Event Set-Up and Timing

Prior to event All auction items delivered to Sarah Salzwedel’s house by 2/14/14 Sarah and Kim Decoration supplies delivered to MT (for assembly behind Ex. Hall) Determine event totals ExpressPay credit card swipes arrive at MPA Thursday, February 20, 2014 10:00 a.m. UWHC Plant Engineering to pick up decoration supplies at John H. Surroundings 11:00 a.m. Decoration materials arrive at MT. North wall behind Ex. Hall Amy and Chris Set-up begins? MT  AV/Lighting  On-site decorations Friday, February 21, 2014 8:00 am Plant Engineering to pick up silent auction items at Sarah’s house Sarah and Kim (and others) and deliver to MT. Volunteers to meet plant engineering at level 4 entrance and move items to counters 2, 3&4 and Hall of Ideas for storage. 9:00 a.m. Decoration staff arrives – continue event decoration set-up Amy and Chris

4:00 p.m. MT to have all tables dropped. Will be placing lighting in Ex. Hall MT 9:00 a.m. All set-up volunteers arrive at MT  Deliver all decorations and props for silent auction  Deliver silent auction descriptions, sign holders, bid sheets (in case of technology failure), extra pens  Deliver Signage  Printer to deliver programs to east loading dock, attn. Michelle Marx  Deliver laptops, credit card machines Saturday, February 22, 2014 6:30 am Set-up continues – Surroundings staff arrives John

Meg Statz is contact during day.

Michelle Marx is contact during event. 8:00 a.m. Friends arrive at MT Sarah, Sarah and Kim  Set-up silent auction displays with item descriptions  Assist with decorations set-up Amy and Chris

MT to provide coffee, hot tea and water. 10:00 a.m. Registration Set-up Annie and Liz  Set up terminals, computers, printer, volunteer room, coat room  Place table names/numbers Beth B.  Put place cards on back table in alpha order  Set-up volunteer Debbie  check-in tables/chairs  Laptops – rent from MT? Set-up assistance from Joe (MT)

 Access to outlet/electric

10:30 a.m. Phillip Phillips tour at AFCH Nancy Francisco-Welke Tom Young John Maniaci 11:00 a.m. Program Run-Through (blocking and walking) Kathy Beth P Dan Ostlie Jon Elenius Charlotte Deleste Caitlin McGuire Sarah Welsh Noon – Phillip Phillips Performance at AFCH 12:30 p.m. 12:45/1 Program Run Through with Donna Katen-Bahensky Beth Pinkerton p.m. 2:00 p.m. Silent auction item security Sarah G. 2:00 p.m. Brittany from Give Smart on site, checks in with Pinkerton about auction leaderboard/”thermometer”

3:00 p.m. AV tech run through (slides, videos) MT, Beth P.

3:00 p.m. Phillip Phillips Tech Crew Load-In

3:00 p.m. Auctioneer arrives – AV run through Beth P.

4:00 p.m.? Maniaci downloads photo slide show to MT laptop Beth P.

4:30 p.m. Registration volunteers arrive; receive orientation Annie and Liz

5-6 p.m. Phillip Phillips sound check MT

4:45 p.m. Coat check volunteers arrive; receive orientation by Michelle. Debbie and Michelle Coat check kids to number coat racks and organize

5:00 p.m. Michael Felber arrives for photography  Maniaci – roaming  Felber – step and repeat in cap. Prom. 5:00 p.m. Auction volunteers arrive; receive orientation Sarah, Sarah and Kim 5:00 p.m. MadHatters arrive Beth Blum to meet 5:15 p.m. Auction spotters meeting Beth P., Sarah, Sarah and Kim 5:30 p.m. Event Begins on grand terrace and ballrooms  Cocktails and silent auction with mobile bidding  Passed hors d’oeuvres  MadHatters roaming  Step and Repeat photos in cap. Prom.  Plasma screens displaying bid amounts 6:30 p.m. Auctioneer cues guests to move to ex. Hall with sound cue; doors Beth Blum and auctioneer in Ex. Hall open

Table seating volunteers should be downstairs

6:45 p.m. Auctioneer cues guests to go downstairs

6:50 p.m. Kathy Trace and Beth Blum downstairs

7:05 p.m. Guests seated in ex. hall 7:10 p.m. Music intro with Kathy welcome with Raise the Roof video 7:15 p.m. Dinner served – cue MT to begin service MT to serve front middle first  Preset salads  Preset dessert  Entrees, wine and coffee table service  Board members (Friends and AFCH Advisory) and Development Team to welcome all tables with thank you cards from patients 7:30 p.m. Volunteers arrive at AFCH to greet P2 Fan Club Brittany Backes 608 692 3429 (cell) 7:30 p.m. Auctioneer cues close of auction in 30 minutes 7:45 p.m. Auctioneer cues auction closing in 15 minutes 7:55 p.m. Auctioneer cues auction closing in 5 minutes 7:59 p.m. Auctioneer counts down auction closing 8:00 p.m. Silent Auction closes  Volunteers package items; clean up props and tables  Winners notified through text messaging  Set-up checkout area 8:13 p.m. Live program begins  Kathy Trace  Jon Elenius  Donna Katen-Bahensky  Charlotte Deleste – Gio’s story 8:30 p.m. P2 Fan Club & Busses arrive at Monona Terrace Terry Spring meets busses  Leave coats in Hall of Ideas/Volunteer Room  Hang out in Ballrooms until called to Ex Hall (lemonade, pretzels)  Give group glow sticks 8:26 p.m. Live Auction 9:00 p.m. Crew’s Story with Dan Ostlie and Sarah Walsh 9:00 p.m. P2 Fan Club gathers outside ex. Hall doors 9:03 p.m. Direct Appeal for Bucky’s Babies with Kathy Trace and Dan Ostlie 9:10 p.m. P2 Fan Club joins audience; direct appeal continues 9:15 p.m. Caitlin McGuire introduces Phillip Phillips 9:15 p.m. Phillip Phillips performs 10:00 p.m. Grand Total Announcement Kathy Trace with Phillip Phillips and Caitlin 10:00 p.m. Auction checkout/ item pick-up on grand terrace 10:15 p.m. Meet and greet with Phillip Phillips in Ballrooms A& B  Tickets provided to sponsors/guest list at registration  One bar open  Step and repeat banner with roping 11:00 p.m. Event ends  Clean up and take down – event chairs responsible for gathering all supplies for pick up by MT  All materials labeled and taken to loading dock  MT staff to gather all decorations and leftover materials and take to loading dock Sunday, February 23, 2014 TBD Surroundings to pick up all decorations materials Monday, February 24, 2014 TBD Plant Engineering to pick up items from MT loading dock cages and deliver to MPA offices Tuesday, February 25, 2014 11:30 a.m. Lunch Celebration at Amy Matsumura’s house