EVENT SUMMARY

ITHACA COLLEGE
CONFERENCE AND EVENT SERVICES
DATE:

January 15, 2014

TO:

Campus Center and Event Services

Dining Services
Facilities
Public Safety
Aaron Lipford
John Rawlins

FROM: Alexa Perlstein, Event and Marketing Coordinator

Campus Center and Event Services
RE:

ALS Winter Wonderland Ball, Friday, January 31, 2014

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

ALS Presents: The Winter Wonderland Ball

EVENT DATE:
EVENT TIMES:
FACILITIES:

Friday, January 31, 2014

8:30 pm 11:30 pm
Emerson Suites and Lounge

ESTIMATED ATTENDANCE:
LIAISON PERSON:

100 people

Aaron Lipford/John Rawlins

Page 2
FACILITIES AND ARRANGEMENTS REQUIRED
CONFERENCE AND EVENT SERVICES:
1.

The SET-UP REQUIREMENTS are as follows. Please complete the stage & dance floor setup by
5:00 pm on Friday, January 31.
Emerson Suites B/C:
a. Set up a 24 x 12 x 24 stage along the south wall of Suite B/C. Please set up one 6 table for
the DJ centered on the stage. Pay close attention to the diagram for the location of this stage.
You will be setting up this stage in front of an exit. Please cover the exit sign.
b. Set up a 30' x 30' dance floor front of the stage. See diagram for exact location.
c. Set up 3 tables of 8 for guest seating centered between the west wall of A and the dance floor.
d. Please place the three CRT stations in the north alcoves of the Emerson Suites.
e. Please set up two 6 tables along the west wall of Emerson A for a double sided buffet. Set up
two 6 along the south wall of Emerson A for the mocktail bar.
f. Set up four highboy tables on the west, north and east side of the dance floor.
g. Set up all the soft furniture from the North Foyer and Emerson Lounge in U shaped groupings
along the east wall of Emerson C.
Emerson Lounge:
a. Please set up one 6 table with two chairs across from the entrance to Emerson B in the
Emerson Lounge for the photographer.
b. Set up one 6 table and two chairs just outside of the entrance to the Emerson Lounge (near
the big elevator) for registration.
c. Please provide signage in the north entrance and North Foyer reading "ALS Presents the
Winter Wonderland Ball - Emerson Suites 8:30 pm 11:30 pm".
d. Please set up one black extending wall centered along the north wall of Emerson Lounge for
the photographs backdrop.
e. Please set up four coatracks in the Lounge according to the diagram.

2. The PRODUCTION REQUIREMENTS are as follows. Please be set up and ready by 7:30 pm on
Friday, January 31 for a sound check with the band:
a.
b.
c.
d.
e.

f.
g.
h.
i.

Please provide blue & red dance floor lighting with some moving lights and patterns.
Provide dimmed house lighting.
Please provide one quad box for the DJ on the stage along the south wall. of Emerson B.
For your information, the DJ is expected to arrive between TBD - TBD. He will provide his own
mix equipment. Please provide an appropriate portable sound system for him to hook into.
There is also a band playing at this event. Please provide the following for the band:
1. Please provide a full concert sound system for the band on the stage in Suite C.
2. Please provide wash lighting for the stage on the east wall of Suite C.
3. Please provide a variety of moving lights on the dance floor in Suite C.
4. Please provide six wireless handheld microphones on stands on the stage for the
performers.
Please schedule the technicians to stay for the duration of this event to operate the light and
sound.
Provide two wireless handheld microphones on stands on the stage for the DJ & MC.
Please provide 3 extension cords to be plugged around the stage, which will be used for a
marquee to spell out ALS Winter Wonderland.
Provide blue stage spot lights placed around the Northfoyer.

3. SERVICES & EVENT MANAGER:

a. 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.
CAMPUS CENTER: For your information
DINING SERVICES: For your information and action
1. Please provide services as requested in the following Catering Request Forms.

Page 3
CRF Number: XXXX

Todays Date: January 15, 2014

CATERING REQUEST FORM

Office of Campus Center and Event Services
Taken by: AP Typed by: AP
Event Title: ALS Presents: The Winter
Client Name: John Rawlins
Wonderland Ball 2014
Client Dept.: ALS
Telephone/e-mail: jrawlins@ithaca.edu
Location: Emerson Suites and Emerson
Event Type: Table Draping
Lounge
Day/Date of Event: Friday, January 31,
# of People: NA
2014
Set-Up Time: 8:00 pm
Event Start Time: 8:30 pm
After Event Pick-Up (date/time): 11:45 pm

Event End Time: 11:30 pm

Account #:

Is an Attendant Required: no

Will Alcohol be Served: no

Is an Event Summary Available: yes
AV:
Set-Up:
Price Quote:
Facilities (e-mail date/time): no
yes
yes
no
Special Instructions: Please drape the 6 table for the DJ in the Emerson Suites on the stage.
Please use black or navy blue linens.
Please drape the 6 table in the Emerson Lounge for the photographer. Please drape the 6 table
set up just outside of the Emerson Lounge for registration. Please use white linen.
Please cover the 3 round tables for guest seating and the 4 highboy tables around the dance floor
with cadet blue linens.

In accordance with safe food handling procedures, we are unable to allow food to be removed from
the premises.
Please check all details of this order to be certain they are correct. If changes need to be
made, please contact our office at 274-3313 no less than 5 business days prior to the event.
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. No changes or cancellations will be
accepted less than 5 business days prior to the event.
Product for the number of people indicated above will be provided based on our portion
guidelines. If a higher number of people attend the event or if they consume higher
quantities than expected, you will run out of food.
Account to be credited: 01.11.55.624.9540.000.17022
Distribution: Catering, Client, Campus Center and Event Services
Page 4

CRF Number: XXXX

Todays Date: January 15, 2014

CATERING REQUEST FORM

Office of Campus Center and Event Services
(607) 274-3313
Taken by: AP Typed by: AP
Event Title: ALS Presents: The Winter
Client Name: John Rawlins
Wonderland Ball 2013
Client Dept.: ALS
Telephone/e-mail: jrawlins@ithaca.edu
Event Type: A La carte Reception
Day/Date of Event: Friday, January 31,
2014
Set-Up Time: 8:15 pm

Location: Emerson Suites

After Event Pick-Up (date/time): 11:45 pm

Event End Time: 11:30 pm

Account #:

Is an Attendant Required: yes

# of People: 100 people

Event Start Time: 8:30 pm

Will Alcohol be Served: no

Is an Event Summary Available: yes
AV:
Set-Up:
Price Quote:
Facilities (e-mail date/time): no
yes
yes
no
Special Instructions: Please drape the two 6 tables along the west wall of Emerson A and provide the
following Reception for 100 people:
1 Large Fresh Cut Fruit Tray with Yogurt Fruit Dip
Fried Petite Vegetable Egg Rolls with Duck Sauce
Chicken Tenders
China/Paper

Please provide attendants.

In accordance with safe food handling procedures, we are unable to allow food to be removed from
the premises.
Please check all details of this order to be certain they are correct. If changes need to be
made, please contact our office at 274-3313 no less than 5 business days prior to the event.
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. No changes or cancellations will be
accepted less than 5 business days prior to the event.
Product for the number of people indicated above will be provided based on our portion
guidelines. If a higher number of people attend the event or if they consume higher
quantities than expected, you will run out of food.
Account to be credited: 01.11.55.624.9540.000.17022
Distribution: Catering, Client, Campus Center and Event Services
Page 5
CRF Number: XXXX

Todays Date: January 15, 2014

CATERING REQUEST FORM

Office of Campus Center and Event Services
Taken by: AP Typed by: AP
Event Title: ALS Presents: The Winter
Client Name: John Rawlins
Wonderland Ball 2013
Client Dept.: ALS
Telephone/e-mail: jr@ithaca.edu
Event Type: Mocktail Bar
Day/Date of Event: Friday, January 31,
2013
Set-Up Time: 8:15 pm

Location: Emerson Suites

After Event Pick-Up (date/time): 11:45 pm

Event End Time: 11:30 pm

Account #:

Is an Attendant Required: yes

# of People: 100 people

Event Start Time: 8:30 pm

Will Alcohol be Served: no

Is an Event Summary Available: yes
AV:
Set-Up:
Price Quote:
Facilities (e-mail date/time): no
yes
yes
no
Special Instructions: Please drape the two 6 tables along the south wall of Emerson A and provide
the following mocktails and beverages for 100 people:
Mocktails
Pina Coladas
Strawberry Daquires
Other Beverages
Assorted Canned Sodas
Iced Water
*

Please provide these beverages in fancy china drink glasses.

Please provide attendants.

In accordance with safe food handling procedures, we are unable to allow food to be removed from
the premises.
Please check all details of this order to be certain they are correct. If changes need to be
made, please contact our office at 274-3313 no less than 5 business days prior to the event.
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. No changes or cancellations will be
accepted less than 5 business days prior to the event.
Product for the number of people indicated above will be provided based on our portion
guidelines. If a higher number of people attend the event or if they consume higher
quantities than expected, you will run out of food.
Account to be credited: 01.11.55.624.9540.000.17022
Distribution: Catering, Client, Campus Center and Event Services
Page 6
FACILITIES: For your information and action

1. Please be sure that the facilities are cleaned and ready and that restrooms are well stocked for
this
event.
2. Please have the temperature in the Emerson Suites lowered by 2 degrees.
PUBLIC SAFETY: For your information
AARON LIPFORD: For your information and action
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 Friday, January 24, 2014 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.

mentor-2014 event summaries-ALS Presents: The Winter Wonderland Ball 01.31.14