Topic

Suggestions

• Facility Selection

• Establish preliminary estimate of attendance, usually based upon past experience
• Adequate parking available? Reserved parking spots? 
• Will it support room layout? 
• Will non-smoking area(s) be available?
• Public Address System to do the job
• Kitchen facilities, serving capability to handle anticipated attendance expeditiously
• Note that Department dinners and events involving special guest should have dinner served on china with metal utensils.

• Menu & Refreshments

• Time - cocktail hour, dinner service, ceremonies
• Dinner selection
• HorsD'oeuvres
• Open bar vs cash bar
• Cost calculation, per person and total (consider cost of complimentary tickets and other non-food costs)

• Tickets

• Develop list of distinguished guests (free tickets) Note that funds are available, suggested recipients of complimentary tickets would be:

Department Commander and his Aides
Department Vice Commander from host organization
District Commander
NEC and/or Alternate NEC, if invited
Spouses of Guests receiving complimentary tickets
Other as host organization desires

• Develop cost per ticket (note cost like decorations, etc.)
• Develop advertising strategy, invitation letter?
• Design/print tickets
• Establish ticket sales team, distribute tickets, record numbered blocks if applicable, develop sales records system
• Distribute complimentary tickets (indicate "complimentary" on ticket itself)

• Room Layout

• Coordinate with banquet facility for head table locations
• Table tent cards, head table place cards
• Head Table arrangement