Event Planning Capstone 2017 by Skylar Radford

The Message Sky Society events and design is blessed to be the freelance event planner for the first annual Atlanta Hospital gala. When deciding what the theme would be I brainstormed on what I wanted the overall mood and feel of the event to be. I wanted an event name that would catch the eye of all invited guests hopefully persuading them to come to the event all the more. Thatâ&#x20AC;&#x2122;s when I came up with the theme Prescription to Party. This theme is lighthearted, fun, and memorable while also keeping focus on the importance of the event which is great healthcare for all. Although the event name is lighthearted, the event itself will show the importance of this hospital and the quality it holds. Prescription to Party gives the message of entertainment. For the business man/women who works long hours or the stay at home mother/ father who need a night away from the constant rigmarole, this will be an ideal event. Sky Societyâ&#x20AC;&#x2122;s main mission is to give the event attendees a night of pleasure with a painless, short, sweet, and meaningful message. Although there will be many 1

The Message speakers, they will each be given the option of two minutes, or two paragraphs to get their message to the attendees without losing their attention. Each speaker will also be given a topic or key word of what do speak on so each speaker will have a different message then the other and hopefully this method will keep those listening compelled to do so. Each speaker will be given the option of two minutes, or two paragraphs (whichever they prefer) Each speaker will also have a different topic to speak on, for example- Welcome, introduction, cancer research, free clinic, hospital volunteers, patients, nurses, etc.

Mr. Percy McManus, the mayor of Atlanta is able to come to our event, but only throughout cocktail hour. The Mayor is a very well liked, down to earth type man with much wisdom and intelligence. He has offered to speak during the cocktail hour since he must leave shortly after which we are thrilled about. Mr. McManus will take the op2

The Message portunity to thank everyone for coming and taking time out of their busy schedules to join him in celebrating such a wonderful cause. He will also talk about a man named Gouthami Hanes. Mr. Hanes, a man who has just recently come into a new fortune in the technology industry wants to give his money to a common cause. Mr. Hanes is young and until recently knew the struggle of getting or paying for good health care. Now that his invention for computers has made him a wealthy man he wants to be a part of something bigger, and for him that is giving to those who he knows could use it the most. The mayor will speak of this young man and tell the rest of the guests about his very generous donation to the Atlanta Hospital encouraging others to give, even is it just $5.00. Given that Mr. McManusâ&#x20AC;&#x2122;s speech and announcement will be made during the cocktail hour, it will give people the time they need to talk to others about Mr. Hanes generosity and give them time to think of how much money they could possibly contribute to a great cause. 3

The Message After the completion of the cocktail hour and silent auction, the speakers will be as follows: Each speaker will be given two minutes, or two paragraphs. This section of speakers will take exactly 14 minutes but I am allotting 25 minutes for transition and adjustment periods. This will give each person over a minute to travel up to the lectern and get adjusted before beginning his/her prepared speech. Katelyn Wesson: Georgia Governor Governor Wesson is loved by the people of Atlanta and has been an avid member of the medical community for many years as her father, grandfather, and husband have all been doctors. She is entertaining and light hearted with a larger than life personality and sense of humor which will draw the audienceâ&#x20AC;&#x2122;s attention and immediately get them in a â&#x20AC;&#x153;givingâ&#x20AC;? mood. Governor Wesson will give the introduction and welcome speech as well as a brief 4

The Message overview of the purpose of the evening and the need for donations. Next will be all six (Rufus Pierce will not be attending) of the Atlanta Hospital Fundraising Committee Members: Each member will talk about his or her department or passion about health and the importance of funds. Each committee member will be allowed two minutes, or two paragraphs explaining his or her reasoning. Mr. Fred Jackson: Area Philanthropist.

Mr. Jackson is a well known philanthropist who has traveled across the world to help those in need of healthcare, but his heart and home are in Atlanta. He has extreme passion for people in need and will stop at nothing until he is satisfied with the end result. Jackson can captivate an audience with his tales of travel and un believable experience. He will speak on the comparison to healthcare here as to other places in the world and how there is always need for good medical care. 5

The Message Ms. Diana Chatham: Atlanta Hospital director of Community Relations Ms. Chatham will speak about the relationship between the hospital and all parts of the community as well as community outreach and the importance of awareness for those who need medical care. Dr. Reginald Weber: Head of Oncology Speaking on the effects of cancer and how important cancer research is as well as treatment to all, not just those who can afford it.

Dr. Rani Laksha: Department Head of OBGYN Dr. Laksha has been delivering babies for 30 years and at several different hospitals. He will describe the types of conditions he has had to deliver babies in and the lack space given. He will also rave about the Atlanta Hospital and how equally everyone is treated whether you can afford top of the line medical care or not. Ms. Tanya Bloomington: Area Community Activist 6

The Message Ms. Bloomington will describe the need and want of those out in the community who have never been given good healthcare until now. She will elaborate on how thankful people are that there is finally a system that works on common sense for the common man and woman. Fr. John Pastoral: Atlanta Hospital Chaplain Pastor John will once again thank the attendees for and say grace before diner is served. | DINNER IS SERVED| The Program will continue after dinner while people are finishing up their dessert and coffee. 7

The Message Joseph and Mary Jane Elliot: Area Philanthropists Joseph and Mary Jane met in high school volunteering at a local Atlanta free clinic, after that they fell in love and dedicated their lives and time to serving and helping others. After telling the short story of how they met they will describe the importance of serving the community and helping those in need. They will mention that it is always easier to serve with people when you all have a common purpose or passion. Dr. Sheila Allgood and Dr. Ryan Bolt: Co- Chair of the board of directors Dr. Allgood and Dr. Bolt both have a long history in the medical world. They have both had wonderful medical careers and are always willing to do pro bono surgeries and procedures. Dr. Bolt and Dr. Allgood will have the pleasure of introducing a former patient of theirs, Bouncy Mayfield. The doctors will quickly tell a memory they have with Bouncy and how proud they are of him for accomplishing to much in life. â&#x20AC;&#x153;Bouncyâ&#x20AC;? Mayfield: Former World Boxer 8

The Message Bouncy Mayfield will get up and speak for a few minutes about his time spent at The Atlanta Hospital and how if it weren’t for the doctors and nurses who took care of him he wouldn’t be the person he is today. Bouncy will speak about the importance of good health care for all people and how much it can benefit you. Bouncy will explain that for those who may not be to afford medications or treatment for an illness they have it is important that they have access to those so they can get a job eventually and support themselves to the point that they can pay back those who helped them out. He is an encourager and a person full of hope and joy for those who may not have it to begin with. Dr. John Telluride: Founder and CEO Dr. Telluride is a man of few words. His theory is “put your money where your mouth is”. He will ask people if they have ever had any sick family members, and if they weren’t able to afford treatment what would they do? Dr. Telluride will simply get up, 9

The Stakeholders Stakeholders play a key role in having a successful event. You must invite the right people who are willing to donate their time and money to an important cause like healthcare. These people should put similar value and importance into healthcare whether it be because they are a healthcare professional, they have had a family member become sick and/or die from poor health care or they may have been sick themselves in the past. Whatever the reason be for these stakeholders taking the time out of their day to come and support, we are happy to have them be a part of a Sky Society Event. When creating a guest list to an event, you must brainstorm on who you want to invite and why it is important to have them attend. Each type of attendee has their place in an event but my job is to assure that every guest has the same lovely experience as the other. Who needs to hear our message, and why would it be important to them? How will we get these people to attend? All these questions must be asked when creating an event guest list.

The Stakeholders

Community members

Current and prospective community members or people who have lived in Atlanta or gone to school in Atlanta and have a passion for serving others would be a great stakeholders.

Donors

Current and prospective donors

Opinion makers

The choir and the skeptics: bloggers, social media influencers, news reporters and others who have a platform to inform others.

The Invitation

The RSVP

The Dance Card

The A/V Sound A professor once told me that â&#x20AC;&#x153;audio is Kingâ&#x20AC;? and that no matter what, to be able to deliver a message you must have good and clear sound. Whether it may be live or on playback, the stakeholders of an event have to be able to understand the message and audio can play a huge roll in sending a great message. The greenbrier has built in A/V throughout the entire resort. The event will be using basic audio speakers as well as ceiling speakers to have surround sound throughout the evening. During cocktail hour, the terrace we are using also has built in A/V so we will have access to speakers allowing soft music to be played in the background. During the cocktail hour, the music will play the entire time except during the speech of Mr. Percy McManus, the mayor. Although he only has time to stay through the cocktail hour we will give the Mayor a platform in which he will be able to speak from and a microphone connected the the speakers so he will be clearly heard and able to deliver his message. 15

The A/V Lighting During cocktail hour, we will have very little lighting as the sun will still be out during that time. We will however have a few sections of decorative lighting on the cocktail tables and overhead to set the theme and deliver a certain message of formality throughout the event. LED wireless lights will be used during cocktail hour as well as during the main event in the center pieces. We will project a glass gobo onto the floor right before exiting out of the building and onto the terrace which we will later use during the dinner and dance part of the evening. There will be lighting on the silent auction table as well as on the bar. After transitioning from the cocktail hour to the main event, there will be subtle up lighting on the walls and pillars and the large chandeliers in the room will be turned on to give the room a certain formal ambiance.

The A/V Video The five-minute video production will be directly before the beginning of the meal; this segment will also contribute to the live auction. The Greenbrier is not only a fivestar resort and spa, but also has a world renowned health clinic as well specializing in diagnostic and preventative health care. The Greenbrier is passionate about health care and has generously donated two 6 day/ 5 night stays for two people in a deluxe suite, including 3 meals a day, a $1,000 spa credit, and a $500 miscellaneous credit including things like horseback riding, a world class casino, multiple golf courses, carriage rides, skeet shooting, fly fishing, bike tours, and excellent shopping, plus a free greenbrier clinic checkup for each person, amounting to a $10,000 value for each. This video will show all the amenities and beauty the Greenbrier Resort has to offer! https://www.youtube.com/watch?v=A-yFVc2rgC4&feature=youtu.be 17

The Event Program

Why this venue? Located amid the breathtaking mountains of West Virginia, The Greenbrier is a National Historic Landmark and world-class resort that has been welcoming guests from around the world since 1778. The natural mineral springs that drew our first guests over 235 years ago continue to lure visitors to our 11,000 acre luxury retreat today. With a guest list that includes 26 of our country’s 44 Presidents, America’s Resort has long been a favorite destination of royalty, celebrities and business leaders. Today, The Greenbrier invites a new generation to come out and play. Enjoy relaxing pastimes, start treasured traditions, or set out on an amazing adventure together. You’ll find endless vacation possibilities at The Greenbrier. greenbrier.com

Recently Caroline Bramlett, a writer for Southern Living Magazine visited The Greenbrier and wrote 10 reasons why you should make time for this amazing resort: the reasons are as follows. A West Virginia classic.

Bursts of color, blasts from the past, and beams of joy are what The Greenbrier is made of. The Greenbrier is more than just a place; to many, it’s a feeling. It’s a feeling of love, a feeling of tradition, a feeling of family, and most of all—a feeling of joy. There are no words to describe how beautiful and special The Greenbrier is. From its stunning décor to its endless activities, there are truly countless reasons you should visit the historic Greenbrier Resort. Below you will find 10 of my favorite things about the Greenbrier that have kept my family and I coming back for the past 13+ years.

1. Décor

The Greenbrier was famously decorated by interior design icon, Dorothy Draper, who made the resort a one-of-a-kind destination after World War II. No detail was overlooked when designing the resort, and Draper’s love for bright colors and bold patterns can be seen everywhere throughout the property, even in the most unexpected places. The patterns and colors of The Greenbrier bring life, energy, and passion to the property and paint the most perfect backdrop for guests to make new memories each day!

2. Staff + Service

The staff and service of The Greenbrier Resort are what truly makes it so special to me. From the minute you arrive and are greeted by the Greenbrier’s Ambassador Mr. Frank Mosley at the front door (see photo), the Greenbrier staff will do their very best to take care of your every need and put you at ease. No matter how long or short your stay, the Greenbrier staff will quickly begin to feel like family.

3. Spa

The Greenbrier Spa is an oasis of color and relaxation. The Greenbrier Resort is known for its healing sulphur springs and the miraculous power of its waters on the property. The Spa at the Greenbrier offers a wide range of healing, calming, and revitalizing services. When you visit the spa, be sure to grab a warm cup of tea or glass of fresh juice and stay awhile in the relaxation room.

4. Tea Time

My favorite afternoon tradition at The Greenbrier is tea time in the Upper Lobby. At 4:15pm each and everyday, The Greenbrier offers complimentary tea and delicious cookies and sweet treats for all resort guests. It is such a special time of day to take in the beauty of the hotel and meet other guests at the resort. 20

5. Golf

While the girls relax at the spa or do a little shopping around the resort, there are plenty of activities to keep everyone else busy too. The Greenbrier boasts five incredible golf courses: The Old White TPC, The Greenbrier, The Meadows, Oakhurst Links, and The Snead Course at The Greenbrier Sporting Club. All the courses are equally gorgeous and the views of the mountains are absolutely breathtaking. Each summer, the Greenbrier hosts The Greenbrier Classic, a PGA Tour event, and welcomes some of golf’s most talented and accomplished athletes to the resort.

6. Pools

Another fun and refreshing activity for families at The Greenbrier is spending time by the pool. The Greenbrier has two beautiful pools: one indoor and one outdoor. The Olympic size indoor pool at The Greenbrier is truly a work of art, designed by Dorothy Draper in the 1940s. If you prefer lounging outdoors, the outdoor pool at The Greenbrier is also a beautiful spot to soak up some sun and take in the gorgeous mountain views.

7. Tennis

One of the most notable features of The Greenbrier is its expansive tennis center. With five indoor courts, five outdoor courts, and a professional tennis stadium, The Greenbrier has quite an impressive tennis club. There is no excuse not to spend a little time on the court! So many of my favorite memories with my family at The Greenbrier have been made on the tennis courts. The Greenbrier conveniently offers daily lessons and clinics for all ages.

8. Draper’s Café

Draper’s Café, located at The Greenbrier Hotel, is a tribute to interior designer and style icon Dorothy Draper, and it is a colorful, exuberant spot to enjoy delicious southern inspired meals. Draper’s Café’s signature banana split is reason enough to make the trip to The Greenbrier! It is the sweetest and tastiest treat in the world.

9. Prime 44

Prime 44, the Greenbrier’s steakhouse, is my favorite restaurant for dinner at the resort. Prime 44 is an ode to NBA legend and West Virginia native Jerry West, and inside you can find many of his championship rings and legendary jerseys on display. A few of my favorite dishes include the tableside caesar salad and Cathy Justice’s “Best of Show” Blue Ribbon Cornbread.

10. Shopping

There is definitely no shortage of shopping at The Greenbrier. With over 38 stores and boutiques, including Ralph Lauren, Kate’s Mountain Outfitters, Yarid’s Shoes, and the Greenbrier Avenue shops, there is absolutely something for everyone! Whether you are shopping for clothes, shoes, handbags, jewelry, art or even handmade chocolates, you can find a gift for everyone at The Greenbrier. 21

Venue - The Greenbrier

Recent Resort Awards

WV Wedding’s “Best Historic Wedding Venue” in 2015

WV Wedding’s “Best Resort Wedding Venue” in 2015 Travel + Leisure’s “T+L 500: The World’s Best Hotels” in 2015 Huffington Post’s “Top 10 Hotels in the World with History” in 2014 Travel + Leisure’s “Top Resorts in the Continental U.S.” in 2014 Travel + Leisure’s “T+L 500: The World’s Best Hotels” in 2014 USA TODAY’S “10 Best Southern Resorts” in 2014 Condé Nast Traveler’s “Gold List: The World’s Best Places to Stay” in 2014 Golf Magazine’s “Premier Resort Platinum Medal Award Winners” in 2014 Travel + Leisure’s “America’s Best Family Hotels” in 2013 Condé Nast Traveler’s “Best Resorts in the South” in 2013 Condé Nast Traveler’s “Gold List: The World’s Best Places to Stay” in 2013 Travel + Leisure’s “T+L 500: The World’s Best Hotels” in 2013 Travel + Leisure’s “Most Romantic Hotel Fireplaces” in 2013 ABC News “Top 30 Places to Visit” in 2010 Global Traveler’s “Best Hotel in the Southern United States” in 2010 Successful Meetings’ “Pinnacle Award” in 2008, 2009 & 2010 Travel + Leisure’s “World’s Best Service List” in 2008 Condé Nast Traveler’s “Gold List: World’s Best Places to Stay” in 2006 Andrew Harper’s Hideaway Report’s “Top 20 U.S. Resort Hotels” in 2003 and 2004 Recent Golf Awards Golfweek’s “Best Courses You Can Play” in 2016 - The Old White TPC Course USA Today’s “10 Best Golf Resorts for a Group Getaway” in 2015 Golfweek’s “Best Courses You Can Play” in 2015 - The Old White TPC Course Golf Digest’s “100 Greatest Public Golf Courses” in 2015 - The Old White TPC Course Golf Range Magazine’s “Top 50 Public Ranges” in 2014 Golf Magazine’s “Top 100 Courses You Can Play” in 2014 - The Old White TPC Course Golf Magazine’s “Premier Resort Platinum Medal Award Winners” in 2014 Golf Getaway’s “101 Greatest Golf Holes” in 2014 - No. 5 Oakhurst Links Links Magazine’s “Top 25 Golf Resorts of the World” in 2013 Golf Digest’s “Top 50 Courses for Women” in 2013 - The Meadows Course Golf Digest’s “Best Golf Courses” in 2013 - The Old White TPC Course Golf Digest’s “America’s Greatest Public Courses” in 2013 - The Old White TPC Course Golfweek’s “Best Resort Courses” in 2013 - The Old White TPC Course 23

Golfweek’s “Best Residential Courses” in 2013 - The Snead Course Golfweek’s “Best Casino Courses” in 2012 - The Old White TPC Course Golf Magazine’s “Top 100 Courses You Can Play” in 2012 - The Old White TPC Course Corporate & Incentive Travel’s “Greens of Distinction Award” in 2009 Golf Magazine’s “Platinum Golf Resorts” in 2008 Recent Meeting Awards Meetings and Conventions’ “Gold Key Award” in 2015 Meetings and Conventions’ “Gold Platter Award” in 2015 Meetings and Conventions’ “Gold Key Award” in 2014 Smart Meetings Magazine’s “Platinum Choice Awards” in 2013 MEETINGS.NET’s “Paragon Award Winner” in 2013 Meetings and Conventions’ “Gold Platter Award” in 2013 Smart Meetings Magazine’s “Platinum Choice Awards” in 2012 Meetings and Conventions’ “Gold Key Award” in 2012 Meetings and Conventions’ “Gold Tee Award” in 2012 Meetings Focus “Best of the South” in 2012 Meetings and Conventions’ “Gold Patter Award” in 2011 Successful Meetings’ “Pinnacle Award” in 2010 MeetingsMedia’s “Best of the South Award” in 2009 Corporate & Incentive Travel’s “Greens of Distinction Award” in 2009 ConventionSouth’s “Annual Readers’ Choice Award” in 2008 Meetings South’s “Annual Planners’ List of Best Bets” in 2006 Recent Spa Awards Condé Nast Traveler’s “Top 25 Spas in the World” in 2014 Condé Nast Traveler’s “Top Spa Resort Pools” in 2014 Condé Nast Traveler’s “Top 100 Resort Spas” in 2013 Condé Nast Traveler’s “Top 270 Spas” in 2013 Condé Nast Traveler’s “Top Resort Spas in North America” in 2010 SpaFinder’s “Top 10 Best Spas in the World” in 2010 Spa Magazine’s “Silver Sage Readers’ Choice Awards” in 2010 Condé Nast Traveler’s “Top 55 Spa List” for North America in 2008 Travel + Leisure’s “Top 25 Hotel Spas” in 2007 24

The Colonial Terrace

Terrace Layout BAR

Water Fountain Live Auction Table

High top

B A R

High top

Half high top

Designed with Adobe Pen tool 26

The Cameo Ballroom

Ballroom Layout Band

3 9

17 22

5 11

18 23

Seating enough for 312

20 25

16 21

Created with Adobe InDesign

Event Budget Vulnerabilities Although Sky Society was given a large budget and have access to basic necessities because of the chosen venue, there are still a few vulnerabilities that come into play when putting on an event as large and as formal as this one. Audio and Video are both built into the entire resort which is a weight lifted because those are two extremely important elements that come into play when you are tying to send a message and deliver a certain theme to people. Because we will only be using the projector for about 5 minutes, we do not need to splurge on the enhanced video system. That same reason goes for the sound as well which is also built into the resort, indoors and outdoors which is very handy for our cocktail hour. We will be playing music in the background throughout the entire evening and we will only need one microphone during the speakerâ&#x20AC;&#x2122;s presentations so we can save a little bit of money by using this venue. A glass gobo will be used to set the ambience and we can also use the projector as a sort of gobo during the meal. 31

Event Budget We have planned for an open bar (premium) for 4 hours, we will have 2 bars throughout cocktail hour and 3 bars throughout the dinner and the rest of the evening. Although there is going to be about a 45-minute break in between cocktail hour and when dinner is served the hors Dâ&#x20AC;&#x2122;Oeuvres should hold people over for quite some time since we have decided to go with the heavy, premium package. Our food, alcohol, china, silverware, performance and even the linens are all a definite number. My biggest concerns are the valet parking which we have allowed 155 cars in the budget to be parked, that number can greatly fluctuate depending on how many people ride together, drive, or even use an uber. I must make sure to leave a little bit of â&#x20AC;&#x153;wiggle roomâ&#x20AC;? in the budget so if certain things do cost more than expected we wont go over budget and if we do happen to go over budget it wont be a large amount. I am confident that we have covered everything in the budget and if something else comes up that we have to pay for we will figure out how to do it in the most affordable way possible. 32

Event Budget Twice the budget If Sky Society Events was given double the budget we have now, we would an even better environment conducive for the effective delivery of our message. We want our stakeholders to really feel like a part of their investment. We would not just make the food, drinks, and scenery more expensive, we would conduct an all day event or an over night gathering. Because we chose the Greenbrier as our venue, we have access to some of the best activities and surroundings available. The greenbrier is sprawled out on many acres of land in which you can participate in almost any outdoor and indoor activity imaginable. To create a better event, we would design a type of team building or bonding scenario so these guests may get to know each other better, as well as donors, doctors, board of directors, and past patients to understand why and what they could be contributing to if they choose to donate. I would have a breakfast, lunch, and dinner type of event or a sort of retreat for the night so people could get away, relax 33

Event Budget and have more time to learn about this great cause. If I wanted to just continue with the 6-10 cocktail hour and dinner I could add some more entertainment like a great singer or performance art, something that would really catch the eye of our stakeholders and guests. I would brainstorm and come up with any more ideas or strategies I could put into place to make our event more effective to the delivery of our message. I would consider bringing in past patients, and letting them give their story. There are a lot of choices you may have with double the budget, but staying true to your theme, and focusing on your message will ensure success and hopefully gain donors.

Event Budget Half the budget If Sky Society had its budget cut in half, I would simplify almost everything. The food would be a basic plated meal instead of the deluxe plated meal and the bar would only include beer and wine and the hors Dâ&#x20AC;&#x2122;Oeuvres would be basic fruit and cheese. The invitations would be sent via email so there would be no cost in printing or stamps. I would change the centerpieces from the tall, to just â&#x20AC;&#x153;table scatterâ&#x20AC;?. The fancy china and silverware would be basic and I would skip the chargers all together. The ten-piece band would be replaced with local talent who could sing during the dancing part of the evening and the social media manager would not be hired. I would basically simplify everything to the point that it would be a much less formal event but the message and theme would still be very clear and understood throughout the evening. A lesser budget does not hurt an event planner but instead causes that person to be more creative in how they will reach the audience and set a theme people will enjoy. (49,970) 35

Guest Experience Guest Experience As you drive up to the Greenbrier, you feel the excitement come over you. Flowers and beautiful big trees overwhelm your senses as you get closer to the entry gate. As you pull up the the gate a kind gentleman will greet you and ask you where your destination is, he will then guide you in the direction you need to go in. Once you pull through the gate, you will turn a corner and see a big beautiful “white house” looking resort that’ll take your breath away. After driving under the large pillars and covered drive a valet will open your door and escort you to the entry where Mr. Mosley, man who has been working at The Greenbrier for 54 years (true story) will greet you and guide you in the direction of your event. Once you get into the building you are overwhelmed with color, light, and beauty. The palm leaf carpet along with the gold stair railing and white and black checkered tile will make your heart skip a beat while you are looking down. When you look up you will see fresh smelling flowers provide by the in house flower 36

Guest Experience shop and beautiful art hung over historic furniture. Every where you look, there is something beautiful and breathtaking about The Greenbrier Resort. The people are kind and genuine, the food is five star, and the atmosphere is heavenly. The cocktail hour will be located outside on one of the many beautiful terraces. You are guided straight to cocktail hour by following each ballroom. The colonial terrace overlooks the outside of the ballrooms and other beautifully landscaped grounds. It has a lovely S shaped railing which is where the silent auction table will be placed. There will be a bar on either side and several highboys as well as a half highboy overlooking the far side of the terrace. The sun will shine from six to seven while the cocktail hour is happening and the sun will set as we move to the next part of the evening which will be a great transition. As we move to the presentation and dinner part of the evening we will pass through several themes rooms as well as the room where they have high tea in the afternoons and an

excellent bar for those who love to socialize. As we pass through the foyer a gentleman. 37

Guest Experience will be playing with a stunning wall of windows directly behind him. Once we get the the Cameo ballroom, you will be taken back by the choice of color and light in this space. The ceiling is beautifully created with art and chandeliers every where you look. There are columns and a wall of windows on either far side bringing in more light. It will bring joy and light into your heart with the pure colors and airy design

Food &Beverage For The Atlanta Hospital Event Sky Society has chosen to do a high level of food and beverage. We decided to go with the premium open bar for the entire event which will last four hours and for hors Dâ&#x20AC;&#x2122;Oeuvres we went with the heavy, deluxe package which includes 10 options of food with enhanced quality and presentation. We continued with this theme throughout dinner and dessert with the plated deluxe meal which includes options like steak or fish with a quality dessert as well as quality presentation and taste. I believe it should be a rule of thumb that if you are â&#x20AC;&#x153;askingâ&#x20AC;? people for money or to donate money to a certain cause, you must be willing to dish out the money to treat them like kings and queens during the actual event. This method makes people more willing to give because they feel they have gotten something out of the event and experience other then just another fundraiser. It is important to stay focused on your stakeholders and the type of donor you are trying to reach, if you present a quality event with quality food and beverage, it shows people that you were willing to spend extra on presenta39

Food &Beverage tion. I would be serving surf & turf to every guest unless otherwise stated because of dietary restrictions. I have heard many event planners say that food can make or break an event and I agree because if people have a wonderful meal, they are satisfied and more inclined to want to give. If people are unsatisfied with the meal or are still hungry from lack of availability, thatâ&#x20AC;&#x2122;s all they can think about through the duration of the rest of the evening. Serving people delicious food and beverage is also a sign of respect, which shows them that every single guest is important to you, not just the big money donors. Surf and turf is full of life and color with a nice side of vegetables and starch it flows into our overall message which is Prescription to Party.

Food

Environmentally Sensitive When thinking of how I could make this event as environmentally friendly as possible, I went through a list of several things you must have at an event and a way I could make it safer for the environment. For the food, we will be using a farm to table process and using all local produce. This will save reduce on gas and money because it wont be coming from a far distance. Most of the food will be organic and whatever is not eaten will be composted and used for other purposes. This is an excellent way of reducing waste from an event. The event will have zero paper products cutting down on waste in addition to recycle and composting bins throughout the event. The volunteers and staff will be aware of the recycle and compost bins so they may have access if they need to throw something away that can be repurposed or reused. Word of mouth will be our marketing tool which will cut out cost on marketing materials. The use of natural light will be taken advantage of during the cocktail hour as well as the main event and dinner. Because the Cocktail hour is outside there will be little or no use of lighting, audio 43

Environmentally Sensitive or visual because it will be a social hour and discussion for people. During the main event and dinner there will be little music and lighting because the natural day light will come in from the wall of windows on either side of the event space. This will save greatly on electric. Our guest list has several vegetarian and vegan attendees which will be eating local and farm to table as well. Meals will be preplanned and decided before the event so the caterer will know about how much they will need which will cut back on waste of food. The flower dĂŠcor will be given to each table host to take home and be reused. The flower dĂŠcor we are using will also be grown locally and ethically, no pesticides are used. Reducing, reusing, recycling, and repurposing are all extremely important aspects of an event which will benefit not only the event but the people attending. When encouraging people to recycle, and reuse at an event they may begin doing the same process in their daily life helping better our environment and our country!

Accessibility My goal as an event planner is to make sure every person attending has the same experience, whether they are male or female, older or younger, hard of hearing, or a wheelchair rider. I want every guest to leave full of joy and feeling truly appreciated and included in the entire process of the event. I am blessed with 20 volunteers through the hospital who have graciously given their time to work and help out for free because they are passionate about the Atlanta Hospital and its mission to help every single person get excellent health care. I will use to my advantage a few volunteers to help Alexis Bleau and Victor England who are both riding in a wheelchair. Thankfully the cocktail hour and main event are on the same floor so there will be no issues with stairs or accessibility. Mrs. Bleau or Mr. England need help getting around from room to room or if they need anything else, my volunteers will be by their side to help them in any way they can. There are several ramps, as well as elevators to access every floor and every room at the greenbrier. We have also allowed enough seating for 312 people although our number of attendees is 303, so if either Mrs. Bleau or Mr. England want to sit in a certain area of 45

Accessibility the dinner layout, we will have plenty of room at any table for them to do so. Mr. Timothy Starnes uses a walker. He will also be assisted if need be by a volunteer to help him get from point A to point B. If he would like to be able to sit down during the cocktail hour we will give him access to a chair to do so. Mr. Stephen White is hard of hearing. Depending on where he wants to be seated during the event whether that be closer to the front of the room and the speaker or further away, we will accommodate him in any way we can. One of the many reasons I chose the Greenbrier as my venue was because I personally know the owner. He is a kind and generous man with a heart to help others. He also has a hard time walking from playing sports his entire life and being somewhat over weight from his struggle to walk anyway. He is a huge advocate for disabilities. The reason I choose the Colonial Terrace and the Cameo Ballroom was because they are both located on the main floor of the greenbrier which simplifies everything and makes it easier on everyone to get from point A to point B with out any trouble. 46

Decor

Something Extra

Prescription to Party 49

Something Extra

What is in your prescription to party goody bag? A free year subscription to Health & Wellness Magazine A bottle of wine A flask A $100 Uber credit A bottle of Tylenol 50

Head Tables Ten top table- Front/Center At the Prescription to Party Gala, there will be three head tables all on the front row of the setup. Both outer rectangular tables have 12 guests each and the middle round table has 10 guests. The center round table is considered to be the first head table, which is numbered as table two on the room layout. I have chosen to put Dr. John Telluride, the founder and CEO of the Atlanta hospital as the table host. He will be joined by David Carrian, David Chin, and Sana Evan- Grubbs who are all potential high dollar donors. The reason I placed them at this particular table is because they all have expressed great interest in the Atlanta Hospital and its cause. Because these people are willing to give large amounts of money and have expressed this to several people, they should be treated very well and given a great seat in the house. What better way to get someone to donate than to allow them to speak to the founder and CEO of the hospital itself? I have 51

also placed Eugene Dorsainvil at this head table, he is a very well known social media influencer with over 5 million followers on Instagram and over 3 million followers on Twitter. He has many connections to area philanthropists and business owners who love to support locally. Mr. Dorsainvil would be a great person to get the Atlanta Hospital some good press and media buzz. The final person I have placed at this head table is Mr. John Kadri, a special guest of Dr. Telluride. He is kind conversationalist with lots of wisdom to give. This group of people could have a huge effect on the Atlanta Hospital and the funds raised during the event.

Head Tables Twelve top table- Front/Right At head table two, Dr. Sheila Allgood will be the table host. Nanette Batterson, Tom Bowman, Nael Bullock, and Lauren Hughes are all potential donors which will be sitting at this table. They also have expressed great interest in the Atlanta Hospital and Tom Bowman was once a patient. They will be joined by Emory Karnes a current donor, Chi Chi Aryankalayil a social media manager for Health and Wellness Magazine, and Isam Green, a well known community member. My reasoning for putting potential donors at the head tables is because they have all expressed great interest in the hospital and becoming a long term donor or chairman. Each person has passion and deep enthusiasm in the Atlanta hospital fulfilling its potential and giving people what they deserve.

Head Tables

Head Tables Twelve top table- Front/Left My third and final head table is hosted by none other than Bouncy Mayfield. As an extremely well known community member and active community Member, Mayfield would be a great asset to the donation process for the Atlanta Hospital. I have chosen to seat potential donors Eric Chan, Alex Compton, Michael Escayg, Sasha Gleason, Angie Harris, and Sheryl Yount. Just like the other potential donors at head tables, these people have expressed great interest in the Atlanta Hospital and want to contribute to a good cause. Specifically, Angie Harris and Sasha Gleason who are cousins and have inherited a large sum of money from there recently deceased surgeon grandfather. The last person who will be seated at this table is Karen King, a special guest who has already given a large donation. All of the people seated at the head tables are passionate about the Atlanta Hospital mission and are eager to be a part of something and help out the community. 55

Head Tables

Table Hosts As I was deciding who would be table hosts, I thought about who at this event I would want to spend the most time talking to. My page of table hosts quickly formed itself into a list of current donors, community leaders, board members, and physicians. My thought process on this decision is backed by the idea that these people are familiar with and passionate about the Atlanta Hospital and its purpose. This list of people can dive into discussion with his or her table and really explain and give insight to other guests which will encourage them to become involved. All of the table hosts I have chosen have insight whether its because they are a board member and make executive decisions for the hospital, they are a doctor, or are a community leader and initiate many programs and non profit events this group of people will be the most qualified to encourage others to become engaged in the Atlanta Hospital initiative. |28 table hosts listed|

Dietary Restrictions Please see the attached spreadsheet for the specific dietary restrictions for several of our guests. Our main dish will consist of a salad to start, Surf & Turf with a vegetable and starch, and dessert and coffee to follow. However, many of our guests will need a similar dish either vegetarian, or pescatarian. Here is the run down: Carolyn Ali, Catherine Wilkerson, Victor England, Darrah Lewis, Lisa Anderson, David Moberg, Alec Spencer, Seth Winn, Amanda Teodorescu, and Danielle Yang (10 people) are all strictly Vegetarian, please be creative since many other guests will be eating surf & turf I would like to serve the vegetarians the most equivalent meal to that. David Baron, Caroline Mailon, Clifton Sung, and Stephen R. White (4 people) are all vegetarian but are fine with eating fish. Benjamin Coopersmith, Caitlin Thompson and Beth Hoffman (3 people) will not eat meat but will eat any type of fish. The rest of the dietary restrictions are much more specific to each person beginning with Alexi Bleau who is allergic to berries, Craig Boulis who does not eat any type of beef, Tom Bowman who has a severe nut allergy and Thomas Buzbee who is allergic to peanuts and peanut oil and Timothy Starnes is also 59

Dietary Restrictions allergic to tree nuts and peanuts so I would prefer not to serve anything with nut in at all! Alexander Compton can not eat anything cooked in alcohol or with alcohol. Walter Holifield will not eat pork, Stephen Knauft will also have fish that has scales and fins, and Cassie Manatunga is pregnant and can not fish but is fine with chicken or a vegetarian meal. Joshua James, and Bill Moreno can not have pork or shellfish Seth Winn and John Telluride neither will eat pork. Susan Negi is gluten free, David Rogers is allergic to seafood but particularly fish, Li Shavonda, and Brittany Sanders can not have seafood. Ali Weeks is allergic to green peas, Ameenay Zhou has an egg allergy and Caitlin Zha will not eat red meat. In total there are 34 guests with dietary restrictions, I would still appreciate creativity when it comes to creating all their meals as well as the meals of the guests without any dietary restrictions. I would like for the hors dâ&#x20AC;&#x2122;oeuvres to be one or two bits, not oversized or messy to handle. I want lots of color and creativity to go with our message. Please let me know if you have any cool edgy ideas for food presentation that I would like to hear, and if you have any questions donâ&#x20AC;&#x2122;t hesitate to call! 60

Prescription to Party TIMELINE | Saturday, August 19th 2017

Speakers Governor Katelyn Wesson

12:00| Table and chair setup (terrace & ballroom)

Mr. Fred Jackson - Area Philanthropist

1:00| Stage, dance floor, risers, and bar, setup (terrace & ballroom)

Ms. Diana Chatham - Director of Communications

2:00| food preparation begins (In-House)

Dr. Reginald Weber - Head of Oncology

2:30| Event staff arrival time

Dr. Rani Laksha - Head of Obstetrics & Gynecology

3:00| Flower décor arrives and is put in place (Gillespie’s Flower

Ms. Tanya Bloomington - Community Activist

Shop | In-House)

Pastor John - Prayer

4:00| Silverware, China, and rest of décor put into place (In-House) 7:45| Dinner is served 5:00| DJ arrival and setup

Joseph & Mary Jane Elliot - Area Philanthropists

5:15| Volunteer arrival time

Dr. Sheila Allgood & Dr. Ryan Bolt - Board of Directors

6:00| Guest arrival time (check-in completed by volunteers)

“Bouncy” Mayfield - Former World Boxer

6:00| Guests guided to Colonial Terrace by volunteers

Dr. John Telluride - Founder & CEO

6:15| Hors d’ oeuvres served

|Dance the night away|

6:45| The Mayor, Percy McManus speaks

10:00| Farewell

7:00| Cocktail hour winds down

10:25| DJ takes down equipment

7:05| Guests transition from Colonial Terrace to Cameo Ballroom

10:30| Recycle and Compost bins emptied

7:10| Video Presentation

11:00| Silverware, China, and rest of décor taken down

7:15| Live Auction

12:00| Stage, dance floor, risers, and bar, setup (terrace & ballroom) 1:00| Tables and chairs torn down

Volunteers The volunteers will help with an array of activities. The hospital has graciously allowed us the use of some of their volunteers for the duration of the event. The volunteers will be arriving a few minutes early to get a quick run down of their responsibilities and duties. Their main concern is to make sure everyone is being taken care of whether it is throwing away recyclables or showing someone to the nearest restroom. Volunteers will help with:

Volunteers 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

Any set up left to do Entry Registration Guidance the cocktail hour in Colonial Terrace Guidance to any other amenities (bar, food, restroom, smoking area, etc.) Guidance to the main event in Cameo Ballroom Guidance to every persons assigned seating Help any person with accessibility problems Encourage people to use the recycle and composting bins Throw anything extra or left over into the recycle or composting bins Any help the caterer and their staff may need Clean up & tare down 64

65 Centerpiece - Large-Designer

Centerpiece - Tall Centerpiece - X Small LED Rope Lighting

Big Band (or similar 10 piece group with setup)

Black White Dalton/Dinner Napkin

Décor - Floral

Décor - Floral Décor - Floral Décor - Other

Entertainment

Linens

Page 1 of 3

$3.01

$4,000.00

$2.00

$85.00 $18.00

$60.00

$75.00

Plated meal (Deluxe)

$53.30

Catering - Meal

Open Bar (Premium) - 4 hours

Catering - Bar

$800.00

$20.00

Video System - Basic

$5,000.00

$150.00

Cost $500.00

Catering - hors D 'Oeuvres Stationary hors D 'Oeuvres (Heavy, Deluxe)

Lighting - Enhanced

Item Audio In-house sound system

Gobo (glass)