Lessons+Learned+and+Suggestions+for+NYE+2011

=Lessons Learned from NYE 2010:=
 * ===Area=== || ===Successes 2010=== || ===Needs Improvement=== || ===Problem Areas to Address 2011=== ||
 * Entertainment || * DJ's did wonderful job mixing music
 * Judy as a director - she was great to work with
 * Actor Green Room near the staging area but away from patrons
 * Hot food instead of cold sandwiches
 * Liked thrust space better than in the round
 * Director hand-picked cast - that makes it easier for rehearsal process and chemistry between characters
 * Loved having actual hotel rooms for the actors - gave several the opportunity to shower and even to nap between rehearsal and show
 * Director and SM got to see the space early on in the process || * Good idea to let actors and DJ's tour the space a week or two before the event
 * Not enough food for cast and crew
 * Noisy cart during show was a distraction
 * Need a separate room for actors to eat and dress.
 * Need to make sure that any changes in "deals" concerning actors' rooms, etc are communicated with director || * Pizza not a good food choice for actors - hotel staff came in several times to bring new pizza and some actors were in various states of undress
 * Pizza was not good and wasn't what was ordered
 * No budget for murder mystery - needs a small budget for costumes and props
 * Make sure that crew (SM and Director) are included in food count or as volunteers ||
 * AV Needs || * Pleased with the festive lighting during dancing
 * Hotel AV team was great - helpful and friendly - even got the name of a new volunteer for theatre!
 * Good that we could control lighting during the evening - make changes as necessary || * Canned lighting for silent auction area was not provided as promised
 * Coat check room did not have an attendant as promised || * Need to make sure that someone with a lighting background works from the beginning with planner for AV needs
 * Have hotel AV workers pre-program light board so that DJ's can make lighting changes from the DJ boards ||
 * Hotel/Food || * Tammy felt we had lots of luck on our side this year - the Hyatt Regency really wanted our business and they went all out to accommodate us
 * The contact at the hotel - Peggy - was very helpful, friendly and excellent at working with us
 * Felt the trust of the hotel management throughout the process - very professional - you could tell that the people in charge had a long history of service
 * Great having a team of planners work with the hotel - especially to have Treasurer be part of the team and someone connected with the murder mystery
 * Great space - felt intimate even though it was much bigger than last year's space
 * Desserts were set out earlier than expected - but it worked very well. (Helped Silent Auction - so that patrons didn't use most of intermission getting dessert - but came over to bid again.)
 * Liked that the food was set out in smaller batches and replaced often
 * Overall - food was excellent || * Communication with whole NYE committee needs improving next year. The planners new what was going on - but needed to communicate with the whole committee more
 * Pool view was nice - but didn't add to the ambiance of the room the way we thought it would
 * Many felt the drinks were a bit weak || * Felt there was some negativity that afternoon and night from committee members - would be improved with better communication prior to the event
 * Need to include tips for excellent service by special staff the night of the event in the NYE budget ||
 * Publicity || * Lots of Constant Contacts sent out for the event to keep our patron base informed || * Mailers need to go out earlier
 * Check on number of mailers (too many) and posters (about right) || * More people need to look over ad/poster/fliers ahead of time before printing - once again had mistakes that needed to be addressed after the fact ||
 * Reservations || * Online reservations is the best way - most reservations made through TTTC
 * Good to download the TTTC reservation list every day to make sure have complete records
 * Even though we heard that patron was unable to come to event - we still placed them at a table - good since they gave their tickets to someone else in the family to attend and we were prepared for them. || * Glitch with TTTC once we went to one price
 * Phone reservations - need to check all mailboxes. Make sure reservation chair has all information about using phone system and how to check all mailboxes || * Online ticket sales cutoff was too early. Should be 4 hours prior - like a show. Make sure that by Dec. 30 stating how many seats are left to sell
 * Need someway to make patrons more aware of stating if there are other guest they wish to sit with. It was a box on the TTTC site - but several didn't complete any special requests and asked to be moved at check-in time
 * Check-in table needs to have lots of purple and white to identify us as Runway Theatre. ||
 * Silent Auction || * Good that we brought pole lights with us - helped with lighting
 * Lighting attracted patrons over to Silent Auction
 * Great display of items
 * Placing smaller items in themed baskets was a great idea. They really added to the display
 * Great committee - got lots of donations
 * Proxy bid by ghost bidder! Great that people that had help set up but couldn't be at even or cast/crew fro mystery could decide if there was something they really liked - let ghost bidder know how much they were willing to bid.
 * Black linens really showed off the items
 * Wonderful volunteers that night! They really helped to keep things running smoothly.
 * Great display by CausEffects - really adds to the look of display. || * Too many items for the number of patrons that night - kept bids lower than expected
 * If we know will have large quantity of items - plan ahead for more tables
 * Closing times - show always seems to run over time. Need 10 minutes between table closings.
 * Bid sheets too large if full page - should be no bigger than half (portrait) or third (landscape) of page
 * Need more restaurant donations
 * || * Need to start gather donations much earlier - suggest starting in September/October so will be finished by early December.
 * If have new Silent Auction Chair - have a checklist of needs for the night of the event
 * Bar or check-in table closer to Silent Auction area.
 * Many items went for opening bid or weren't bid on at all. Maybe there are some places we don't need to ask again for donations - get list from 2010 Committee to see what didn't go well. ||
 * Volunteers || * Great group of volunteers!
 * Good that each volunteer had a schedule for the evening
 * Volunteer schedule worked well
 * Volunteers only had to pay for any drinks throughout the night || * Had harder time than expected recruiting volunteers for the evening. || * DJ's under entertainment or volunteers? Either way they also need a schedule for the night
 * Online form for NYE volunteers ||
 * IT || * NYE Silent Auction Donor list on website before event
 * Kept website up to date as information became available || * Need exact wording from Committee for what they want said on website || * Get menu sooner
 * Have all information ready when launch this event on website - dress, menu, cast list, etc. ||
 * General || * Great to see Bob in show - worked well for him to step in when another actor had to pullout due to major health issues
 * Everyone loved the space - very elegant
 * Hotel Security was aware and watchful of a suspicious party crasher
 * Great that treasurer and a member of crew for mystery part of the planning process - helped when questions arose concerning money or mystery needs
 * Flier insert to advertise event - just make sure all info correct || * Bigger block of rooms for patrons to reserve
 * Make sure the date of room block stated on website
 * Had some party crashers from other events in hotel - or overnight guests that came in after mystery
 * Didn't have someone at information/welcome table at Runway during each performance of show prior to event || * Ticket price may have kept some patrons from attending
 * Not enough meetings for whole committee - improve communication
 * Use the Runway Theatre Events wiki! Easy for all to access and use for communication
 * Better electronic communication - if not holding meetings ask area chairs to send updates about what is going on in their area
 * Better training for new area chairs
 * Need to review budget categories. Current categories more reflective of old event at convention center - not one at hotel
 * Set menu earlier - so can advertise it on website and for reservations to have information for questions
 * Create an online survey to send to patrons about event ||

=Suggestions for next year - NYE 2011:=
 * Price for 2010 was too high (after early bird special was over) We only sold 14 tickets this year after the early bird price ended - very unusual from past years
 * Do we need an early bird price? Or should early bird price be until Christmas?
 * Need to keep in mind that hotels will need our number guarantee 72 hours prior to event.
 * NYE 2011 will be on a Saturday night - often lower attendance when on a weekend - unless we can price this right.
 * Do we want to party at a hotel again or at home?
 * Dinner or just heavy hors d oeuvres and desserts?
 * Was having event at hotel property a problem? Construction on 114 and north airport entrance will be an issue - but it will not be a new issue by next December.
 * Begin planning earlier - maybe have VP start plans and then turn over to newly elected VP in the fall - but many plans already in place.