[NFBO-Linn-benton] Luau updates

Sat Apr 27 17:52:32 UTC 2024

Hi All,

I went to the CCC on Friday afternoon to accept delivery of the Special
Occasions items.  The venue is very well suited for our needs.  Here are
some additional details:

Registration and cane table set up:

They do not have a coat rack.  We will set up a table for folks to place
coats near registration.  Sally’s daughter Hillary is also bringing several
activities to put near potential bottle neck areas for people to look at if
they are waiting.   Because the back hallway is narrower than I imagined, we
can’t do the cane station there.  However, the lobby seating area is ideal
for a cane station – the tables and chairs and couches make a natural
obstacle course.  To manage a potential bottle neck there, it would be good
to have an additional person to work this station.  Please let me know if
you can volunteer for this.

New flow for the event, then, is registration to the right when you come in
the door, obstacle course past the registration table but off to the left in
a counter clockwise loop, then a left out of the couch area down the back
hall for a short distance and then make a right into the ball room.  The
sighted guide station will be just inside that ballroom door on the right. 

Storage rooms:  We have the Special Occasions items in a storage area which
is large enough for us to stow boxes and bags for the supplies we may be
bringing as well.  Please let me know if you need access to this room.  Our
first task will be to set up tables and chairs, then to access linens for
the tables and then to put the scent cards, napkins, etc. on top of the
tables.

Tables/ball room configuration:

There are ten round tables for guests.  Carl at the CCC will be there to
help us configure the tables in a way that allows movement and viewing of
the stage.  He suggested grouping in a triangular formation rather than
rows.  I would like to leave this up to Carl as the expert of the facility,
but if those of you working on the seating chart need to specify a
particular table format, please let me know so I may discuss it with Carl.

Volunteer break room and pizza area:  

Carl is letting us use a conference room off one of the back hallways.  It
is perfect for the volunteers – a u-shaped table with chairs where they can
sit for food and a break and be out of the hub-ub.  Right now we have a
count of 8 volunteers, but this could increase if more hula dancers come.

Hanging posters/art work:

Carl has blue tape for hanging items which will not mark the walls.  The
ballroom has sound tiles in it and is not the best place for hanging items.
The back hall leading from the cane area to the ballroom would therefore be
the better space for any hangings.  

Temporary cookie station:

We will probably set up a rectangular table temporarily near the kitchen so
we can stay out of the way of the caterers while we plate the cookies
donated by New Morning.  I’m not sure that y’all heard what a great job
Sally did getting this donation!  She saved us $4 per plate by working with
New Morning on this great dessert donation!!!  Please know for aesthetics,
that table will be removed when the plating of the cookies is complete and
the cookies are placed on the center of each table.  Seating chart folks,
there will be eight cookies per table, so you will not need to coordinate
that item.

Ticket distribution:

Hillary will work from the spread sheet and distribute tickets as folks come
in.  If you are flexible on which entrée you can eat, please let me know.
We will let Hillary know that if there is some confusion over entrée
selection, a switch can be made with one of us who can be flexible (Hillary
will keep our flex tickets in reserve and those of us willing to flex will
get our mystery ticket just before dinner)

Wine service area:

John, I have a vague memory of you asking if we could rent a bar for wine
service.  Was this requested, or did I imagine it?  Regardless, though, I
didn’t think of this until a day ago, so we do not have a wine bar.  I’m
hoping a rectangular table will be sufficient.  We will need to decide where
that goes in the room once we get there.  Perhaps the smartest thing will be
to put the temporary cookie table in the wine service area and then place
the tablecloth on that table once we have cleared away the cookies.  Also, I
envisioned having the wine glasses placed at each seat with the servers
coming around with bottles.  If you were thinking of the glasses being at
the wine table and the servers taking individual glasses to the tables,
please let me know.  I apologize about not thinking this through
completely/forgetting. 

Forgetting anything else?

Please let me know if I have forgotten about something else.  If you need
assistance with any of your tasks, please reach out.   

Thanks much to everyone for making this be the best Lights Out Luau ever!!!

Kristen Jocums

(706) 718-8055

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