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Gala Task List 2011

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					MBOT Gala - Task List

                                     Tasks

   Venue
Investigate Potential venues


Pick Venue
Contract Negotiation
Review menu
Venue Deposit - Initial Deposit
Initial Site Visit - Firm up requirements (meeting space, a/v, meal ,
reception)
Final Venue Specifications - A/V, etc
table set up plan

Menu
Timing of food/meal

Communication/Design
Tentative overall program / agenda / proposal
MBOT magazine insert - invitation
Ad design - MBOT Magazine
Ad bookings - MBT, Miss News, etc
Website - add page
Event programmes
Design of invites
Sending out Invites (Mailed Out)
Email invite to Syd Martin contacts (business cards)
eBlast plan Jan-April
  Good Morning Miss – January - March(announcement at 8:30am)
  MBX – January - March
  Networking seminar G+P – January - March
  GMM -January - March
  Speed Networking-January - March



Registration
Early bird Registrations
Regular registrations


Silent Auction
Acquiring Gifts - 50 items @ a minimum of $150 each


Live Auction
Prizes Needed (Value of $2500)


Sponsor Campaign
Create Plan
Create Letter and terms of reference
Review Plan with stakeholders
Send Sponsorship letters
Follow-up calls
Contact Sponsors for Marketing Requirements - logos
Ask sponors for their marketing materials for tables
Create sponsor signage
Create table top signs for sponsors using logo or company name
Presentations/Topics
Choose Emcees - Evan Carter
Script for Emcee
Give parameters to speakers (Syd and award recipient)
Lifetime Achievement Award - Board of Directors
Presentation on award recipient - decide what required
Draft agenda
Detailed/final agenda
Sponsor loop presentation
AV
AV requirements - lighting, décor, etc.



Gifts
Chair's gift
Business Achievement Award gift
Attendee Gifts
Entertainment
Soca/Calypso
Dancers
Dinner Music

Miscellenous
Volunteer team - who do we need, what are they doing, etc
Representatives from G20 to sit at tables
On–site Day of Function
Décor
Equipment testing
Silent auction setup
Registration setup
Programmes on tables
Post Conference
tbd

				
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