DATE: TODAY

TO: Campus Center and Event ServicesDining ServicesFacilitiesPublic SafetyDaniel PurcellTim RyanLauren MuldoonKevin Macchia Kathleen TaylorJoe Menduni

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

RE: Ithacappella Block II Concert and Reception - Saturday, November 7, 2015

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

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EVENT:   Ithacappella Block II Concert

EVENT DATE: Saturday, November 7, 2015

EVENT TIME: See Schedule of Events

LOCATION: Various Locations

ESTIMATEDATTENDANCE: 640 people

CLIENT(S): Daniel Purcell

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

EVENT SUMMARY

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SCHEDULE OF EVENTS

Saturday, November 7, 2015

12:00pm Sound on Sound arrives, sets up Emerson Suites

12:00 pm - 2:00 pm CCES Operations Staff sets room Emerson Suites

3:00 pm CCES A/V Staff sets full concert sound Emerson Suites

4:00 pm - 11:59pm Green Room available Kling Lounge

5:00 pm - 6:00 pm Ithacappella Sound Check Emerson Suites

6:00 pm Doors Closed for Haze/Fire Check Emerson Suites

6:00 pm General Admission Line Forms NF, Mac’s - Textor

6:45 pm Doors Open for Family and VIP Guests Emerson Suites

7:00 pm Doors Open for General Public Emerson Suites

7:30 pm Concert Begins   Emerson Suites

8:30 pm Intermission Emerson Suites

8:45 pm Show Resumes Emerson Suites

9:45 pm Show Ends Emerson Suites

10:00 pm – 11:30 pm Post-Show Reception Clark Lounge

FACILITIES & ARRANGEMENTS REQUIRED

CAMPUS CENTER & EVENT SERVICES:  For your information and action

1. SERVICES & EVENT MARKETING COORDINATOR :  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 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 after 4:00pm. Please strike this black folding wall when the show is over.

c. Please use the blue tape provided by the client to create the General Admission line in the North Foyer, leading down to Mac’s General Store and into the Textor Hallway. All patrons must stay within the blue line taped on the floor to comply with safety codes. Please remove the blue tape once the concert has started.  

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

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d. The client will be providing signage to be placed in the North Foyer. The signs will be used to direct attendees to the VIP line in the North Foyer and the General Admission line at Mac’s General Store. Please place the signs on 6’ standards at your discretion to direct attendees to these locations before the event.

e. One SEM will be dedicated to working line management with the on-duty CCOMs

2. SYBIL CONRAD a. Please schedule 2 CCOMs to assist the on-duty SEMs with line management from

4:30pm - 8:00pm.

3. The SIGNAGE requirements for this event are as follows: a. North Entrance: “Ithacappella - Block II Concert, 7:30pm, Emerson Suites, Upstairs”b. North Foyer: “Ithacappella - Block II Concert, 7:30pm”

4. The SET-UP REQUIREMENTS in EMERSON SUITES on Saturday, November 7th, 2015 are as follows:

a. Please see the Schedule of Events and attached diagram.b. Please have the Suites struck immediately after the conclusion of the Family Weekend

Presidential Speech that is taking place in the Suites.c. Please set the following at 12:00 pm on Saturday, November 7, 2015 and have this set

up completed by 2:00 pm. Please set the stage first. 1. Please set up a 24’ x 18’ x 24” stage centered on the east wall of Emerson C, with

stairs on the north and south sides of the stage. Set the stage exactly 7’ off the east wall.

2. Set a 4’ x 8’ x 16” facility riser (for speakers) on the north and south sides of the stage.

3. Set 5–6’ tables for the sound and lighting crews. These tables should be set up in an “M” shape at the intersection of the center aisle and the cross aisle of the chairs.

4. Set 640 chairs lecture-style facing east. Please be sure to set exactly 640 chairs as shown on the diagram. This set up has been approved by Environmental Health & Safety. Please remove the credenzas and CRTs from the alcoves and set chairs in the alcoves. Store CRT stations in the Suite A closet.

5. Please note that the Sound on Sound crew will be setting up their equipment at the same time that you will be setting up in Emerson Suites. Please be prepared to work around them.  

5. The SET-UP REQUIREMENTS for the EMERSON LOUNGE are as follows: a. Setup 4 serpentine tables in Emerson Lounge. Set two between the center pillars, one

on the east side, and one on the west side for the client’s merchandise and tabling. Set one 6’ standard next to each of these tables.

b. Please provide 10 – 6’ standards in the Emerson Lounge near the elevator. The SEM will move into place.

c. Please have this set up complete by 4:00 pm the day of the event.

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

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6. The SET-UP REQUIREMENTS for the NORTH FOYER are as follows :

a. Beginning at the entrance to the Emerson Lounge, set up all of Campus Center’s rope and stanchion to form a line along the east and south walls of the North Foyer.

b. Set up 4 – 6’ standards next to the first stanchion for the client’s signs.c. Set up one 6’ table with two chairs under the digital sign for will call. d. Please have this set up completed by 4:00 pm the day of the event.

7. The SET-UP REQUIREMENTS for the Green Room in the KLINGENSTEIN LOUNGE are as

follows:

a. Display a “Reserved” sign on the exterior of the room door.  b. Please set up a black folding wall at the entrance of Klingenstein Lounge, blocking the

view into the room.c. Please leave one black folding wall near the north exit of Klingenstein Lounge. The SEM

on duty will place this in the catering servery before the event begins.d. Please set up 17 chairs in a circle in the center of the room. Arrange the soft furniture

around the perimeter of the room.e. Please have this room ready for use by 4:00 pm the day of the event.    

8. The SET-UP REQUIREMENTS for the Post-Show Reception in CLARK LOUNGE are as follows:

a. Display “Ithacappella Reception, 10:00 pm” on the LCD screen outside the lounge

b. Set up 8 cocktail tables in two rows of four in the center of the room.c. Set up 6 – 3’ tables along the west wall for catering.d. Arrange the soft furniture around the perimeter of the room.e. Please have this set-up complete by 8:00 pm the day of the event.

9. The PRODUCTION REQUIREMENTS are as follows:

a. Please see the Schedule of Events and attached diagram.  b. It is my understanding that the client and CCES AV Services have contracted with the

rental company, Sound on Sound, to provide additional concert lighting and sound technology.

c. Please provide full concert lighting in accordance with the needs expressed by the Ithacappella Production Manager, Kevin Macchia, and the client.

d. Please provide full concert sound in accordance with your discussions with Ithacappella.e. It is my understanding that Ithacappella will be using IC Voicestream’s microphones.f. Provide one qualified technician and one additional tech to run the lighting. Please

provide one additional tech to stay for the duration of the show.g. Set up theater curtains on both sides of the stage (upstage) to create a frame around

the screen.h. Please provide a single camera livestream of the concert. i. Please be ready for a tech check at 5:00 pm on the day of the event.j. Please provide Lauren Muldoon with a copy of the MSDS sheet for the fluid that will be

used in the Hazer. She will forward the MSDS sheet to Public Safety before the event.

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

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DINING SERVICES:  For you information and action

1. Ithacappella will be using the back hallway to go from their Klingenstein Lounge Green Room to the Emerson Suites – the SEM on duty will set up a black folding wall behind the manager’s desk.

2. Please provide the following services as requested in the following Catering Request Form(s).

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

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CRF Number:   Today’s Date:  

Catering Request FormOffice Of Campus Center & Event Services

Taken by: LM  Typed by: LM

Client Name:  Daniel Purcell Event Title:  Ithacappella Block II ConcertClient Dept.:  Ithacappella Telephone/e-mail: dpurcel2@ithaca.eduEvent Type:  Table Draping Location:  Emerson Lounge, North FoyerDay/Date of Event: Saturday, November 7, 2015 # of People:  n/aSet-Up Time:  2:45 pm Event Start Time:  3:00 pmAfter Event Pick-Up Time:  10:30 pm Event End Time: 10:15 pmAccount #: Is an Attendant Required:  noWill Alcohol be Served:  no Is an Event Summary Available:  yesAV:  Yes Set-Up:  Yes Price Quote:  No Facilities (e-mail date/time):

Special Instructions:  Please skirt the four serpentine tables in the Emerson Lounge with black linen and gold overlays. Please also cover the 6’ table in the North Foyer under the LCD screen with black linen and a gold overlay.

In accordance with safe food handling procedures, we are unable to allow food to be removed from the premises.

Please check all details of this order to be certain they are correct.  If changes need to be made, please contact our office at 274-3313 no less than 5 business days prior to the event.  Please do not provide this information via voice-mail or e-mail since the timing of receiving this information is critical for our planning and preparation.  No changes or cancellations will be accepted less than 5 business days prior to the event.

Product for the number of people indicated above will be provided based on our portion guidelines.  If a higher number of people attend the event or if they consume higher quantities than expected, you will run out of food.

Account to be credited: Distribution:  Catering, Client, Campus Center and Event Services

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

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CRF Number:   Today’s Date:  

Catering Request FormOffice Of Campus Center & Event Services

Taken by: LM  Typed by: LM

Client Name:  Daniel Purcell Event Title:  Ithacappella Block II Concert Post-Show Reception

Client Dept.:  Ithacappella Telephone/e-mail: dpurcel2@ithaca.eduEvent Type:  Refreshments Location:  Clark LoungeDay/Date of Event: Saturday, November 7, 2015 # of People:  40 peopleSet-Up Time:  9:15 pm Event Start Time:  9:30 pmAfter Event Pick-Up Time:  11:45 pm Event End Time: 11:30 pmAccount #: Is an Attendant Required:  noWill Alcohol be Served:  no Is an Event Summary Available:  yesAV: No Set-Up:  Yes Price Quote:  No Facilities (e-mail date/time):

Special Instructions:  Please cover the 8 cocktail tables and the 6 — 3” tables along the west wall using black linen, and provide the following for 40 people:

Coffee, Tea and Brewed DecafLemonadeIce WaterPaper Products

In accordance with safe food handling procedures, we are unable to allow food to be removed from the premises.

Please check all details of this order to be certain they are correct.  If changes need to be made, please contact our office at 274-3313 no less than 5 business days prior to the event.  Please do not provide this information via voice-mail or e-mail since the timing of receiving this information is critical for our planning and preparation.  No changes or cancellations will be accepted less than 5 business days prior to the event.

Product for the number of people indicated above will be provided based on our portion guidelines.  If a higher number of people attend the event or if they consume higher quantities than expected, you will run out of food.

Account to be credited: Distribution:  Catering, Client, Campus Center and Event Services.

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

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FACILITIES :  For your information and action

1. Please see the schedule of events.2. Please be certain that all of these facilities are clean and ready for use.3. Please deliver 1 wheeled stage sections (from your storage) to the Emerson Suites back

hallway by 5:00 pm on Friday, November 6.  4. This event will be highly attended and will utilize a concert lighting system that generates heat.

Please set the temperature of the Emerson Suites at 10 degrees lower to accommodate for these added heat sources, starting at 4:00 pm on Saturday, November 7, 2015. Normal temperatures may resume after 11:30 pm the same day.

5. Please deliver one box of theatre curtains to the Emerson Suites back hallway by 5:00 pm on Friday, November 6, 2015.

PUBLIC SAFETY :  For your information

1. Please provide two SASP to work at this event from 6:00 pm – 9:45 pm on Saturday, November 7.

2. When you arrive, please go to the North Foyer. The on-duty SEM will meet you to provide more direction.

3. 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 use the fire lane from 12:00 pm – 3:00 pm and from 10:00 pm – 11:59 pm on Saturday, November 7, 2015.

4. Sound on Sound will contact your office when they arrive on campus (approximately 12:00 pm on Saturday, November 7th). They will need access to the Campus Center’s southwest entrance via “M” lot.

TIM RYAN:

1. This event will use lasers, haze, and strobe lights. Ithacappella will provide you with a MSDS for the haze solution. Please have an EH&S officer available to disable the smoke detectors in the Emerson Suites and provide a fire watch from 5:00pm - 9:30pm. The production staff will begin haze at 6:00 pm.

2. This event will be highly attended. Please have an EH&S officer available to check the set-up between 4:00pm - 6:00 pm to ensure all NYS Fire and Safety Codes are upheld.

DANIEL PURCELL:  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 Friday, October 30, 2015, with the necessary information.  Please do not provide this information via voicemail or e-mail since the timing of receiving this information is critical for our planning and preparation. We may not be able to accommodate changes after the date stated above.

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

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3. Product for the number of people indicated above will be provided based on our portion guidelines.  If a higher number of people attend the event or if they consume higher quantities than expected, you will run out of food.

4. It is my understanding that you will provide blue tape for the general admission line, as well as 2 stamps to be used for controlling attendance numbers.

5. Please provide the following signage to be used for the VIP line and General Admission line. “VIP line starts here” “General Admission line starts here”The on-duty SEM will place the signage in the North Foyer on 6’ standards prior to the event to guide attendees. If you fail to provide signage on your own, the office of CCES will provide signage for an additional cost.

\\Mentor\2015 Event Summaries \ Ithacappella Block II Concert 11.7.15

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