Cultural Council Agenda and Packet 2018 09 20

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Cultural Council Event Lead — LCA Page 2 of 4 A few days before event Obtain supplies for event. cash box (from Treasurer). ❑ count cash to double-check/verify start amount. ❑ check to pay performer (from Treasurer - provide Treasurer performer's W9). ❑ blank copies of Event Form and W-9 for performer' (if not already complete). city computer/projector if that is part of contract. city sound system, if needed. ❑ a few copies of the poster for the sandwich board. ❑ Decide what refreshments will be provided, who/how to obtain day of event. ❑ Snacks (appx $30 for up to 108 people), water for 108 people, reg and decaf hot coffee (Paul's or Vic's - alternate each show). Consider water filters, check existing bottles/cups quantities. Setting up - Day of event Open Arts Center (use your touchpad code). ❑ If not already posted, place event poster on front door. ❑ If not already posted, place poster on sandwich board and place near sidewalk/walkway outside (currently no sandwich board at Arts Center) ❑ Determine where performer will be positioned, set chairs up accordingly. Because of the size and shape of the room, usually the performers will be positioned at the center of the long wall with the windows. ❑ If stage is to be used, set it up first. ❑ Optional: attach the Velcro skirt that goes around the stage. ❑ Set up chairs. For "smaller" events, set up -25 chairs, "larger", start with -45 chairs (I is generally better to have to put our more chairs as needed than to have a lot of empty chairs at the start of a performance). If a projector or other technology (sound system, for example) is needed, place a table and extension cords in appropriate location. ❑ Set up projector and or sound system, if needed. ❑ If using piano, unlock piano (padlock key located in cash box. Back up key is "hidden" in the basement, in the far right-hand corner, attached by a magnet to the side of the breaker box). ❑ Optional: place battery operated candles in the windows (it's nice at night; maybe not necessary in the daytime). ❑ Set up a table for refreshments. ❑ Use the stretchy LCC tablecloths to cover the folding table. ❑ Include a "Donation Box". Do not write a suggested amount. ❑ Place trash & recycle bins near refreshment table. If using the Brita water urns, fill early to allow time to trickle through and refill several times. ❑ If serving coffee or tea, put out stir sticks, sugar/sweetener, etc. ❑ Put out napkins and paper plates. Put out the food. Adjust lighting and ceiling fans for comfort/mood. 1 First performance by each performer in any calendar year requires completion of a new W-9 before payment for the event