Event Scenario*
Host Organization –The Robert Wood Johnson Foundation and its board, chairs, benefactors.( Or select your own charity)
Honoring the top 5 largest contributors and research Drs.
Objectives: Enhance Organization’s image & programs and fundraising
Showcasing the services offered by the charity on a video at event.
Design equipment and in room setting plan you envision.
250 attendees for cocktails, dinner, and main course star performance in 20-minute show followed by late night dessert Disco lounge is the full of quiet areas event design.
Time: Saturday Eve, Sept 16, 6-11:30 (good weather expected)
VIP Reception 5:30 -6:30
Cocktails, 6:30 -8:00 pm
Diner 8-10:30 pm
Disco 10:30-12: 00
Theme: Building a Healthier Future!
(OR create your own theme)
Honorary Chairs are Senator Cory Booker, and Giants Eli Manning
(or select your own)
Program chairs have requested elegance at dinner with a fun feeling for late night hour to promote networking with recipients.
VENUES TO USE (Select from these 2 only)
Pier Sixty, Chelsea piers
Or
Ziegfeld Ballroom Midtown
https://www.ziegfeldballroom.com/
View both links to evaluate spaces then select one for event.
Both venue floorplans are found on Allseated Software
Develop each of floor plan3 areas ( VIP, COCKTAILS , Main Ballroom) that shows each area plus any AV plan for performance
needs i.e., operations table, stage, and backdrop plus side curtains for stage entrances needed.
• Suggest Post dinner disco theme design.
• Dinner is the most important part of the evening since it will honor the largest contributors’ presentations in AV presentation on 2 large screens in room then entertainment designed for room.
• Consider all Branded areas needed with logo designs for sponsors, and the Foundation/organization Identity at event with branding carefully during all evening aspects you can imagine.
Entertainment Program:
DJ in Cocktail room
Light jazz trio for background on the stage as dinner room opens.
After Dinner course is cleared the Entertainer- John legend acoustically will entertain for 20 minutes on the stage in room with trio.
(Or select your own act)
DJ for late night during dessert buffet as the guest moves and transforms cocktail area into a disco. What will that design look like?
Carefully define each stage and screen position in main room, their production AV need. What is the main stage backdrop and any décor treatments? -paste in walkthrough section.
Suggest a staging plan in the floorplan design- stage stairs etc. and a tech operation position with tables on risers. Consider all needed Measurements for these elements to demonstrate on your floorplan with all operational areas included.
Guest table section need pasted in picture concepts for every detail for rentals plus Florala, table numbers and gift presentation as well as place cards plan for all seating.
• Include signage needed and branding scheme in key areas of event.
• Include key Event Sponsors: (Or pick your own)
o Met Life,
o Chase Bank,
o Tatinger Champagne, hosts bars offer beverage
o Tiffany Silver boxed book key rings.
o Godiva- chocolates giveaways
o All need branding presence at event in AV
Advise a plan to showcase gifts on table items t
How will sponsor logos be integrated at overall event?
Prepare detailed budget spreadsheet 100,000.00 Total.
o No venue costs, F&B or staffing needs, use of basic venue chairs and tables unless rented special design items.
Rental items and room Décor budget 50,000.00,
Lighting AV budget 25, 000.00
Labor $20, 000
No food, entertainment, Venue rental needed here covered by Client.
Develop a production mood board for the vision of the theme.
