EVENT SUMMARY

DATE: April 2, 2018 April, 3rd, 2018

TO: Campus Center and Event Services

Dining Services
Facilities
Public Safety
Julia Bjornland
Maria Fernandez

FROM: Maria Fernandez, Event and Marketing Coordinator

Campus Center and Event Services

RE: HiFashion Studios Presents: “Influence and Inclusivity” – Tuesday, April 10th (Rehearsal) and
Wednesday, April 11th 2018 (Show).

Please read through this information and provide the services as requested. Contact our office
immediately if you have any questions or concerns.

EVENT: HiFashion Studios Presents: “Influence and Inclusivity”

EVENT DATE: Tuesday, April 10th (Rehearsal) and Wednesday, April 11th 2018 (Show).

EVENT TIME: See Schedule of Events

LOCATION: Campus Center – Various Locations

(See Schedule of Events)

ESTIMATED
ATTENDANCE: 400 people

CLIENTS: Julia Bjonrland (jbjornland@ithaca.edu)

SCHEDULE OF EVENTS

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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Tuesday, April 10th, 2018 - HiFashion Studio Rehearsal

3:00 pm – 10:30 pm Styling Kingenstein Lounge

7:30 pm 6:30 pm – 10:30 pm Rehearsal Emerson Suites

Wednesday, April 11th, 2018 - Hi Fashion Studio Show

3:00 pm – 11:59 pm 11:00 Styling area available Emerson Lounge

5:30 pm- 6:30 pm Tech Check and Run-Through Emerson Suites

7:00 pm Doors Open Emerson Suites

7:30 pm – 9:30 pm Fashion Show Emerson Suites

FACILITIES & ARRANGEMENTS REQUIRED

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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CAMPUS CENTER & EVENT SERVICES: For your information and action

1. SPECIAL EVENT MANAGER: For your information and action

1. Please read this event summary and be knowledgeable of all parts of this event for which you
are scheduled to work. Please be prepared to meet the client and ensure that their needs are
met. Please ensure that the services requested are provided as described in this event
summary.

2. SYBIL CONRAD: For your information and action.

a. Please have the CCOM that is working the night of Tuesday, April 10th lock the clients
belongings in the coat-check closet at 10:30pm following rehearsal as they are leaving
clothing used for the show there overnight.
b. Please have the CCOM that is opening the building on Wednesday, April 11 th ensure
that the coat-check closet stays locked until the client arrives.

2. The SET-UP REQUIREMENTS for the rehearsal on Tuesday, April 10th 2018 in EMERSON
SUITES (7:30pm 6:30 pm – 10:30 pm) are as follows:

a. Please provide signage reading, “HiFashion Studios Rehearsal, 7:30 pm 6:30 pm - 10:30
pm”.
b. Please set a 4’ x 32’ x 16” stage with a 64’ x 4’ x 16” runway off the front of it, as
shown on the diagram.

3. The SET-UP REQUIREMENTS for Styling on Tuesday, April 10th 2018 KLINGENSTEIN
LOUNGE (3:00pm – 10:30pm) are as follows:

a. Provide signage that reads, “HiFashion Studios Presents: “Influence and Inclusivity 7:00
pm – 9:30 pm”
b. Please set six (6) coat racks in the middle of the room for the clients use. These will
be moved to the coat- check closet overnight.
c. Please provide a folding wall to block the view into the lounge.
d. Set-up 6-3’ tables along the west wall for the clients use.
e. Place all remaining furniture at the perimeter of the room.

4. The SET-UP REQUIREMENTS for the show on Wednesday, April 11th, 2018 (7:00pm –
9:30pm) are as follows: (See Diagram and Schedule)

North Foyer:
a. Provide signage that reads, “HiFashion Studios Presents: “Influence and Inclusivity 7:00
pm – 9:30 pm”

Emerson Lounge:
a. Please set up 2–6’ tables and two chairs across from the elevator for ticket sales.
b. Please set up 1-6’ tables across from the Emerson A doors for pop-up shops.
c. Please set up 2–6’ tables at the east end of the Emerson Lounge for styling.
d. Please set up pipe and drape to create a dressing room as indicated on the diagram. It
should create a divider from Emerson Lounge and should block all of the windows. There
should also be two small private dressing rooms at the east end of the lounge.
e. Please set up one folding wall at the east end of the lounge to create a wall for the private
dressing room. This is indicated with a blue line on the diagram.

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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Emerson Suites:

a. Please be advised that Sound on Sound will provide the stage and runway.
b. Please set approximately 400 chairs according to the diagram between 2:30 pm and 4:00
pm. The client will be decorating sections of chairs closest to the stage for a designated
VIP area.
c. Please set up a 16’ x 8’x 16”’ stage in the north alcove of Suite B for the A/V mix
position.
d. Please set 3–6’ tables and four chairs on the risers in the north alcove.
e. Please set up two stations of pipe and drape to run from the theater drape (hung by AV) to
the walls – one on the south side and the other on the north side. See diagram. Please
work with AV to set this up.
f. Please be advised that Sound on Sound will be setting up in the Suites at approximately
(TBA o’clock) on the day of the event. Please be prepared to work around them.

5. The PRODUCTION REQUIREMENTS for EMERSON SUITES on Wednesday, April 11th,

2018 are as follows:

a. Please see the schedule of events and diagram.

b. Please hang black theater curtains as indicated in the diagram in the following locations:
a. Hang theater curtain 7ft off the East C wall behind the east edge of the stage.
b. Hang theater curtain 15ft off the East C wall to hide the entrance from backstage
onto the runway.
c. Hang theater curtain going from the drape hung 15ft off the East C wall to cover
the north exit into Suite C.
c. Please set up the ½ concert sound system and connect the client’s DJ into the sound
system.
d. Please provide same bright white lighting on the runway for entirety of the event.
e. Please provide stage wash lighting on the DJ’s table over the DJ table, which is located
in the West alcove of Emerson B.
f. Please provide two wireless handheld microphones to be used for the hosts. Please
place these on stands backstage, near the entrance to the stage.
g. Please schedule AV technicians to stay throughout the performance to run sound.

DINING SERVICES: For your information.

a. There are no catering requirements for this event.

FACILITIES: For your information and action.

1. Please see the schedule of events.

2. Please be certain that the facilities are clean and ready for use prior to this event.
3. Please deliver 3 boxes 1 box of theater curtain and 1 coffin of pipe & drape to the back
hallway of the Emerson Suites by 5:00pm 1:00 pm Tuesday, April 10th, 2018. Please
pickup anytime on Thursday, April 12th, 2018.

PUBLIC SAFETY: For your information and action.

1. Please see the schedule of events.

2. Sound of Sound, a production rental company, will be using the fire lane outside the
southwest entrance of Campus Center to load and unload equipment. Sound on Sound will
contact your office when they arrive on campus.

JULIA BJORNLAND: For your information and action.

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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1. Please carefully review all sections of this document. Only the arrangements and services
specifically stated in this event summary will be provided.
2. If changes need to be made (including catering, set up, audio-visual services, etc.) please
contact our office at 274-3313 no later than Tuesday, April 3rd, 2018 with the necessary
information. Please do not provide this information via voice-mail or e-mail since the timing of
receiving this information is critical for our planning and preparation. We may not be able to
accommodate changes after the date stated above.
3. Please be advised that all equipment and personal items must be removed from
the Suites and back hallway immediately after the event.

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu