THE NELSON ATKINS MUSEUM EVENT WORKSHEET TO Mark Zimmerman cc

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THE NELSON ATKINS MUSEUM EVENT WORKSHEET TO Mark Zimmerman cc Powered By Docstoc
					                                 EVENT
                               WORKSHEET
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
                                        Suárez-Vélez.
      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
    Bruschetta:
           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
           Dipping Sauces
    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
LINENS:
    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
DECORATIONS:
    Trapp: (PO# 0001896)
    3 large flower arrangements for reception tables                                     [$900]
      Event Planning: (Adams/Porter)
      28 small orange gerber arrangements                                                [$75]
RENTALS:
   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.
   Shipping $30
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.
SPECIAL INSTRUCTIONS:
    Will Crain Trio to play in Kirkwood Hall                                             [$450]
          keyboard, bass & drums
SECURITY:
    Officers
    Parking Garage Officers
    Coat Check
    Headcount
    3 Lollipop stanchions with “No Food or Drink” signs in Kirkwood Hall
    Shuttlecarts
VOLUNTEERS:
MUSEUM EQUIPMENT:
    ENGINEERS:
      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
     MEDIA:
     AV PERSON: (Kevin Dowd)
     Atkins:
     Lectern with Microphone
     Video Projector for PowerPoint Presentation
     Laser Pointer
     Spots on Speakers
     Kirkwood Hall:
     Will Crain Trio to bring on amplification
     MAINTENANCE:
     Kirkwood Hall:
     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)
     Atkins Auditorium:
     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:
     First Row:
     Elaine Koch
     Marc Maun
     Julián Zugazagoitia
     Jorge Suárez-Vélez
     Second Row:
     Tasha Zugazagoitia
     Terri Maun
     Steve Koch


8/30/11 dwa

				
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posted:11/14/2011
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