CHECKLIST FOR PLANNING A CYC EVENT
(1) BUDGET: Determine budget (ask Ent Chair) and general event elements (entertainment, decorations, timing, club location, food/beverages).
(2) NOTIFICATION: Send email to entertainment chair, John Nicolai (johnn@cyc.org), describing event and laying out questions and requests. If special bar requests, cc Bar Manager, Monica Vizard (barwizard@cyc.org). John will have appropriate staff will contact you to discuss planning details.
(3) ENTERTAINMENT: If applicable, hire entertainment (band, etc.) and secure photographer.
(4) DECORATIONS: Purchase or borrow decorations, prepare music, and supply any other items not provided by Club. Good decoration options are: (1) Monica can often get goodies from vendors for specific holiday themed events, (2) Party City (ask for CYC discount), and (3) Oriental Trading.
(5) PUBLICATION:
a) Several weeks prior to event, prepare a write-up, preferably in the form of a creative flyer, to advertise the event. Include the following:
-
Event name
- Event date
- Time – start and finish (if applicable)
- Location
- Entertainment
- Menu and drinks
- Price – Adult and children (12 and under), as applicable
- Cut-off date for reservations and cancellations (48 hours) and indicate that cancellation policy per House Rules is in effect.
- If the event will have a capacity limit, please indicate in your email to publicity and the Webmaster will set up.
b) Email a soft copy of the flyer (Word, pdf, etc.) to: publicity@cyc.org and it will go to the Webmaster, Crier, Telltale and Frances. They will take if from there. If you do attach a flyer, note in the email that you would like for Frances to please also print (she has a color printer) and post it around the club.
c) NOTE: If an event is near the beginning of a month, you will need to send something to Frances for mailing in the prior month’s billing. For example, Cinco de Mayo – ad needs to go out in April mailing (May will be too late), and thus needs to be to Frances no later than April 1.
(6) PHOTOS: Send in _____ format to _____
(7) EXPENSES: Gather, summarize expenses and submit all receipts to Frances for reimbursement. Provide ent chair with copy of final expense summary (as provided to Frances).