Music of Wine Event Committee 4.19.23

2023 SIGNATURE EVENT

THE MUSIC OF WINE Event Snapshot and Updates 4/19/23

The Music of Wine

BASICS Time, Date, Etc.

Day: Sunday Date: June 4, 2023 Time: 6:30 - 8:30 pm Address: San Diego Wine & Culinary Center 200 W Harbor Dr #120, San Diego, CA 92101

LOGISTICS

Parking will be valet ( Paid and VIP)

Page 02

The Music of Wine

FOOD & DRINK Soiree Menu

BRIEF DAY OF TIME LINE

~ European Food Stations with Full Glass Pairings ~ * France* Artisan Cheese Display chef’s selection of French cheeses fig chutney, roasted nuts, fresh and dried fruits, baguette, flatbreads

6:30 Guests arrive Food and Wine Pairing stations Silent Auction Raffle

7:30

Paired with Cremant de Loire Sparkling Wine * Spain* Piece-A-Paella saffron rice, sweet peppers, onions, tomatoes, roasted garlic, fresh herbs, grilled chicken, Spanish chorizo, roasted vegetables

Program Start Raffle winners announced

Paired with Rioja Crianza hand selected by our Sommelier

8:00

* Germany*

Musical performance by members of the chorus

8:30

Dessert Station black forest parfait, apple strudel, German chocolate bars Paired with German Reisling hand selected by our Sommelier

Guests check out of auction Event close

Page 03

The Music of Wine

EVENT LAYOUT

Walk Through: 2:00 pm Wednesday April 26

Page 04

The Music of Wine

SOLICITATION UPDATE

Solicitation Check In: May 15th

Updates from last Meeting: Save the date were sent Email solicitation blast: 162, 35% open rate Paper solicitation blast: 365 Pushed invitation raffle w/ Give the Gift of Music flyer Printed solicitation packets (Funke) Solicitation packet to the Board

Upcoming Week: Second solicitation eblast (specifically restaurants, bars, hotels) Follow Up Invitation

Page 05

The Music of Wine

STAY TUNED: WILL BE EMAILED This packet Countdown Calendar Day of Schedule Sent Solicitation excel

Please lets try to focus on bringing in solicitations for our invitation raffle first:

Foodie Raffle Package Win a $300 gift certificate to Trader Joe's Surprise Wine and Dine Package Win one prize of six (6) outstanding local restaurant gift certificates LJS&C Donor Thank You: Surprise Experience Package Local amazing hotel stay for two (2)

Let's schedule our next meeting!

After we are done with the raffle, here are some solicitation ideas: Auction items that have done well in the past include behind-thescene/docent tours, airfare, hotel stays, tickets to sporting events, cultural activities, restaurant certificates, and unique memorabilia.

Page 06

APRI L SUNDAY

MONDAY

TUESDAY

/

WEDNESDAY

THURSDAY

FRIDAY

SATURDAY

26

27

28

29

30

31

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

27

28

29

4

5

6

Event Committee

23

24

25

26

Walk- thru : 2PM Gala Invite Proofs 30

1

2

3

2 0 2 3

MAY SUNDAY

30

MONDAY

1

TUESDAY

2

/

WEDNESDAY

3

THURSDAY

FRIDAY

SATURDAY

4

5

6

Mail Invitations

7

8

9

10

11

12

13

14

15

16

17

18

19

20

Solicitation Check In

Confirm Food/ Bev

22 Start creating

23

21

Guest Count Check In

24

25

solicitation packages

28

29

26

27

Head count/ All finalized

30

31

1

2

2 0 2 3

3

J UNE SUNDAY

28

MONDAY

29

TUESDAY

30

/

WEDNESDAY

31

THURSDAY

1

Review script for Sunday

4

FRIDAY

2

2 0 2 3

SATURDAY

3

Sort solicitations for transport

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

1

Soiree 630 -830 pm

2023 Soiree Timeline - June 4, 2023

Friday June 2nd Time

Who

What

Needed

Noon

LJSC

Meet at office to organize solicitations

3:00 pm

Mel, Adam, Stephanie, Arian Khaefi

Where

Comments

LJSC

Meet and go over any changes and logistics for the soiree, review scripts for soiree

LJSC

Intros and scripts

Sunday June 4th Arrive at 3:00 PM 3:00 PM

Adam and Volunteers

Move all items into Silent Auction rooms, Raffle table - check setup

SDCC

SDCC Contact

Arrive on site

SDCC

ChrisIndulge Flowers

arrive and begin floral setup

By 5:00 pm

Registration area should be set

By 5:00 pm

Test Mic, Speaker

By 6:00 pm SDCC

SDCC

Place programs here

All food and beverage stations should be set

By 6:00 pm

Mark reserved seating

By 6:00 pm

Photographer to arrive

By 6:00 pm

Valet Opens Event Start

Patio

Name? Phone Number?

Chris (619)501-8956

2023 Soiree Timeline - June 4, 2023

6:00 pm

Stephanie and Board

6:00 - 6:30 pm

Guests

2 Official greeters by registration

Registration

arrival

encourage guests to partake in auctions, build excitement

Registration

Guests mingle at food and beverage stations and bid at silent auction tables 7:20 PM7:30PM

Volunteer

AUCTION CLOSES: Announce order in which the tbls close and raffle ticket info throughout the auction; France (1) 7:20; Spain (2)7:25 ; Germany (3) 7:30

Silent Auction Sign, SA Cheat sheet for volunteer

SA

Make sure Volunteer is walking around with sign announcing

7:20 PM

Mel and Adam

Adam, Mel, and volunteers to direct guests to reserved seating

Seating Charts

Dining Room

Stand in door and mid room

7:30 PM

Mel

Make sure Stephanie and Arian are in dining room and set up with mic, grab raffle bowl

7:30 PM

Stephanie and Arian

Start Program: Introductions Brief order of events Thank you to guests Talk about organization and mission statement to segue into Fund a Musician

Dining Room

2023 Soiree Timeline - June 4, 2023

7: 45 PM

Arian

FUND-A-MUSICIAN

Have YAC performer speak?

- Arian introduction of LJS&C special niche of bringing choral masterworks to SD that require large forces. Where else would you see Verdi’s Requiem or Berlioz’s Requiem with combined choruses, children’s chorus, 300+ people on stage… or this season’s “War Requiem” w/two orchestras and two conductors -- if not for LJS&C. A look at costs for March performance of War Requiem: o Music rental/purchase: $7500 (choral scores alone are $50 each) o Guest artist fees: $12,000 o Plus Auditorium rental and labor, recording, program guides, and more Raffle drawing first (winner need not be present)

Large Raffle bowl

- Steph selects guest(s) to draw the winning tickets

8:00 PM 8:00 PM

Make sure lighting in foyer is set for entrance Choral Group

Lower lights

Dining Room

after Raffle drawing

MUSICAL INTERLUDE: Arian introduced by Steph, lights lowered, musical interlude

8: 15 PM

Stephanie

CLOSING REMARKS: thanks guests for generosity,directs guests to pick up auction items and to get home safely.

8: 15 PM

Adam

Volunteers will organize and run auction pick-up area

SA

8:30 PM

Gala Gsts

checkout and pickup auction items

SA

pre-paid and need to pay lines