Pre-Event
Planning
__ From the Program Committee chair (Vice President),
establish the following:
- Event subject: _____________________________________
- Date: ____________ Time: _____________
- Location: ___________________________ Contact Person: _________________
- Host: _____________________ Co-Host: ________________________
__ Work with Treasurer to price the event - if any doubt,
run past the Board. This must be done two months before tasting
so that prices can be published in Wine Cellar. Include all site
fees (service charges, equipment rental, gratuities, taxes, microphones),
speaker expenses, and beverage cost.
Event Logistics (keep close contact with anyone you need to
coordinate with)
__ Reservations at the event site (as soon as possible): _______________________________
__ Beverage: Type___________________ Number ____ Pours / Bottle
________
Normally 12 pours / bottle of wine, 14 maximum,
and 10 if only 7 or 8 wines being tasted
Pre-pour? _________ If so, be sure to include
in glass count above
__ Beverage serving order: __________________________________
__ Food supplier for special events:________________ Contact:___________________
__ Food supplier for special events: ________________Contact:___________________
__ Food: ________________________________________________________________
__ Cordial or Coffee?: _____________________________________________________
__ Door prize (how administered?): ____________________________________________
__ Table Setup: ___________________________________________________________
(Water / Dump bucket / Plates / Napkins /
Number & type of glasses)
__ Glasses provided or bring your own?: ______________________________________
__ Maximum Attendees (be sure to let Editor and Treasurer know):
____________________
__ Entertainment (Special needs?): _____________________________________________
__ Materials: _______________________________________________________________ (Articles
/ Literature / Handouts / Scoring or Note taking sheets)
__ Room Setup: ____________________________________________________________
__ Parking or Transportation: __________________________________________________
__ Comfort Facilities (if not at an operating business): ________________________________
__ Coat Rack (important winter consideration): ____________________________________
__ Advertising / News Releases / Articles / Directions?: _______________________________
__ Volunteers needed (for what?): _______________________________________________
(Make sure each volunteer knows when to show
up and what to do. Reconfirm, Reconfirm)
__ Other Considerations: ______________________________________________________
Speaker: ___________________________ from ___________________
(Contact
actual person, not their agent - Consider a letter of confirmation)
__ Ensure that they're coming - Reconfirm as necessary - Don't
be caught short or by surprise
__ Compensation, gift, recognition?: __________________________________________
__ Visual aids needed: ____________________________________________________
Space, Materials (easel, masking tape, tables,
etc.), Tasting Notes
__ Room reservation (which hotel): ___________________________________________
__ Dinner reservation before tasting (where, who?): _______________________________
__ Anyone traveling with them (who and where sitting?): ___________________________
Day of Event Checklist
Before Tasting (Get there early - 45-60 minutes prior to event)
Day of Event Checklist
__Be there early to verify setup, etc.
__ Set up Check In table outside the rear of the room if possible
to minimize interruptions to speaker
__ Door covered -- List of attendees and amount owed -- Change
available?
- Set up outside a door near the rear of the room if possible
to minimize interruptions to speaker
- Have releases for those who haven't signed them yet --
Get report from database
- Collect money / checks for those who haven't paid in advance
- Name tags if so desired for attendees
__ Coordinate servers & pourers during the event (bring corkscrews
and, if necessary, way to measure)
__ Ensure there are glasses for the speaker
__ Is room set for right number of people?
__ Plates, napkins, and glasses for everybody? -- Any dirty
glasses?
__ Coordinate pourers
__ Will there be a pre-pour for early arrivals? Is so, are
glasses ready?
__ Who will handle late arrivals for check-in, seating, wine
they may have missed?
During Tasting
__ Opening comments or introduction of speaker (where from,
significant accomplishments?)
__ Get next event coordinators (if present) or President or
VP to give a brief description of next events
__ Watch for tables that run out of bread, cheese, etc. --
Get server to bring out additional food
__ Beware of way speaker is interacting with members -- Are
folks talking a lot? Is speaker too slow?
__ Watch the time -- is the tasting progressing at a good pace?
__ At end of tasting, conduct a vote for most popular wine
(this may appear in the Wine Cellar).
__ At end of event, thank speaker and assume control of tasting
__ Sell additional bottles of wine if they have not been opened
__ Is there a door prize to be raffled off?
After Tasting
__ Bring leftover wine to next Board meeting for sale to Board
members or consumption
__ Ensure that all bills are paid
__ Work with the Treasurer to provide a financial accounting
to the Board -- Did we make / lose money? |