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AURORA WOMEN'S CENTER

Charity Auction

"Stand Under Our Umbrella"~ Saturday, May 2nd 2009 ~

TASKWHOLOCATIONNOTES

6:00 AMKellyThe Hyatt Regency6:20 AM6:40 AMThe Hyatt6:30 AMElectrician ArrivesBob The HyattRefer to Contact List6:45 AMLighting Truck ArrivesJoe`s Lighting Ltd.Dock # 1Refer to Contact List5:04 PM7:15 AMLighting Truck Unload7:30 AMMary, Sally & JaneThe HyattMeet In The Walker Room4:19 PM8:00 AMUnload E.E. VanWalker Room

CHARGE RADIOSKELLYWALKER ROOM

8:00 AMIATSE ArrivesIATSEImperial Ballroom3:54 PMPrepare Beverage CartSallyImperial Ballroom8:15 AMMeet With Venue CoordinatorKellyImperial Ballroom8:15 AMLighting Truck LeavesJoe's Lighting Ltd.The HyattWill return @ 11:30PM for load out.3:39 PM2:40 PMImperial BallroomPar & Leko lights go up first8:30 AMDécor Truck ArrivesDock # 2Refer To Contact List

STARTTIMEENDTIME

,Lifts/ Rigging EquipmentLoad-InDan's RiggingCompanyLifts provided by The Hyatt and willbe located in Service Corridor Joe`s LightingLtd.& IATSEImperial Ballroom-1,2, 3Lighting trusses unload to SouthWest corner of the Imperial ballroomExceptiona Events TeamArrivesMary, Sally, Jane &Kellyegsraon oe,gnage oe,Guest Favors and CenterpieceMaterials

8:00AMCHARGE BOTH SETS OF RADIOS;located in registration tote.

Refer to Contact List, Speak withIATSE to clarify set-up order/answerany questionsCoffee, water, muffins & donutsavailable for all staff eer o onac s; scusscatering procedures w/ Kathy; Q &A.Begin Truss & LightingInstallationIATSE & Joe'sLightingSteve, ExceptionalEvents Driver

8:35 AM9:15 AMDécor UnloadWalker Room9:00 AM9:30 AMPost Outdoor SignageSallyThe Hyatt9:20 AMDécor Truck LeavesSteveThe HyattWill return @ 11:50PM for load out.9:20 AMSort Décor PiecesSally, MaryWalker Room9:30 AMJane & The HyattBannerman RoomRoom set up as per band's Rider.9:30 AMSound Truck ArrivesSound ArtDock # 29:35 AMSound Equipment UnloadSound Art & IATSEImperial BallroomWest corner of ballroom 6Begin Sound Set-upSound Art & IATSE3:15 PMBegin Décor Set-upE.E. & IATSEIATSE in lift for ceiling décorAV ArrivesKurt's AV CompanyDock # 1Refer To Contact List1:24 PMAV equipment UnloadKurt & IATSEImperial BallroomNorth wall of ballroomStaging PlacementKelly & The Hyatt Imperial BallroomFloral Truck Arrives/UnloadDock # 1Set-Up RegistrationSallyGrand Foyer # 1IATSE BREAKIATSEDOLL ROOMBENCHMARK 3:00 PMSet Up Video ScreensKurtImperial Ballroom1:00 PM1:15 PMMeet w/ Catering ManagerKellyKitchen1:15 PM2:30 PMHang Ceiling ProjectorsKurtImperial BallroomSteve, Kelly, Mary,Sally & JaneAll Décor, florals, linens & soft goodsgo into The Walker RoomMeet with venue coordinator toreview & confirm parking locations10:10AMSeparate table linens from the ceilingdécor10:00AMPrepare The Jazz Trio's GreenRoomeer o onac s, ey o meethem @ loading dock, Jim is theirteam lead::AM:AM:::AM10:45AM11:15AMStage is to be placed on North wall of ballroom11:00AM11:30AMAbby'sArrangementsRefer to Contact List; florals stay inService Corridor until table set-up11:30AM12:15PMRed tote labelled "Registration" inWalker Room, auction biddingpaddles are in the pink tote12:00PM12:45PMOne screen on West & East side of stageBrief meeting to double check thecatering schedule/bar preparations

1:30 PM3:45 PMTable Placement & Set UpThe Hyatt StaffImperial Ballroom1:30 PM2:45 PMAuction Seating Set-UpThe Hyatt StaffImperial Ballroom

1:45 PM1 HOUR FOR LIGHTING

2:00 PM2:30 PMPrepare Guest FavorsSallyGrand Foyer # 22:00 PMSound Set-up FinishedSound Art Imperial Ballroom2:05 PM2:40 PMLight FocusingJoe's Lighting Ltd.Imperial BallroomSally to supervise2:15 PM3:00 PMSound CheckSound ArtImperial Ballroom2:40 PMLighting FinishedJoe's Lighting Ltd.2:45 PM3:30 PMLighting Run-throughImperial Ballroom3:00 PMFloral PlacementKelly, MaryImperial BallroomBring florals from Walker Room3:00 PMKurt's AV CompanyImperial Ballroom3:05 PM4:00 PM

LIGHTS, SOUND, A/V

Sound Truck LeavesSound ArtThe HyattWill return @ 11:30PM for load out.3:15 PMDécor Set-Up FinishedE.E StaffImperial Ballroom3:30 PMVideographer ArrivesVideo MemoriesThe Hyatt3:35 PMIATSE LeavesIATSEThe HyattWill return at 11:30PM for tear down3:45 PMTables finishedThe Hyatt StaffImperial Ballroom3:45 PMJazz Band arrivesJazz BandThe Hyatt4:00 PM4:30 PMJazz Band Set-upImperial Ballroom4:00 PMPhotography Team ArrivesPicture This DigitalThe HyattGive venue coordinator green lightfor the catering staff to begin tableplacement and set up; Mary tosuperviseChairs go in front of stage on thedance floor; two columns with tenrows each= 200

All Par's and Leko's should beup!