Gala 2016 Live Arts Production Calendar: Sunday Monday Tuesday Wednesday Thursday Friday Saturday

GALA 2016 LIVE ARTS PRODUCTION CALENDAR
Sunday
WK
7
18
Monday
19
Tuesday
20
DRAFT #2 1 of 24
9/14/2016
Wednesday
Thursday
21
22
23
Saturday
24
DESIGNS DUE
MTG #4
COSTUME
S/H&M
SCENIC
convertible into build
plans
DSG
N
PRD
TN
Friday
Wine goblets being

donated by wine
donor? Procure?
FOO
D
VOL prize finding

begins
Decision: Intro each
course?
S
e
c
u
r
e
B
e
e
r
S
e
c
u
r
e
C
DSGN =
DESIGN: Scenic elements + Exterior, Lights, Sound, Music, Props, Flying, Costumes, Flowers
PRDTN = Volunteers + Venue Mgmt + Tables & Chairs + Security + Clean Up INCLUDES AFTERGLOW
FOOD =
FOOD & DRINK Chef & staff, food & drink donations, pickup, Festive Fare (dishes, silver, linen), etc.
GSTS = GUESTS Graphics, invites, tix, sponsors, seating, box office,

coat check, welcome, photogs, parking
AUCTN = AUCTION donations, signage, booklet, etc. GC = Gala

Committee
Sunday
Monday
DRAFT #2 2 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
o
ff
e
e
Confirm wine
donation
AUC
TN
GST
S
NOT
E
DSGN =
Parking Garage
notified / double ckd
ELECTRIC BABY-B7
FOOD =
1:00PM MEETING
ALL
ELECTRIC BABY-B7


Committee
Sunday
WK
6
25
Monday
26
DRAFT #2 3 of 24
9/14/2016
Tuesday
27
DSG
N
Visit Festive Fare:

TABLE set-ups &
design, linens,
plates, utensils,
glasses, serving
dishes, etc.
PRD
TN
Contract with
Security guys
FOO
D
Wednesday
28
Thursday
29
Table Count
Due - High
cocktail tables for
drinks / AG?
# Long & Rounds to
order
Friday
30
Saturday
1- OCTOBER
Music at
entrance?
Confirm DJs
VOL = Recruiting
language for wait
staff
Secure Juice &
mixer donation
AUC
TN
GST
S
T-Shirt Design Due
NOT
E
ELECTRIC BABY-B6
DSGN =
FOOD =
1:00PM MEETING
ALL


Committee
Sunday
WK
5
DSG
N
PRD
TN
Monday
Finalize all set-ups:

Dishes /
Serving /
Utensils Din &
AG /
Wine/Water
goblets /
Dessert / Coffee
/ Bars
Table / Chairs /
Linens
Tuesday
DRAFT #2 4 of 24
9/14/2016
Wednesday
Thursday
Friday
Saturday
RENTAL ORDER
DUE Festive
Fare:
Assign space
VENUE PERF Reh
Ask 2nd St Gallery if

we may rehearse
Ck Master staffing
list
FOO
D
VOL = E-Blast: Call

for Volunteers
Finalizing list of
Food Donors
AUC
TN
GST
S
Order T-shirts
1:00PM MEETING
ALL
NOT
E
DSGN =
FOOD =


Committee
Sunday
WK
4
Monday
Tuesday
10
11
DRAFT #2 5 of 24
9/14/2016
Wednesday
12
DSG
N
Thursday
13
14
PRD
TN
Friday
Saturday
15
A
rr
a
n
g
e
to
b
or
ro
w
or
re
nt
a
tr
u
c
k
fo
r
pi
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 6 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
c
k
u
p
s
C
o
nt
a
ct
Fi
re
M
ar
s
h
al
s
c
h
e
d
w
al
k
th
ru
VOL = Issue Master
Staffing List
FOO
DSGN =
FOOD =
FOOD & DRINK


Committee
Sunday
Monday
DRAFT #2 7 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
DONORS LIST DUE
AUC
TN
GST
S
NOT
E
WK
3
1:00PM MEETING
ALL
16
17
18
DESIGN MTG #6
DSG
N
PRD
TN
19
Ck with Sara E.RE

wait staff training
FOOD =
21
Finalize floral
designs
c
h
e
d
ul
DSGN =
20
in
al
iz
e
T
onf
er
with
DJ/
ban
22
LIGHT
design due
Music at entrance?,
confirm or delete
VOLUNTEER
RECRUITMENT
finalizing


Committee
Sunday
Monday
DRAFT #2 8 of 24
9/14/2016
Tuesday
Wednesday
e
O
n
e
Cl
e
a
ni
n
g
C
re
w
Order headsets
Thursday
E
N
T
a
rr
a
n
g
e
m
e
n
ts
Friday
Saturday
d
RE
sou
nd
req
uire
mts
Develop Color flow
chart
D
e
v
el
o
p
T
e
c
h
W
k
c
al
e
n
d
a
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 9 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
W
in
e
g
o
bl
e
ts
a
rr
a
n
g
e
d
?
FOO
D
AUC
TN
GST
S
ALL INTERIOR
GRAPHICS DUE:
B
ui
ld
in
g
Si
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 10 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
g
n
a
g
e
D
o
n
or
R
e
c
B
d
s
Auction Boards
NOT
E
WK
2
1:00PM MEETING
ALL
23
24
25
26
27
28
DSG
N
BUILD #4
PRD
TN
Raffle Forms due for

VOL RAFFLE
DSGN =
FOOD =
29
10a-4p
Create Staff
credential badges
dju


Committee
Sunday
Monday
Tuesday
Wednesday
c
o
nf
ir
m
wi
th
S
e
c
ur
it
y
g
u
y
s
F
in
al
iz
e
V
ol
A
S
M
s
DSGN =
FOOD =
DRAFT #2 11 of 24
9/14/2016
Thursday
o
o
r
P
l
a
n
s
D
u
e
f
o
r
di
st
ri
b
u
ti
o
n
Friday
Saturday
st
tabl
e&
cha
ir
ord
er?
C
hec
k
on
truc
k
loa
n
F
in
al
iz
e
Ti
m
e


Committee
Sunday
Monday
DRAFT #2 12 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
li
n
e
fl
o
w
c
h
a
rt
FOO
D
Confirm Donations &

Pick-up
arrangements: Pepsi - Set ups Water - Coffee Beer
F
in
al
iz
e
A
G
u
t
e
n
si
l
n
e
e
d
s
D
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 13 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
e
v
el
o
p
Li
q
u
o
r
(
A
B
C
),
C
h
a
m
p
a
g
n
e
,
B
e
e
r
p
r
e
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 14 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
f
e
r
e
n
c
e
s
AUC
TN
GST
S
NOT
E
Coat check system,

Festive Fare
ELECTRIC BABY
Tech
ELECTRIC BABY
Tech
ELECTRIC BABY
Tech
Electric Baby Dress
Electric Baby Preview
1:00PM MEETING
ALL
ELECTRIC BABY
8p
Electric Baby OPEN
WK
1
DSG
N
DSGN =
30
31
1 NOVEMBER
BUILD #3 6-10p
GIBSON
2
BUILD #4
GIBSON
3
12p-7p
FOOD =
BUILD #5
GIBSON
12p-7p
BUILD #6
GIBSON
10a-4p


Committee
Sunday
Monday
Tuesday
PRD
TN
Wednesday
C
o
nf
ir
m
w
al
kth
ru
dr
e
s
s
r
m
s
C
k in
w/
Sar
a
E.
wai
t
sta
ff
trai
nin
g
W
C
o
nf
ir
m
R
e
h
@
2n
d
ing
Fli
p
Cr
ew
s
IN
ST
RU
CT
IO
NS
DU
E
St
DSGN =
FOOD =
Thursday
DRAFT #2 15 of 24
9/14/2016
Friday
O
L
R
E
C
R
T
M
N
T
F
I
N
A
L
(
1
0
d
a
y
s
o
u
t)
OL
priz
e
list
due
Saturday
U
pd
at
e
Ti
m
elin
e
flo
w
ch
art
C
on
fir
m
Fe
sti
ve
Fa
re
or
de
r/
De
liv
er
y
ti
R
ol
li
n


Committee
Sunday
Monday
Tuesday
Wednesday
G
al
le
ry
D
e
al
wi
th
Bl
g
m
ai
nt
e
n
a
n
c
e
is
s
u
e
s
Saturday
m
e
S
h
el
v
e
/t
a
bl
e
c
o
u
n
t
Kit equip delivery /
set

Photograph items
Donor Logos due
Item descriptions
FOOD =
Friday
Order ABC /
Champagne
FOO
D
DSGN =
Thursday
g
r
a
c
k
c
o
u
n
t
AUC
TN
DRAFT #2 16 of 24
9/14/2016

Committee
Sunday
Monday
DRAFT #2 17 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
due
ALL AUCTION
INFO DUE
GST
S
Deploy NO Parking
signage Water St
T
ic
k
et
P
a
c
k
et
s
M
ai
le
d
NOT
E
WK
OF
DSG
N
DSGN =
Reh Venue Perform?

ELECTRIC BABY 2p
Reh Venue
Perform?
Reh Venue Perform?

Kristin Gone
8
BUILD #1 6-10p ALL
FESTIVE
FARE
DELIVERY
Reh Venue
Perform?
ELECTRIC BABY
9
BUILD
8p- ALL. BUILD

8p-.ALL
Model table set up
1:00PM MEETING
ALL
ELECTRIC BABY 8p
10
FOOD =
Reh Venue Perform?

ELECTRIC BABY 7:30
11
Reh Venue Perform?

ELECTRIC BABY
CLOSING
8p
12
BUILD
GALA
9:30p-.ALL
DS lighting
final
DS sound
final


Committee
Sunday
Monday
DRAFT #2 18 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
Tent delivery
/installed
PRD
TN
Clear FT backstage
after Show comes
down
o
nf
ir
m
2n
d
St
G
al
le
ry
wi
ll
cl
o
s
e
e
ar
ly
o
n
G
al
a
Ni
g
ht
DSGN =
FOOD =
h
ai
r
s
&
T
a
bl
e
s
t
o
R
e
h
B
f
o
r
V
O
L
s
ire
Mar
sha
l
app
v
tent
ho
p
cle
ar
/
cle
an
P
rep
are
Cos
tum
e
Sho
p
R
eh
A
ve
nu
e
se
t
up
S
et
up
Re
hB
fr
VO
Ls
D
S
P
A
V
OL
S
tov
es
fro
m
Fe
sti
ve
Fai
r
S
ve
nu
e
se
t
up
F
ina
l
flip
Sh
op
to
Kit
ch
en
in
mo
rn
et
up
Kit


Committee
Sunday
Monday
DRAFT #2 19 of 24
9/14/2016
Tuesday
Wednesday
R
u
b
bi
s
h
ar
e
a
cl
e
a
n
Thursday
s
y
st
e
m
Friday
Raff
le
Priz
e
set
in
st
al
le
d
/
c
h
e
c
k
e
d
B
ar
tabl
es
in
pla
ce
ea
ds
et
s
de
liv
/
ck
d
ch
en
2
nd
S
toc
k
bar
s
Saturday
oll
Ra
ck
s
to
en
try
Stg chairs ea venue
St
Ga
ller
y
set
up
L
igh
t
Ho
us
e
set
up
F
lo
we
rs
del
ive
re
d
W
elc
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 20 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
om
e
ar
ea
set
M
ov
e
int
o
dr
es
s
ro
om
s
D
J/
so
un
d
loa
din
S
ou
nd
Ch
ec
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 21 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
k
4:0
0
pm
Coat racks in place
FOO
D
Paper supplies for

Vol food from Reh Z
F
esti
ve
Far
e
deli
ver
y
Juice delivery
in
e
d
el
iv
?
ce
fre
ez
er
&
ice
de
liv
er
ed
&
pl
ug
in
B
C
/
c
h
a
m
p
a
g
n
e
d
el
iv
e
r
FOOD =
DSGN =
F
oo
d
pic
k
up
F
lo
we
r
pic
k
up
V
A
Li
ne
n
Ba
r
de
liv
er
[
Ice
del
ive
ry?
]
B
ee
r


Committee
Sunday
Monday
DRAFT #2 22 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
pic
k
up
&
ice
it
el
iv
e
r
f
o
o
d
t
o
C
h
e
f
in
e
gl
as
s
de
liv
er
y
B
ars
set
up
Vol food set up
P
e
p
si
pi
c
k
u
p
/
tr
u
c
k
DSGN =
FOOD =


Committee
Sunday
Monday
DRAFT #2 23 of 24
9/14/2016
Tuesday
Wednesday
Thursday
Friday
Saturday
AUC
TN
GST
S
REH
CAL
LS
DS:
Collect decent
hangers coat ck:
250
DS: BUILD
DS: BUILD
DS: VENUES
REHEARSAL
Gala Evening
program
Corral racks w/
hangers for coats
VENUES: SERVER
TRAINING
VENUES:
AFTERGLOW
REHEARSAL
Coat Ck system
NOT
E
DSGN =
FOOD =


Committee
Sunday
WK
AFT
R
13
Monday
Tuesday
14
Clean up Team
FOO
D
AUC
TN
Clean up Team
Thursday
16
17
Restore
Lights
E
S
T
O
R
E
PRD
TN
Wednesday
15
DSG
N
DRAFT #2 24 of 24
9/14/2016
Friday
Saturday
18
19
RESTORE
E
S
T
O
R
E
R
est
ore
So
un
d
E
ST
O
R
E
Tent strike &

remove
Return Festive Fare
Remove
Design/Bds
Call for pick up
Call for pick up
Call for pick up
GST
S
NOT
E
DSGN =
VOLUNTEER CALL
FOOD =


Committee

Gala 2016 Live Arts Production Calendar: Sunday Monday Tuesday Wednesday Thursday Friday Saturday

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Gala 2016 Live Arts Production Calendar: Sunday Monday Tuesday Wednesday Thursday Friday Saturday

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GALA 2016 LIVE ARTS PRODUCTION CALENDAR

Wine goblets being

VOL prize finding

GSTS = GUESTS Graphics, invites, tix, sponsors, seating, box office,

AUCTN = AUCTION donations, signage, booklet, etc. GC = Gala