DATE: TODAY

TO: Campus Center and Event ServicesDining ServicesFacilitiesPublic SafetyLauren MuldoonLauren RyanColleen O’MearaKevin Macchia

FROM: Lauren Muldoon, Event and Marketing CoordinatorCampus Center and Event Services

RE: HiFashion Studios Fall 2015 Rehearsal and Show – Monday, November 16 & Thursday, November 19, 2015

Please read through this information and provide the services as requested. Contact our office immediately if you have any questions or concerns.

EVENT: HiFashion Studios Fall 2015 Rehearsal and Show

EVENT DATE/TIMES/ LOCATIONS: See Schedule of Events

ESTIMATEDATTENDANCE: 350 people

CLIENT(S): Lauren Ryan, Colleen O’Meara

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

EVENT SUMMARY

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SCHEDULE OF EVENTS

Monday, November 16, 2015

12:00 pm Sound on Sound arrives; sets up stage Emerson Suites

7:00 pm – 10:00 pm Technical Rehearsal Emerson Suites

Thursday, November 19, 2015

9:00 am – 4:00 pm A/V crew sets up, sound and lighting Emerson Suites

9:00 am – 2:00 pm Operations crew sets up Emerson Suites, McDonald Lounges

9:00 am Sound on Sound arrives; sets up Emerson Suites

12:00 pm – 11:30 pm Green room available McDonald Lounge

3:00 pm – 11:30 pm Green room available Klingenstein Lounge

2:00 pm – 5:00 pm HiFashion decorates the room Emerson Suites

5:30 pm – 7:00 pm Tech Check and Run-Through Emerson Suites 7:30 pm Doors Open Emerson Suites

8:00 pm – 10:00 pm Fashion Show Emerson Suites

FACILITIES & ARRANGEMENTS REQUIRED

CAMPUS CENTER & EVENT SERVICES: For your information and action

a. SPECIAL EVENT MANAGER : For your information and action

a. Please read this event summary and be knowledgeable of all parts of this event for which you are scheduled to work. Please be prepared to meet the client and ensure that their needs are met. Please ensure that the services requested are provided as described in this event summary.

b. Please set up a black folding wall in the catering servery – behind the manager’s desk – to block access into the servery. Please use the black folding wall that has been set up in the Klingenstein Lounge near the north door at approximately 7:00pm on the day of the event. Please strike this black folding wall when the show is over.

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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2. The SET-UP REQUIREMENTS for the rehearsal on MONDAY, NOVEMBER 16, 2015 in EMERSON SUITES (7:00pm – 10:00pm) are as follows:

a. Be advised that Sound on Sound will be setting up staging starting at noon on Monday, November 16 for the rehearsal.

b. Set up 16’x8’x18” riser in the north alcove of Suite B for the A/V mix position. Please set 2–6’ tables on top of the riser.

c. Please provide signage reading, “HiFashion Studios Rehearsal, 7:00 pm - 10:00 pm”.

3. The PRODUCTION REQUIREMENTS for the rehearsal on MONDAY, NOVEMBER 16, 2015 in EMERSON SUITES (7:00 pm- 10:00 pm) are as follows:

a. Please provide ½ of the concert sound system and connect the client’s DJ into the sound system during rehearsal and the day of the show.

b. Provide one wireless handheld microphone for the client. This can be placed on the riser that will be set in the north alcove of Suite B.

c. Please set wash lighting over the stage during this time, and leave the lights as is for the show on Thursday, November 19th.

d. Please work with the client during rehearsal to determine the lighting requirements for the show.

e. Please provide wash lighting on the DJ’s area.f. Please schedule at least one technician to stay for the entirety of the

rehearsal.

4. The SET-UP REQUIREMENTS for the show on THURSDAY, NOVEMBER 19, 2015 (8:00pm – 10:00pm) are as follows: (See Diagram and Schedule)

Emerson Suites (see diagram)a. Please be sure that the room has been completely struck from the previous

event (S’Park Class) occurring from 6:00pm – 9:00pm on Wednesday, November 17 immediately after the conclusion of the event.

b. Please provide two sets of stairs off the runway: one on the north side and one on the south side.

c. Please set approximately 340 360 chairs according to the diagram. The client will be decorating sections of chairs closest to the stage for a designated VIP area. Again, please see the diagram.

d. Set up 16’x8’x18” riser in the north alcove of Suite B for the A/V mix position. Please set 2–6’ tables on top of the riser.

e. Be advised that Sound on Sound will be setting up in the Suites at approximately 9:00am on the day of the event. Please be prepared to work around them.

Emerson Lounge: a. Please set up 1–6’ table and 2 chairs across from the elevator for ticket

sales. b. Please set up 4–6’ tables in the Emerson Lounge: two on the east end and

two on the west end, for external vendors.

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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North Foyer: a. Please provide rope and stanchion (as much as possible, using the longest

ropes possible) along the east wall of the North Foyer. The client will put into place.

b. Provide signage that reads, “HiFashion Studios Presents: Timeless, 8:00pm”.

c. Set up 2–6’ tables in the north end of the North Foyer, against the glass. d. Please push all the soft furniture along the south wall.

McDonald Lounge: Green Room (12:00 pm – 11:30 pm)a. Please remove all furniture from the McDonald Lounge. Please reset the extra furniture in

the Campus Center foyer by the information desk. b. Place 1 coat rack just inside the entrance to the room.c. Provide 4–6' tables centered along the east walld. Please lower all of the window shades.

Klingenstein Lounge: Green Room (3:00 pm – 11:30 pm)a. Please set up 6 individual free standing sections of pipe & drape in the

northeast corner of the lounge to act as dressing rooms for the models. Extra pipe & drape can be found in the back hallway of Emerson Suites.

b. Please place 4–3' tables on the west wall.c. Place 3 4 coat racks in the middle of the room. d. Please lower all of the window shades.e. Place 4 black standards just inside the lounge. The client will put into place. f. Please provide a black folding wall by the north door (closest to the catering

hallway) for the on-duty SEM to place before the event.

5. The PRODUCTION REQUIREMENTS for EMERSON SUITES on THURSDAY, NOVEMBER 19 TH are as follows:

a. Please hang black theater along the east wall of Emerson C 7’ off the wall. The curtains will be provided by facilities and can be found in the Emerson Suites back hallway.

b. Please setup a second set of theater curtains 16’ off the east wall to create an entrance to the runway from backstage. The curtains will prevent the audience from viewing the backstage area. These curtains will hang behind 2 10’x14’ projection screen – provided by Sound on Sound – on either side of the runway.

c. Please set up black theater curtains along the entire south wall of Emerson B and C 46” away from the wall to block the view of guests.

d. Sound on Sound will be providing 2–10’x14’ screens to show client’s video, along with one projector. Please set the house projector facing Emerson Suite C’s east wall to show the client’s video on the second (south) screen.

e. Please set up the ½ concert sound system and connect the client’s DJ into the sound system.

f. Please provide the lighting requirements in accordance with the needs expressed by the client during Monday’s rehearsal.

g. Please provide stage wash lighting on the DJ’s table over the DJ table, which is located in the north alcove of Emerson B.

h. Please provide 5 wireless microphones for performances that will happen during intermission. IC Voicestream and IC Beat Box will be performing.

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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i. Please connect the client’s video camera to allow live feed to the Klingenstein Lounge.

j. Please schedule at least 3 qualified technicians to control both lighting and sound during the show and intermission.

6. The PRODUCTION REQUIREMENTS for the KLINGENSTEIN LOUNGE on THURSDAY, NOVEMBER 19, 2015 from 3:00pm – 11:30pm are as follows:

a. Please set up the house LCD and projector to show the live feed from Emerson Suites. The client will be providing their own video camera to be placed in the Suites.

b. Please provide 4 quad boxes (or extension cords) for the client’s use.

DINING SERVICES: For your information and action

1. There will be no catering services necessary for this event.2. HiFashion will be using the back hallway to go from their Green Rooms (Klingenstein and

McDonald Lounges) to the Emerson Suites from approximately 5:30pm – 10:30pm on November 19th. The SEM on duty will place a black folding wall behind the manager’s desk to block the rest of the server, and will remove the wall after the conclusion of the event.

FACILITIES : For your information and action

1. Please see the schedule of events.2. Please be certain that the facilities are clean and ready for use prior to this

event.3. Please deliver 3 boxes of theater curtain and 1 coffin of pipe & drape to the

back hallway of the Emerson Suites by 5:00pm on Wednesday, November 18th. Please pickup anytime on Friday, November 20th.

PUBLIC SAFETY : For your information and action

1. Please see the schedule of events.2. Sound of Sound, a production rental company, will be using the fire lane outside the

southwest entrance of Campus Center to load and unload equipment. Their truck and trailer will need to use the fire lane from approximately 12:00 pm – 3:00 pm and 10:30 pm – 11:59 pm on Monday, November 16, and approximately 9:00am – 12:00pm and 10:30pm – 11:59pm on Thursday, November 19th for the show.

3. Sound on Sound will contact your office when they arrive on campus. They will need access to the Campus Center’s southwest entrance via “M” lot.

LAUREN RYAN: For your information and action

1. Please carefully review all sections of this document. Only the arrangements and services specifically stated in this event summary will be provided.

2. If changes need to be made (including catering, set up, audio-visual services, etc.) please contact our office at 274-3313 no later than Monday, November 9, 2015 with the necessary information. Please do not provide this information via voice-mail or e-mail since the timing of

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu

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receiving this information is critical for our planning and preparation. We may not be able to accommodate changes after the date stated above.

5. Please be advised, all equipment and personal items must be removed from the Suites and back hallway immediately after the event.

COLLEEN O’MEARA: For your information

KEVIN MACCHIA: For your information

Mentor\2015 Event Summaries \HiFashion Studios Fall Show Rehearsal & Show 11.16 - 11.19.15

Phone: 607-274-3313 Fax: 607-274-1867 E-mail: ces@ithaca.edu