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