ACF LOS ANGELES EVENT PLANNING TOOL 
AND SUBMISSION FORM.

Q. Why should I fill out this form? 
This form will save you TIME, - you will have less phone calls to make, less phone tag and when we do met  in person you, your committee and the board will already be on the same page with you, we will have the basics and we will spend time solving problems and be ready to suggest resources to you sooner.  Mar/Com will be able to put your event into it's production schedule and have drafts and mock ups in place for your feedback, changes and final sign off much sooner. This will save us printing costs as well.

Q.  What happens after I submit this planner? 

After you submit the form the Marketing Communication chair will swing into action for you. Mar/Com will take the  information put it on our event page of the web site.  Mar/Com will start working to create and get your approval for : your wish list (i.e.-what you need for the event often these are donated food or services)  flyers, press releases, signs, posters and media related materials. Mar/Com will create a online credit card ticket order form for you (even if you don't have final cost yet Mar/Com can do all the rest of the form and just drop that final ticket price when you know final ticket price) Mar/Com will include your event in our newsletters. Mar/Com can also aid you in working with vendors/sponsors for your wish list and for any sponsorship opportunities your event may create or you wish to include. Mar/Com will forward your submission to the all board members. 

Q. Sounds good, how do I get started?

1. Before you submit this form, take a look at the information requested, you may want to print it out before you start to fill the form in now on the internet. Just find your browsers file button (top, left) click File and see the drop down menu and select print.  After you print this out just gather your information and then come back and enter your information in a few hours or a few days. 

Having said that, don't wait till you have all information-no one ever does!   If you don't have an answer for some parts, don't worry just put TBD (to be determined) in that space, or NA if does not apply.  

2. When you are ready just enter you information then scroll back up and down (left bar on your browser window) to review it then when you are ready click  the "Submit Form" Button at the bottom of the page.  You will then see a conformation page with your information. (You can print that out if you like) If you need to change something just hit the browsers "BACK BUTTON" at the top of your window and make your change then hit re-submit again. You will see your new changes. Mar/Com will take your last submission as your most accurate.

Thank you.  

NOTE: In general try to contact Host Chef three to six months in advance with all committee members and discuss arrangements. Traditionally the Host Chef has complete control of the menu. Although choice of menu is often offered and or a function of vendors donations. Leave the final draft to the Host Chef as the Host Chef  knows best what the house can do. (This advance time frame is needed for refining, board approval, advertisement, printing and communication, and of course seeking sponsorship.)

  • Please provide the following contact information:

    First Name
    Last Name
    Title
    Organization
    Street Address
    Address (cont.)
    City
    State/Province
    Zip/Postal Code
    Country
    Work Phone
    Home Phone
    Cell Phone
    FAX
    E-mail
    URL
    Best times to contact you.

  • Enter the date of ... : your event.

    -- mm/dd/yy  Ex. 09/27/03

  • Enter the start time of Your event

    -- hh:mm:ss am/pm Ex. 07:30:00 pm

  • Enter the end time of your event.

    -- hh:mm:ss am/pm

  • If possible enter, any why and how information regarding your event 
    and the official Name of your event and any ideas or copy for your flyer.


  • Who is the event chair or primary organizer of this event.

    Will you have an event committee for this event if so,
     what are there names and as much contact information as you have.

    Who is the Primary contact person at your event location 
    and what is their contact information and address of Venue?

    (Include Host Chef, Catering, Maitre D and there phones, cell,  fax, 
    email and web site if possible.)

    Arrangements:

    A. Reception Yes No

    • Included in total Price Yes No

    B. Not Host bar. (Information Only) Enter Beverage price list

    C. Proposed Menu (s) Enter menu at this point.

    D. DINNER CHARGES

    Include price per person, Show Gratuity %, Tax% and final Sub Total

    $

    WINE

    A. Included in menu price? Yes NO 

    B. House wine per person. (1/3 Bottle) Cost $

    C. Donated by: Name, Address, Phone, Fax and Email and Website.

    D. Corkage for donated wine:$

    E. Price per person, gratuity and tax show break out of these numbers and you final subtotal.

    $


    Program / Music Name, Address, Phone, Fax, Email, Web site. and Deposit / Final Payment

    Form of final payment, Date and Cost. 

    Program  /  Cost per person $

    Decorations: Description, contact information and cost.

    Decorations price per person $

    Other # 1 : Description, contact information and cost

    Other #1 price per person $

    Other # 2 : Description, contact information and cost

    Other #2 price per person $

    Other # 3 : Description, contact information and cost

    Other #3 price per person $

    TOTAL PROPOSED COST PER PERSON $ 

     

     

  • Any special instructions for this event?


  • Wish list for your event (what do you need help with) ?


  • How many people will you need to put this event on 
    (number of each type, hosts, wait staff, door person, bar tenders, 
    kitchen staff, parking, others?


ADDITIONAL INFORMATION:

1. Parking: Valet $ Self: $ Validation:Free:Yes No

  • Estimate how  many will attend or your target number. (Also event/room capacity number) 

    Room Diagram (Catering Manager for Secretary.) Fax to 310-479-3848

    Include and label podium position and screen position, tables, bar, panels, doors, kitchen entrance the more info the better, etc. Include rough feet dimensions. This can be hand drawn and faxed. Include event name and venues name at top. Suggestions: If you have not had a chance to see the room, when you do go it helps to take some pictures. Email them to us or fax or bring to meetings. Ask about parking and load in areas! Parking instructions are very important. If you have parking or load in info at this time please use this box.

    Table sizes: 8's 10's 12's

    Linens and decor color (s)

    Reception table: 8 foot, covered with 2 chairs 

    Raffle Table: 8 foot, covered  

    Podium with light and mike

    American flag and stand for Flag (s)

    Hotel Room Rates and information: 


    As far invitations to be sent out, do you have special instructions 
    or additional emails addresses beyond our current membership 
    ACF Los Angeles membership. If so please explain your needs.

  • Select any of the following options that your require for your event.
    Our in house Mar/Comm depart. will create content for first set of options 
    and help source services for you.

    CD Player
    DJ Style or music genre
    Live Music Style or music genre
    Video Recorders for recording event.
    Slide Show
    Power Point Presentation
    Video Presentation or Playback
    Do you need a screen? (If house has one do not mark check box .)
    Portable Audio Amps and Speakers  (If house has system do not check box,)
    Sponsor Funding
    Vendor Food Donations Type (s) of cuisine
    Wine or Sprit Donations
    Flyer for website Downloadable PDF
    Flyer for mailing
    Press Release for event
    Medals, Awards, Plaques, Cert., etc. 

    Menu Planning -Type of Cuisine or Theme

    Parking Support staff.
    Bar Set up and Bar Staff
    Tent  Size

    Other option for event

    Dimensions of house or room and ceiling height. H by L by W

SUBMITTED FOR APPROVAL

CHAIRMEN OF EVENT DATE:

This proposal must be submitted to the board of directors of approval no less than 6 weeks prior to event.

TICKET PRICE: MEMBER: $  

TICKET PRICE JUNIOR MEMBER:$

  • After you have  submitted this form for your event you must keep everyone up to date with changes by emailing or CC ing your committee members.. (Coming soon will be our online virtual work space which will aid us in event planning.)

  • Do you have any suggestions or comments?

We know you are busy, thank you for reviewing and submitting you event information. The Mar/Comm. chair will contact you as soon as possible.


Copyright © 2003 All rights reserved.
Revised: January 09, 2004