Canadian Screen Awards

25TH Anniversary Gala 2021

AGENDA

Event Date: Sunday, March 28, 2021

Time: 9:00 p.m. – 1 a.m.
Location: Shangri-La Hotel Toronto
Queen’s Park Ballroom
188 University Ave.
Toronto, Ont.
M5H 0A3

-DUTIES OF STAFF-

Event Management
The event management staff will consist of Milana Gladilina, Christine Jermakowicz, Samantha
Jones, Rebecca Pilkey and Valentina Suarez overseeing the setup, staff direction and event
operation. This includes meeting and debriefing with the arriving vendors and showing them the
facility and their stations. They are also responsible for tabletop setup/decoration and preparing
each item for proper return at the end of the night.

Shangri-La Staff
Responsible for setting up the venue’s furniture according to the floorplan, decorating the space
and the tables. Responsible for preparing the catering food, serving dishes and waiting on guests,
and clearing tables. Appointed bartenders are responsible for tending the bar.

Quest Audio Visual

Responsible for setting up the assigned equipment, doing sound/visual checks, ensuring it lasts
throughout the night and teardown.

Photographer
Responsible for capturing moments throughout the night of guests and the event, then sending
the photos to the appointed person in the Academy of Canadian Cinema & Television.

Entertainment - DJ
Responsible for setting up DJ equipment. Responsible for playing the best music for each
scenario (guests’ arrival, dinner, dancing) from 9 p.m. to 1 a.m. Responsible for teardown of own
equipment.

Security
Responsible for surveying the area and ensuring the safety of guests, staff and volunteers at all
times. Security must ensure a direct line of communication between the check-in table and
guards is active at all times. Security will only depart once all guests have left.

Volunteers
Two volunteers will be stationed at the check-in table throughout where they will receive tickets,
mark off names of arrived guests and supervise the doors. Three volunteers will also be stationed
at the coat check throughout the night to receive coats, hand out numbered tickets and return
them to departing guests. Efficiency and stellar customer service is expected.

First Aid
St. John’s Ambulance first aid are responsible for arriving on time and staying on site for the
entirety of the event operation (9 p.m. to 2 a.m.). Responsible for tending to any injuries
occurring among staff, guests or volunteers.

Cleaning staff
Responsible for sanitary cleaning of the venue after furniture and décor is removed.

Agenda
10 a.m. Event management team arrives with décor boxes and gifts.
10 a.m. Quest Audio Visual arrives, unloads and sets up equipment.
10 a.m. Shangri-La staff members set up furniture according to floor plan.
10:30 a.m. Event management reviews and confirms furniture setup.
11:00 a.m. Event management brings in décor items to decorate tables.
12 p.m. Event management staff sets up coat check area.
12:15 p.m. Event management staff members prepare sign-in table.
12:30 p.m. Event management reviews, makes necessary changes and confirms setup.
5:30 p.m. Shangri-La catering staff arrives and prepares for cooking.
6 p.m. Catering staff begins dinner preparation.
6:40 p.m. Event management staff returns to venue in appropriate clothing.
7 p.m. DJ arrives at the venue and starts setting up.
8 p.m. A final setup check is done by event management.
8 p.m. Shangri-La bartenders arrive and prepare bar.
8:10 p.m. Security arrives at the venue, tours the facility and stations themselves.
8:20 p.m. Volunteers arrive at the sign-in table and coat check.
8:30 p.m. Photographer arrives.
8:40 p.m. First Aid arrives.
8:45 p.m. Bartenders stations themselves at bar.
8:50 p.m. Soundcheck with DJ & Quest audio-visual.
9 p.m. Doors open for guests to enter.
9 p.m. DJ plays music.
9 p.m. Bartenders start serving drinks.
9 p.m. Servers walk around serving canapés.
9:30 p.m. Remarks from the CEO of Academy of Canadian Cinema & Television. Ask
guests to be seated. Photographer’s shift starts.
9:35 p.m. Starters are served. DJ plays background music.
9:55 p.m. Entrées are served.
10:35 p.m. Dessert is served.
11 p.m. DJ starts playing dance music. Tables start being cleared.
12:30 a.m. Photographer’s shift ends and departs.
12:45 a.m. DJ announces the music is stopping in 15 minutes and for guests to book their
rides.
12: 45 a.m. Cleaning staff arrives.
1 a.m. DJ begins teardown, Quest Audio Visual arrives for teardown.
1:15 a.m. Cleaning staff cleans the Queen’s Park Ballroom and staff room.
1:15 a.m. Shangri-La staff put away the furniture.
1:15 a.m. Event management packs décor items into same boxes for company pickup.
2 a.m. First Aid departs. Security departs.
2 a.m. Volunteers clean up check-in table and coat check and depart.
2:30 a.m. Décor company arrives to pick up their boxes.
2:30 a.m. DJ departs with their equipment.
2:45 a.m. Final check-up before departing the venue.
3 a.m. Cleaning staff departs.
3 a.m. Event management staff departs.