[NFBO-Linn-benton] Luau updates

Sat Apr 27 18:48:35 UTC 2024

Kristen, you have so many balls in the air, none of the rest of us can even count them. I think you pretty well covered the issues. Things will come up, but we have several hours before the event to solve any problems. Not to worry.

Comments and answers:
*The only thing that seems important to me in table placement is that the College of Education and the CEOAS tables should be adjacent. Placement of other tables doesn’t seem important to me, but Ashley and Jenn should wade in if they have other thoughts. If the tables are placed in a triangle, it would basically be the bowling pin positions. Right now tables are numbered so the College of Science is #1 and would be at the front. Education and CEOS would be the second row…
*The only hangings I have are the Blind Canvas posters from Ben Fox. Ben will not make it, but Lindsey has done a great job of printing posters, and sighted people at least should find them interesting. They can be hung where Hillary thinks best.
*No I did not suggest renting a bar. I am sure that a table will be just fine. And the bartender (Tom Kenn) suggests that servers take wine bottles to the tables and pour wines there. Servers can go around later for refills, but Tom is fine with people coming to the bar if they wish. By the way he is supposed to get the one meal (of 4 due to this sponsor) – Pork if I remember.

John

From: NFBO-Linn-benton <nfbo-linn-benton-bounces at nfbnet.org> On Behalf Of Kristen Jocums via NFBO-Linn-benton
Sent: Saturday, April 27, 2024 10:53 AM
To: 'NFB of Oregon Linn-Benton Chapter List' <nfbo-linn-benton at nfbnet.org>
Cc: kjocums at icloud.com
Subject: [NFBO-Linn-benton] Luau updates

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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