlay cloths @$19 ea.
16 90” round apple green poly @ $7.75 ea.
DELIVERIES: (Staff/Business Entrance)
Mon. Sept. 19 - BBJ Linens to arrive. Deliver to Event Planning Office.
2:00 p.m., Tues. - Trapp to arrive. Radio Event Planning.
5:30 p.m., Tues. - Photographer to arrive (name to follow). Escort to Atkins.
6:00 p.m., Tues - Will Crain Trio to arrive. Escort to Kirkwood Hall.
Radio Event Planning.
RENTAL RETURN DATE:
Wednesday, Sept 21 - Event Planning to FedEx linens to BBJ.
Will Crain Trio to play in Kirkwood Hall [$450]
keyboard, bass & drums
Parking Garage Officers
3 Lollipop stanchions with “No Food or Drink” signs in Kirkwood Hall
ENGINEERING PERSONNEL TO BE ON DUTY
Spots on reception tables, bars and musicians in Kirkwood Hall. (See Dee Dee)
Spots on Rozzelle Court fountain (1 spot on each corner)
Rozzelle Court fountain to be on.
Override automatic shut-off of parking garage and lens lighting until end of event
AV PERSON: (Kevin Dowd)
Lectern with Microphone
Video Projector for PowerPoint Presentation
Spots on Speakers
Will Crain Trio to bring on amplification
Remove 3 benches in Kirkwood Hall to South Foyer by 9 AM
4 6’ Bars with black fitted cloths
2 8’x20”Back bars
7 octagonal tables
6 8’ tables with rental cloths for food
16 30” lowboy tables
76 white Bellini chairs
12 30” round high boy tables
2 5’ serpentine tables for sushi
8’ table (sushi back bar)
3 Bottles of Water and Plastic Cups by Atkins Podium
MAINTENANCE PERSONNEL TO BE ON DUTY
OTHER NECESSARY INFORMATION:
Nametags (Kerry Peak) at overflow desk
Programs to be distributed with nametags
Ticket Price: $100 each for 6 or 8 tickets
Reserved seating in Atkins Auditorium: