Contact Notes: Summary of Discussions and Meetings with Rosalinda Corazon, Managing Director

Prizes & Scholarships - TO DO LIST

Notes By When By Whom

Pre-event Prep: 1. Choose date and consult the Dean’s office Done 2. Book CBE foyer and mezzanine level Done 3. Check the use of tute rooms and lecture theatres required Done (Book LT3 for student briefing) 4. Book in the Dean via email Done

Invitations 5. Design card invitations, send to Uni printer (check the Done correct grammage for printing) 6. Send card invitations to VIPs (refer to database) Done 7. Collate prize and scholarships winners from S/Admin Done (timing is tricky) 8. Identify school principals, corporate donors and Done ambassadors/high commissioners to be invited 9. Get a list of central ANU scholarship winners plus Done University medalist (if any) 10. Email invitations and follow up/create APOLLO forms for Done RSVPs from students 11. Update database as you go WIP 12. Contact the VC’s office to invite Ambassadors (liaise with Done Tegan and Sandy) 13. Monitor acceptances and match students to donors and Done academic supervisors 14. Provide list of student recipients to each DoR/Admin Done Manager

The Event 15. Draft running sheet Done 16. Organize quotes from caterers, then confirm menu Done 17. Contact the School of Music for entertainment (this can Done take time, so start early) 18. Source/contact guest speaker (alumni) Done 19. Source a student speaker (student ambassador) Done 20. Arrange logistics for guest speaker incl. interview for Done Margin 21. Source student profiles for program booklet Done 22. Obtain copies of guest speaker and student speaker (Alice- Done/ speech notes Jamila - WIP) 23. Draft program for the evening Done 24. Draft the event summary for briefing to the Executives, Done VC, HoS 25. Do an event brief for the photographer Done 26. Confirm with A/Dean who will be able to present awards, Done deliver welcome address, closing remarks 27. Confirm an MC Done 28. Get quote form Uni printing for program, certificates Done ensuring printing time is built in into the delivery of finished products

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29. Make sure we have e-signature of the Dean Done 30. Proof read program booklet and print Done 31. Arrange for Infrastructure team to assist with setting up Done lectern and CBE IT team for microphone 32. Clear event with Facilities and Security (Contact Cheryl at Done Facilities and Brent at Security) 33. Book 4 x Student Ambassadors to help Done 34. Check that DVCs have appropriate messaging Done

5 working days prior to the event 35. Finalise speaking points/speech notes to the Dean Done 36. Sort out certificates – attending vs not attending and place On 2/4 the attending in envelopes 37. Arrange for enough canisters for presentation (contact Done Brendon ext 53888) 38. Check caterers are firmed up, menu agreed, guest #s, On 31/3 drinks to include glass hire/equipment. Confirm all prices, delivery/ set up time. 39. Confirm with Barlens on order and delivery time On 31/3 40. Check banners are in stock Done 41. Pick up canisters Will – on 31/3 42. Create signs for “DOORS CLOSED” for Entry 2 (near On 31/3 lavatories) and Entry 4 (leading to parking) 43. Create name tags On 2/4 44. Create “RESERVE SEAT” signs and VIP names On 31/3 45. MC notes Done 46. Clean up Master List (of recipients) 2/4/14 47. Confirm with Jamie if there are security guards on the day Done who could roam the precinct 48. Check with Jamie about Security unlocking auto doors Done after the event/fire safety instructions PLUS in any emergency, Security must unlock all exits 49. Confirm that extra cleaning can be done and associated Done costs 50. Check with Jamie about reserve parking and Security to Done direct to 3 x CBE reserved spots (South Wing of the building) and possibly additional spaces in the area 51. Signage for Mezzanine level for the event use 52. Confirm delivery of flowers 1/4 53. Confirm delivery of Balloons Done 54. Confirm delivery of dessert/macarons Done 55. Send reminder to execs, DoRs, academics about wearing Done gowns, name tags, business cards On 2/4

56. Arrange for water/drinks for musicians at the mezzanine level On 3/4/14 57. Send copy of event schedule to caterers, musicians 58. Bring down coat rack from Level 2 to foyer On 1/4/14 59. Enough Autumn edition of Margin to be available at On 3/4/14 reception desk on the night On 3/4/14

Post Event 60. Send thank you notes to attendees and copy of program,

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photo to remaining school principals From 7/4/14

Useful contacts Kitchen Witchery Macarons Lyndie Natasha Di Bitonto T: 6280-9882 T: 0412 639 343 E: [email protected] E: [email protected]

School of Music Facilities Division Rachel Walker (Mon-Wed) Cheryl Cairns T: ext 55219 T: ext 51974 E: [email protected] E: [email protected]

Examinations, Graduations and Prizes Security Services Brendon Colquhoun Brent Amundson T: ext. 53888 T: ext 52045 E: [email protected] E: [email protected]

VC’s Office Photographer Tegan Donald, EA to VC Calvin, CY Creations T: ext 52510 T: 0416 818 525 E: [email protected]

SCAPA Sandy Hawke, VIP Visits & Protocols Coordinator T: ext. 50129 E: [email protected]

Barlens Luke Warrener T: 6206 2155 E: [email protected]

Florist Flowers from the Garden Dickson T: 6247 4457

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