BEO #:00001 Billing Instructions: TBD Day: Saturday Direct Bill Code: N/A Group: Sustainable Agriculture Group (SAP) Contact: Sarah Chatterly -chattesa@mail.gvsu.edu Expected: 50-125

DRESS CODE: Blue Jeans and Black Top, Comfy Shoes

MENU:

-2 tubs of Vanilla Ice Cream

-2 tubs of Chocolate Ice Cream

-5 bags of Gummy Worms

-6 packages of Oreos

-1 Chocolate Syrup

-1 can of Sprinkles Whip Cream

-1 can of Lemonade Mix

SET-UP TIMELINE (Pre- Event): 10:45am - Students arrive for set up

Person(s) Responsibilties:

Event Planner: Ali, help with anything needed

F & B: Alan, David, Ronny, Kim, Jill, and Bianca, set up your tables

Theme: Courtney, Rachel, Torie, Ally, and Wes, set up your decor

Activities: Emma, Alex, Juliette, and Ashley, set up your tables

Marketing: Daniele, Bella, Alita, Megan, and Kiannah, go out and recruit guests

Photography: Korie, take photos of set up

11:45am- Set up signs

11:50am - Set up should be done and students report to stations

12:00pm - Doors Open

Function Type: Open House Location: GVSU Holton- Hooker, Multipurpose Room Event Date: April 01,2017 Event Time- 12:00-3:00pm

SET-UP INSTRUCTIONS: Follow Floor plan for set up Move any additional furniture if needed, prior to set up close doors to Multipurpose Room, set appropriate lighting and music volume, place signs in visible locations, store additional food in kitchen, main doors to be propped open during event, students belongings to be placed in storage room

ROOM SET-UP: Please see attached floor plan

Event Time Student Placement: 11:45-3:00pm

Event Planner: Ali

F & B: Alan, Ronny, David, Kim, and Sonnet

Activities: Emma, Rachel, Kiannah, Alex, Ashley, Juliette, Alita

Registration: Torie and Wes

Band Greeter/ Mic: Meg

Photographer: Korie and Courtney

Traffic Control/ Clean: Ally and Jill

Marketing: Bianca, Bella, and Janelle

ITEMS TO BRING:

Speakers for music: Kiannah

Spotify Playlist: Ali

Small Bowls: Ali

Paint Brushes: Ali

Name Tags: Ali

Frosting: Ali

Ice Cream Scoopers: Jill and Ali

Table Cloths: Jill

Easel: Korie

Pitcher: Juliette

Plastic Plates: Torie

Plastic Table Cloths: Torie

Garbage Bags: Wes

Tarp: Gail

Cooler: Gail

Sharpies: Ali

ROOM ACCOMMODATIONS: 3 -6-8’ tables ( SAP, Farm Club and Bee Club, 1 table cloth per table) 6- 6-8’ tables (Activities- 2 tables per activity, 1 table cloth per table) 2 - 6-8’ tables ( F & B, 1 plastic table cloth per table) 1 - 6-8’ table ( Registration, 1 table cloth per table) 1 small table for paint, 1 plastic table cloth 1 bedsheet placed on tarp on the floor Music - laid back playlist Appropriate Lighting in the room for visual of photos 4 trash bins

SCHEDULE OF EVENTS:

12:00-3:00pm - Registration Open

12:00-3:00pm - Activities (Cookie decorating, planting seeds, Hand Print, Recipes)

12:00-3:00pm - Food Available

12:00-2:50pm - 4 bands play, 10 min breaks between sets

3:00pm - TBD - Tour of SAP Farm

DURING THE EVENT: Student photographer continuously captures photos of event

Min. of one worker to be stationed at food table, activity area, and registration table throughout event

F & B rep ensures food is stocked throughout event

Registration table to tell guests of all activities around the room

Registration table takes first and last name and email of guests on laptop excel spreadsheet and sign up for SAP Tour

CLEAN UP TIMELINE: 3:00pm - Event ends 3:15pm - Students begin clean up Person(s) Responsibilties:

Event Planner: Ali

F & B: TBD

Decor: TBD

Activities: TBD

Photographer: TBD

4:00pm - Clean up concludes

CLEAN UP INSTRUCTIONS:

Trash: Thrown away and garbage bags replaced

Left-over food: Throw away 

Left-over recipes: Recycled

Registration Materials: Give to SAP 

Activity Materials: Give to SAP 

Decor Materials: TBD All furniture must be put back

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