Cultural Council Agenda and Packet 2022 02 17

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Cultural Council Event Lead — LCA Page 3 of 4 Make them as comfortable as they can be in our "Green Room", which is the storage room once emptied of chairs and stage platforms. ❑ Make sure there are chairs and bottled water for them for them in the Green Room. Ask them what they need and try to provide it, within reason. Ask performer to complete W-9 if not done so already. ❑ If needed, get more information for your intro. Welcoming Guests ❑ Ensure front door is open at "Doors Open" time. Be willing to let people in early if you are ready and there is a line or weather is bad. ❑ Take admission money as per posted ticket prices. ❑ Best for one person to process admission money while a second person tallies attendees and how they heard about event on the Event Form. ❑ Checks are made out to "Louisville Cultural Council." Introducing event ❑ Introduce yourself as a part of Louisville Cultural Council. ❑ Thank City of Louisville, the and our community for supporting arts and cultural events such as this one in Louisville. ❑ Mention a few near -term upcoming events (topic/title, date, time). ❑ Introduce the performer/group. Essentially you want the audience to feel glad they came and lucky to be in the presence of such a talented group Accounting for event ❑ Complete check for performer payment as per contract. ❑ Pay and thank performer Complete Event Sheet. This is important because we use it for audience totals, volunteer hours, budgeting, reporting, and planning. ❑ Tally ticket sales by type (Adult, Senior, Student). Record totals. ❑ Tally attendance by entry type and total. Include comps, if any. ❑ Tally volunteer hours. ❑ Record cash donations. ❑ Sign the Event Sheet. Cleaning up from event ❑ Replace stage, tables and chairs in storage ❑ Two stacks of chairs can remain in the main room along a side wall. ❑ Replace LCC items in storage ❑ If piano was used, re -lock ❑ Ensure all food and beverage is removed from LCA and placed quietly in dumpster out back. ❑ Give away unused food to volunteers, performers, or guests. ❑ Arrange for cash box and paper records to get back to Treasurer. ❑ If projector or sound system were used, arrange to get back to the City.