E.                                           Albany Institute of History and Art – lots needed here!

a.        Contract negotiated and signed.

b.       Must get floor plans

c.        Must determine where caterers go (determine food and beverage offerings and get signed contract), harpist, room decorations, history exhibits, cocktail tables, chairs, info tables, etc. Make sure everything has been okayed to bring in by AIHA. Janie, please add everything you will be bringing in for event!

d.       Staging area for photo shoot – work out with AIHA photo area and how folks are sitting, standing, and going on risers. If artist is bringing in risers clear with AIHA for delivery, set-up, and tear-down. Must also determine how to get the different levels of sponsorships/people in the shoot quickly and efficiently…we discussed color coding on name tags and spot on floor. Perhaps the small round colored stickers from an office store for the floor and to be put on the name tag. Pre-plan and have the name tags already made up with the correct color sticker.

e.        How and where did you work out the observation area for the telescopes and star gazing? Make sure you have enough volunteers in this area as well. We really need a walk through soon to chart everything out.

f.         Will the cloak room be open?

g.       What other things are happening w/in building to be concerned with?