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EVENT PROPOSAL Wilneka Harris & Company Saturday, April, 18, 2015 7:00pm Silent Auction 8:00pm Dinner

Emory Capstone Project

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Page 1: Emory Capstone Project

EVENT PROPOSAL

Wilneka Harris & Company

Saturday, April, 18, 2015

7:00pm Silent Auction

8:00pm Dinner

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And the tree was happy!*Tentative, I will be glad to make the necessary changes per your request, the client

Message The event theme is based off the children's book "The Giving Tree" by Shel Silerstein. Since the Atlanta Hospital is moving to new heights and wanting to improve the health system one hospital at a time, the first annul fundraising gala will be called The Giving Tree: loving, giving, and receiving. "The Giving Tree" follows the life of a female apple tree and a boy who are able to communicate with each other. In his childhood, the boy enjoys playing with the tree, climbing her trunk, swinging from her branches, and eating her apples. However, as time passes, he starts to make requests from the tree. After entering adolescence, the boy wants money. The tree suggests that he pick and sell her apples, which he does. After reaching adulthood, the boy wants a house. The tree suggests he cut her branches to build a house, which he does. After reaching middle age, the boy wants a boat. The tree suggests he cut her trunk to make a boat, which he does, leaving only a stump left of the tree. The boy, now a shriveled old man, wants only a quiet place to sit and rest, which the stump provides. The story ends with the sentence "And the tree was happy." The theme supports the Atlanta Hospital message by showcasing a happy giving spirit. The apple tree selfishly gives the boy what he needs and does it with a happy attitude. The mission of Atlanta Hospital is to support the community in a pay what you can hospital. Their success is not only dependent on the staff working smarter, but also on the supporters unwavering belief in the mission. Focusing on the message of a giving spirit will allow current and new donors to give without selfishness and give with a cheerful heart.

Guest Experience: Loving- The overall flow of the room will be pictures of patients, current donors, and

testimonies hanging from trees throughout the venue, the cocktail area and the ballroom.

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Giving- attendees will have the opportunity to give donations through the silent auction from 7:00pm-8:00pm during the cocktail hour and the live auction at dinner time. Inspiring and uplifting music will be played during the cocktail hour by a string quartet band. (2 hour booking, the first hour is during the cocktail reception and the second half will be during dinner time).

Receiving- attendees will receive a special presentation before dinner time. There will be a 15 minute play reenacting "The Giving Tree" and Oprah Winfrey will be the narrator of the play. The actors in the play will come from a local Atlanta theatre, Horizon Theatre Company.

Appreciation- as a thank you to your guest, they will receive party favors that tie in the message. They will go home with a tree they can plant in a pot. Some of the trees will have gift cards hidden in them as well. The tree favors will also be a part of the table decorations. They will be placed on each guest's plate. Guest will also receive a special selection where Oprah Winfrey will be a surprise guest.

Party favors

Speaker order and roles: Timing 30 minutes Dr. John Telluride- (CEO) will walk up on stage and give the welcome remarks and the

history of Atlanta Hospital and speak about the future of Atlanta Hospital (building a $100 million hospital in the center of Atlanta). He will thank everyone one for coming out and will recognize Dr. Sheila Allgood, Dr. Ryan Bold, and The Honorable Katelyn Wesson and have each one stand up and give his appreciation for their hard work and dedication. Dr. Telluride will give a special thanks to Gouthan Hanes for his donation of a multi-million dollar gift. (Spoke with Mr. Hanes and he is okay if we mention his gift amount). Mr. Hanes will walk on stage and will receive the dedication of the Atlanta Hospital garden in honor of him. The garden will include planted apple trees that will be sold in local Atlanta markets and all the proceeds will benefit Atlanta Hospital.

"Bouncy" Mayfield- (make it happen) will speak after Dr. John Telluride and he will share his story and how he became a donor of Atlanta Hospital. His great grandmother, Victoria Cane, was a patient who was diagnosed with Alzheimer's disease. Victoria did not have insurance and was unable to pay until she was treated at Atlanta Hospital. At the time, Atlanta Hospital was serving the Atlanta community at small clinics throughout the

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city. Victoria is no longer here, but the impact Atlanta Hospital left on her and his family made him become a lifelong donor of the hospital. He will express the importance for everyone to give with an open heart like the apple tree in "The Giving Tree". He will encourage all the stakeholders attending to give with a cheerful heart and to make a difference in the Atlanta community. Bouncy wants Victoria's dream to come true to and see a solution for health care for everyone.

Committee members and department heads- (the impact) all will walk up on the stage, each with a note card in their hand. They will each read a short letter from past patients expressing their gratitude and testimonies of how the community helped impact their lives. Each person will speak for a minute long. There are 7 people total and the segment will last 7-10 minutes long. During this segment, there will be a projected screen of pictures that represent the Atlanta Hospital and the patients they've helped.

Joseph and Mary Jane Elliot- will host the live auction. They will encourage guest to bid on fun getaways and to remind them that all the proceeds will go towards Atlanta Hospital new $100 million building.

StakeholdersTo compile a guest list, we will write a list of who needs to be there, who do you really want there, and who can help during the event. Once we gather the list of attendees, we will format our guest in a spreadsheet and list certain dietary restrictions and accommodations that each guest might have. The major stakeholders will include:

current donors ("Bouncy" Mayfield, family members of patients) media (contacted Channel 2 Action News) potential donors (community members) board members non donors (other) community leaders special guest (Oprah Winfrey, will be a surprise guest to attendees) staff of Atlanta Hospital (physicians) Churches that cater to the Atlanta poor community Women/men shelter companies

To get the stakeholders to attend, a patron letter will go out the first week in January (Event will be held Saturday, April 18, 2015) to current and potential donors, community leaders and board members, the invitations will follow afterwards. We will also create a fundraising event website where Atlanta Hospital can share its mission, details of fundraising gala, which will include theme, date, location, directions, entertainment, and prizes to invited guest. The invitations being mailed out will include a special guest appearance as part of the entertainment for the night in the body. A press release will also be released so the media can generate buzz and people who are not attending the fundraising gala can still donate to Atlanta Hospital. On the Atlanta Hospital

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social media sites, there will be online conversations about the event. We will also have a silent auction and live auction with great prizes from the New York experience trips, to renowned Chef, Wolf Gang Puck cooking at someone's home.

Press release to be released:

FOR IMMEDIATE RELEASEMEDIA CONTACT:

Kerry WashingtonAtlanta Hospital

555-595-0164

It’s Atlanta Hospital 1st Annual, The Giving Tree Fundraiser

Atlanta, GA September 28, 2014 - Atlanta Hospital will host its first annual fundraising gala, the The Giving Tree: Love, Giving and Receiving on Saturday, April 15, 2015, from 7-10pm at Sonesta Gwinnet Atlanta Hotel. Proceeds will be used to help build the $100 million hospital center in downtown Atlanta.

The program focuses on the comprehensive medical, physical, emotional, and spiritual needs of patients and their families through our greatest need, care for all patients regardless of their ability to pay. Many of our patients are uninsured and are coping with the overwhelming diagnosis and require the same care as a patient who has coverage. Community involvement, sponsorship, and attending the The Giving Tree gala will assist Atlanta Hospital in providing care for the city's poor in their own facility.

An evening of elegant fun with a silent and live auction and a surprise presentation will allow guest to participate and enjoy the venue at Sonesta Gwinnet Atlanta Hotel. The Giving Tree gala will include a cocktail reeptionen, silent and live auction, a sit down dinner and a surprise presentation.

To become a sponsor or donate to the silent and live auction for The Giving Tree, please visit www.givingtree.org or call 555-595-0164.

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For more information on The Giving Tree gala or Atlanta Hospital, please visit www.atlantahospital.org.

About Atlanta HospitalFounded in 2009, Atlanta Hospital is Georgia's largest nonprofit provider of healthcare for the city's poor. Its mission is to improve the lives of more than 22,000 patients and their families served annually. In the past, they have operated out of small clinic locations. Thanks to the support of generous area philanthropists, city, country and state grants, and a special endowment from the National Institute for Indigent Care, Atlanta Hospital is able to provide compassionate, quality care to all of its patients regardless of diagnosis or ability to pay. For additional information, please visit www.atlantahospital.org.

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Event invitation center panel: Atlanta Hospital

request the pleasure of your company at The

GIVINGTree

A celebration of loving, giving and receiving

Master of Ceremonies"Bouncy" Mayfield, former Boxer

Enjoy an evening to support patient care and honor our hospital staff and volunteers

Saturday, April 18, 20157pm Reception and Silent Auction

8pm Dinner

Sonesta Gwinnet Place Atlanta1775 Pleasant Hill Road

Duluth, GA 30096

Cocktail AttireComplimentary Valet Parking

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FinancesEvent budget: look at page x

The greatest vulnerabilities in the event budget include the audio, enhanced lighting, plated meals, and center pieces. Each element helps tie back to the theme "the Giving Tree: Loving, Giving and Receiving ". The audio will be used to enhance the sound and help the attendees hear the surprise play that will be narrated by Oprah Winfrey (special "extra" something).Without the proper audio, the play will not have a great impact and give that element of surprise. The enhanced lighting also, helps give the flow of the theme. Throughout the room will be tree gobos to represent the apple tree and how she continued to give to the boy with a happy heart. Every time a stakeholder looks at the tree gobos around the room, they think of the selfless giving spirit that the apple tree carried and they too will want to give to the Atlanta Hospital. The plated food and passed hors d'oeuvres will also tie back into the message by incorporating apple food into the menu. The center pieces are also a vulnerability to the budget because having a 360 view makes it a little more expensive than the small center pieces. Having tall tree center pieces helps enhance the overall theme and gives the room a visual appeal. If we are unable to have a 360 view center piece there are options to go with a smaller center piece and still have an impression. As your event planner, I will have 3-4 options for you to pick from and we can see what option fits best with the budget and theme.

If the fundraising gala had a budget of $200,000, I would use telegrams as invitations. Everyone will receive a singing telegram with a choir singing Seasons of Love. Another option would be while the 303 guest just sat down for dinner and after they have received their salads from the waiters, a choir floods the room singing Seasons of Love. There will be gobos of the words surrounding the walls of the room. Both of these ideas help magnify the message because the song is about love and remembering.

With a $50,000 budget, I would have the event during the hours of 2pm-4pm at the CEO home. Having the fundraising event during that time will give the opportunity to only serve passed hors d'oeuvres.

Environment

The guest will turn into the hotel entrance and pull up at the turn around for the valet parking. There, they will be get led into the hotel through the lobby. Each step, they will be greeted by a hospital volunteer welcoming them to the event. There will be a wrought iron easel at the

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cocktail entrance with Atlanta Hospital logo on it. Guest will enter the cocktail reception with a quarter band playing uplifting and inspiration music and there will be two volunteers greeting them as they enter through the doors at the registration table. Guest will check in and the table host and people sitting at the head tables will get the numbers to their seats, which will be reserved. On the side of the doors will be tall potted ficus with twinkle lights on each side. The potted ficus will represent "The Giving Tree" theme. The cocktail reception will be located right outside the dinner room doors. The cocktail reception is a long wide "hallway" like location that has wide windows that look out into the hotel garden. There will also be 6 tall trees throughout the cocktail reception that hangs testimonies of patients so attendees can read and share other's stories and pledges people want to give for the Atlanta Hospital. There will be 8 six-foot length tables spaced out in the "hallway" that will include the silent auction pieces for guest to bid on while mingling. For the cocktail reception, there will be 6 high boys. Each high boy will have an apple candle in the middle. This will help bring out the message of the giving tree and how the apple tree happily gave the boy her apples to make money. There will also be an open bar section in between the double doors that lead to the ballroom. The open bar will stay open for an hour. The open bar will close at the start of the program. The cocktail reception will last from 7pm-8pm and dinner will start at 8pm. The doors of the ballroom will open up and guest will walk into a room filled with twinkling lights and trees gobos surrounding the walls of the room. The ambiance of the tall tree center pieces will enhance the look of the room and their tree favors will bring excitement. The people sitting at the head tables (only 2 head tables) will already have their reserved seating and the rest of the guest can fill where ever they choose. The ballroom seating will have 38 tables total.

High boy centerpieces

Table center pieces

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Table setting for 38 tablesThe room selection from the Sonesta Hotel is the Georgia Ballroom. It's the hotels most elegant and popular ballroom. There are chandeliers that have tree branches with leaves coming off them. I loved that idea and it helps tie the message back into the theme. "The Giving Tree" representing giving with a selfless heart.

Chandeliers in ballroom have leaves on sides, great for The Giving Tree theme

Front entrance of hotel Location of valet parking

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Idea of how stage will look 2 volunteers will greet guest before entering the reception. Location of the cocktail and

reception area- "hallway"

Another angle into the cocktail reception View of the ballroom

The level of food chosen was plated deluxe meal. I want the guest to experience great food and entertainment for the night. Choosing a deluxe package will allow us to play around with some fun ideas that tie back into the message. For example, for the salad we can have apples in them and for dessert we can have roasted apples with ice cream. The apple tree in the book was someone who gave and was happy she gave. For the "extra" special something, there will be a 15 minute play of The Giving Tree being acted out by a local theatre company in Atlanta, Horizon Theatre. The narrator of the play will be surprise guest Oprah Winfrey. As the guests receive their salads at the start of the dinner, they will get that element of surprise and it will set the tone for the rest of the night, giving with a happy heart.

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Timing/Date: Saturday, April 18, 2015 7:00pm reception and silent auction, 8:00pm dinner

The A/V plan will support the event by enhancing the event visual appeal, creating a great sound system and having enhanced lights to make the room look magical. There will be tree gobos throughout the event walls in the ballroom. During the play, the sound will sound like surround sound to give a great impact (in addition to Oprah being the narrator!).

Tree gobos surrounding the walls of the ballroom (both pictures)

Guest with disabilities:There are a total of 5 guests with disability including a pregnant woman. These are the list of guest that will attend with disabilities:1. Toni Kaslow- board member uses wheelchair2. Victor England- community leader uses wheelchair3. Cassie Manatunga- potential donor, pregnant4. Timothy Stames- community leader uses walker5. Stephen R. White- potential donor, hard of hearingFor Kaslow and England, there will be no need for using an elevator because the event location is located on the main level of the hotel. Prior to the event we will contact both parties and ask them how they would like to be seated at the event, to sit in their wheelchair at the dinner table

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or would they need assistance on sitting in a regular chair if they wanted to. We will also make sure that the tables in the ballroom are spaced out enough for the wheelchairs to pass through. Upon their arrival, we will have a volunteer waiting on them to assist them if they have any further questions or concerns. We contacted Manatunga to see how many months pregnant she is. She is 81/2 along so just as a measure of caution, we have a room waiting for her at the Atlanta Hospital just in case she goes into premature labor. Stames was also contacted ahead of time and he would like to have his walker within reach. There will be 38 60" round tables in the ballroom for dinner, each will seat 8 persons. The table that will seat Stames will only seat 7 persons and his walker will replace the 8th seat. White asked if he could receive a listening device and sit close enough to the stage.

Environmentally sensitive checklist: Will have the thermostat set at 76 degrees The A/v lighting company will use LED lights to help use less energy and heat. This will

also help keep the room cool. The apples that will be used for the hors d'oeuvres will be from a local Georgia farm that

grows organic fruits and vegetables. The trees being used for the center pieces are non-perishables and will be planted around

the exterior of Atlanta Hospital. The food menu from the garden will include vegetarian options for guest. All event staff, including caters, are instructed to separate recycling and composting into

the appropriate containers. The hospital volunteers were encouraged to carpool or use public transportation.

Post event follow up:With every client, we give them a feedback form to fill out. We want to make sure that we are always improving ourselves and making the client happy. We would also send our client a thank you letter with a small token of appreciation. We will ensure that the message/theme the client wanted for the event was implemented and executed properly.

Event Program

Evening's CelebrationSaturday, April 16, 2015

WELCOME Dr. John Telluride, Founder and CEO, Atlanta HospitalRECOGNITION Dr. John TellurideA CARING STORY Thomas "Bouncy" Mayfield, celebrity-former boxerBLESSING Reverend William Harris, Hospital Program ChaplinDINNER

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SPECIAL PRESENTATION Horizon Theatre, AtlantaLIVE AUCTION Joseph and Mary, Area philanthropist, co-chairs fundraising committeeA CARING STORY Committee members and department headsCLOSING REMARKS Dr. Ryan Bold, Board Co-Chair

Example of event program design, represents the apple tree

Head Tables and Table Host ListTables 3 and 4 will be reserved for the head tables. Guest sitting at the head table will receive a card with their table number at the registration table upon entering the cocktail reception. The table host will have a special reserve tag on their table so they will know that they sit with their back facing the stage. The special guest will sit in front of the stage next to the table host tables. The table host will engage in conversation having a focused conversation. Where there is no reserve seating, there will be open seating for the rest of the guest. The head table guest for table 3 will include:

1. Dr. John Telluride, table host2. Matthew Reith3. Gouthami Hanes4. Tammy Rosenberg5. Michales Adams6. Scott Ader7. Paul Albert

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8. Deniis AndrewsTable 4 will include:

1. Dr. Sheila Allgood, table host2. Tammy Rosenberg3. Kenneth Aaberg4. Chad Wood5. Stanley Young6. Christopher Cross7. Nanette Batterson8. David Baron

***If you would like someone else in replace of these people, let me know and I'll make the necessary changes.

Caterer Dietary Restrictions: this form will be given to the caterer

1. Carolyn Ali- please substitute a vegetarian main dish. Eggs and dairy are fine2. Tammy Rosenberg- vegetarian but can eat fish3. Alexis Bleau- allergic to berries4. Craig Boulis- does not eat beef5. Tom Bowman- severe nut allergy6. Catherine Wilkerson- vegetarian but lacto is OK7. Laura Rye- vegetarian8. Thomas Buzbee- allergic to all nuts, no peanuts or peanut oil9. Alexander Compton- can't eat anything cooked in alcohol or with alcohol10. Lois Conway- no meat at all, but can eat fish11. Victor England- vegetarian12. Caitlin Thompson- no meat, but can eat fish13. Beth Hoffman14. Walter Holifield- no pork15. Stephen Knauft- only eats fish16. Darrah Lewis- vegetarian17. Lisa Anderson- vegetarian18. Gordon Horowitz- pescatarian19. David Mober- Vegetarian option20. Joshua James- no pork or shellfish21. Bill Moreno- no pork or shellfish22. Susan Negi- gluetn free meal23. David Rogers- allergic to seafood in general, particularly allergic to fish

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24. Shavonda Li- no seafood25. Brittany Sanders- no seafood26. Wesley Shanor- fish and chicken only27. Alec Specner- vegetarian28. Timothy Stames- allergies to tree nuts and peanuts29. Johanna Belsole- sung vegetarian, but eats fish30. Lauren Parlin- no pork31. Brett Taylor- no pork32. Seth Winn- vegetarian, no meat or fish33. Amanda Teodorescu- vegetarian, no animals not even fish34. Laura Bleau- no sodium35. Brooks Urguhart- no sodium36. Ali Weeks- allergic to green peas37. Stephen R. White- vegetarian, fish is OK38. Danielle Yang- vegetarian, no meat, poultry, fish. eggs are OK39. Caitlin Zhou- no red meat40. Teri Pill- has egg allergies

TimelineSaturday, April 18, 2015

12:00 Event planner and hospital volunteers arrive(Hotel will have setup complete upon arrival)

12:30 liens arrive (BBJ Liens), programs1:00 Chef arrives (starts to prepare cocktail food and dinner food)2:00 A/V and lighting set up3:00 Set up silent auction items4:00 Horizon Theatre Company arrive to practice on stage and make necessary

changes4:30 Floral arrive (party favors and tree centerpieces)6:15 String quartet band arrive6:15 Photographer arrives6:30 doors open7:00 Cocktail reception and silent auction start8:00 Ballroom doors open8:30 Dinner, special presentation with Oprah9:00 Live Auction

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9:30 A caring story remarks10:00 closing remarks11:00 Clean up