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AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item Meeting

Co – Chairs:

Calendar

MEETING DATES

MEETING TIMES

MEETING PLACE

Annette Asencio

and

12/13/11

5:30 PM

FBSW OPS Center

Roland Romo

Communication

12/21/11

5:30 PM

FBSW OPS Center

Dora Chavarria

12/28/11

5:30 PM

FBSW Ops Center

01/04/11

5:30 PM

FBSW Ops Center

Committee Members: Ann Romo Anna Cruz Ashley Paredes Betty Bara Chris Hiestand Jennifer Bara Liliana Fernandez

1) Obtain phone #’s & email from committee members 2) Historian 3) Send out meeting reminders/notes

Martha Del Toro Nick Nevarez Valerie de la Fuente Lucy Hernandez Patty Ramirez PJ Murguia

1


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item Budget

Based on last year’s funds, decide:

1) Print letters, tickets & programs - $400 2) Invitation & postage - $200 (Panhandle Presort)

We are looking at approx $17,000 in expenses Chris H reported ATMOS has a sound system we can use.

3) Decorations - $1500 4) Rent for Facility - $2000 5) Sound system – included with facility 6) Tables & Chairs – included with facility 7) Advertisement - $750 8) Speaker - $2500 9) Entertainment (during cocktail hour) - $300 10)

Speaker

Food – $12 per plate (looking at 600 to 700 people)

Evilina Solis

Assigned to Annette Asencio & Patty Ramirez

Need to book flight – Flight #538 on 01/18 at 2:15 pm

Patty is checking to see if they can help with

Outgoing flight – Flight #711 on 01/20 at 9:20 am

her flight.

Need to book hotel – Honeymoon Suite at Big Texan

Suite at the Big Texan

Transportation?

Flight Booked at $319.80 – this is included in

We will also use the Honeymoon

the budget. 2


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item Invocation

National Anthem

Color Guard

Brainstorm first session 

Consider different individuals

Church

Brainstorm first session – assigned to Nick Nevarez 

Consider different individuals

Select the singer accordingly

Select based on last year’s participant – Assigned to Amanda Gonzales

Assigned to Annette Asencio Contact Elia Moreno to see if Mayor Harpole is available. If he is unable to then we will ask Alex Rodarte. or Jennifer Bara

Erwin Kowne (Male singer) from Amarillo Opera will sing national anthem. Nick is contacting to confirm date and time.

Possibly ask Caprock High School again

Note: The person responsible will contact the HS selected

Welcome

2010 Knights of Columbus

2011 Caprock Highschool

2012 ????

Brainstorm first session – Assigned to Dora Chavarria 

Consider different individuals

Select the singer accordingly

Dora will welcome our guest and introduce Emcee’s.

DONE

3


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item Emcee

Sponsorships

Brainstorm first session – Assigned to Nick Nevarez 

Consider different individuals

Select the singer accordingly

Based on last year’s sponsors, begin developing a list of potential sponsors. Decide on sponsorship amount, per organization and individually. 

Obtain contact name and address of prospective sponsors

Develop a sponsor letter and be sure to include the invoice,

Our Emcees will be Roy Urrutia from Atmos Energy and Jennifer Bara.

DONE

Dora reported letters are going out with directory. Lucy and Dora have the sponsorship list. They will need to give Annette an update so she can update the spreadsheet.

where to send the check and who to make it to

Table Tents

Decide if the letter will be mailed out using the AHCC Letterhead

Mail Letter

Send thank you note (receipt confirmation)

Assign someone to print table tents for Sponsors – assigned to Lili 

Use what we have from previous banquets

Lili will print table tents as needed. She will need a list of sponsors as well.

Tickets

Layout and design – assigned to Valerie de la Fuente & Martha Del Toro

Martha presented a sample ticket. Committee agreed to NOT print tickets but keep a list of attendees at registration table.

Program

Layout and design – assigned to Valerie & Martha

Martha presented a sample program. Committee agreed to move forward with

DONE

4


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item

Printing

1) Select a printing company for invitations and programs 2) Determine how many to print

printing 1000 programs. Martha will print these at NWTHS Annette email Martha a list of Board members. Martha DelToro at NWTHS DONE Martha will also print 1000 Membership cards to place on the tables.

Note: The person in charge will be responsible for contacting the printing company,obtaining prices, submitting original work art and picking up the materials, and ensuring payment Sound

Assign someone to find a sound engineer

Catering

Brainstorm the first meeting – Assigned to Roland Romo La Fiesta Grande - $14.50 per plate

Chris H reported we could use ATMOS sound system. Annette’s Uncle Eli has agreed to go and look at the system to make sure it will meet our needs. La Fiesta Grande will cater at $14.50 per plate. This will include silverware and plates. Proposal and letter attached.

DONE

Ribeye dinner Decorations

Brainstorm the first session: Budget $1500 

Consider 3 different organizations

select an organization

or do it ourselves?

Assigned to Betty Bara. The committee agreed to use Black, Silver & Slate Blue for our colors. Linens from AmeriPride. Roland contacted Josh and requested 75 rounds table cloths and 15 to 20 banquet table cloths. They will be able to donate again. Need to add AmeriPride as a sponsor.

Note: The person responsible will contact the selected organization: will 5


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item communicate this year’s theme and the allowed budget. Publicity

Consider submitting press release to: Assigned to Dora & Lucy. Budget $750 

Accent West - done

Amarillo Globe News

The Hispano Times and La Voz

Telemundo – 2:00 pm on 1/19/11 with Evelina

Channel 10 – 6:00 am on 01/19/11 with Evelina

Channel 7 – 01/06 or 01/07, Dora

Channel 4 –

Request media coverage (news report, morning talk shows, coverage

Dora has already scheduled some interviews. Lucy will help with the Hispanic radio stations. Martha and Nick will also do some interviews.

on the date of the event) PowerPoint Presentation

Brainstorm the first session. 

Select a committee member

Assigned to Ashley Bara Paredes.

Obtain design template from person responsible of creating the

Send pictures to Dora and she will give them to

poster

Ashley to include in presentation.

Obtain the list of sponsors and logos from person responsible

Develop the PowerPoint Presentation

Ensure the availability of presentation equipment (laptop and LCD projector) 6


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item Play by Play

Create an agenda with times of each entertainer

Assigned to Annette Asencio and Roland Romo & Dora Chavarria

Volunteers

Obtain a list of volunteers for:

Anna Cruz & PJ Murguia

Setting Up

PJ presented a sample of volunteer

Work door night of event / determine shifts

assignments.

Clean up

schedule volunteers as needed for Registration

He will work with Anna Cruz to

Table, Set up (includes tables, chairs, table cloths, centerpiece placement, clean up) Considering probationers….Nick is contacting Probation office. Lili is going to ask models from Wesely Registration

Entertainment

Select based on previous year’s person in charge 

Ann asked Autism group to assist last year

Ask a Sorority

Community Center to serve as Ushers. Anna Cruz & PJ Murguia PJ is waiting for a list of sponsors and guidance as to where sponsors will be seated. We will also need to have tables set up in a “U” shape for registration. List of pre-paid guest and then a place for paying guest. What will we charge at the door? $25?

Need entertainment during Social Hour – Assigned to Dora Chavarria and

Cortez Brothers

Ann Romo

How much are they going to charge us?

DONE 7


AHCC Annual Banquet 2012 Planning & Logistic Guide DATE: 01/19/2012 PLACE: Heritage Room Activity

Person Responsible – Status

Timeline

Item Dora thinks $100 at the most.

 Plaques

Photographer

Need to determine how many plaques we are going to need for: Assigned to

Chris H. will contact Amarillo Athletic to order

Chris Hiestand.

plaques.

Total Budget $300

Volunteer of the Year

Small Business of the Year

Corporate Member of the Year

Board Member of the Year

Recognize Outgoing Members

Assigned to Lucy Hernandez

Although Accent West will be at the banquet.

DONE

Lucy has agreed to take snapshots for our website and FB page.

8


Banquet Planning Guide