Week 15: Spring Semester

I believe that this is one of my final, if not final, blog post for Visions Film Festival & Conference. This week, I have been working on editing my part of the Visions6 DVD and updating the manual with what I've learned from this semester. Starting last class, I began editing my section of the Development manual. I am adding information from my experience throwing the Valentine's Day Party and everything leading up to the after party.

In regards to the after party, my updates will include the venue, catering, decorations, and all of the work and collaboration that went into the night. I will also include all the things that went well and what can be improved on. Going back over blog posts also help me not to forget to add important information in the manual that may have slipped my mind.

On Sunday, Simone and I met in the edit lab to edit the footage of Katie Comfort speaking at the conference block. There wasn't any in-camera sound from two of the shot sources, which made it really hard to sync. Nevertheless, I was able to since video and sound and Simone and I began the process of cutting Katie's presentation down to around twelve minutes. I wanted to take out as many "umms" and "uhs" as possible, which helped me shave down some time, but it was hard and unnatural feeling to cut down on too many of them.

Overall, I think that this week has been very efficient and I am excited to have this DVD be finished! I am so proud of everyone who has worked so hard within Visions6!

Week 14: Spring Semester

Last Friday was the big day! All of our time, dedication, and hard work finally paid off in the sixth annual Visions Film Festival & Conference! I couldn't have been prouder of the staff, volunteers, and guests that helped make Visions6 a reality. Like everyone on staff, I had responsibilities throughout the day, including duties at the registration table, moderating the conference block, and running the after party.

The registration table went really smoothly. Hayley's way of organization helped with time efficiency and overall appearance of the table when looking to hand out badges. There wasn't a moment of total chaos. If there wasn't a prepared badge, we quickly and easily made a badge for the guest in an appropriate manner. Overall, working the registration table was easy thanks to Hayley being so prepared.

Grace and I met together as well as with our assigned mentor-professor, Kase, to prepare for moderating the conference block. Kase made many great points, including having questions prepared that all could answer as well as individual scholars who weren't asked as many questions from the audience. This advice came in handy when moderating. The scholars had amazing presentations and were asked great questions during the Q&A, but one scholar wasn't asked any questions. Grace was able to ask her a question and include her into the discussion. It helped make the Q&A inclusive to all of our scholars.

In preparation for the after party, I was expecting to have a bigger number of people help me set up. Unfortunately, I didn't have the number of people I expected to have but in the end we made it work! Samantha, a member of the Development and Fundraising Department, left around 7:30 pm to pick up the dessert, cupcakes and fresh fruit, as well as helium-filled balloons. At 9pm, Michelle brought Tyler, Hayley, and I downtown to Hell's Kitchen. The bar was still open until 10:30ish to the public, so we did a lot of the set up in the back. It was a little hard to try to set up some of the things in the back, but we had to set up all glow stick items since they only last so many hours. But if something can be set up before getting to the after party location, make sure you do it, because you're probably not going to have a lot of time. People arrived to the party early; at 10:35ish, we already had about 10 guests. This added to my stress, but once I was able to stop setting things up in the back, organize decorations in the front the way I wanted them, and dim the lights, the venue looked great!

The drink menu was a hit and really helped with sales, which was a concern of mine since the venue was free and they wanted to make sure that they made money that night. I also went around with glow sticks and passed them out to all of the guests to create the "galaxy"-like atmosphere. The DJ, Free Waterfall, was a hit! A lot of people told me that they liked what he played and that they wanted to use him. It was a little hard to herd the crowd out of the bar at the end, but I realized that I should have given them an earlier warning of when the party would be down. I only let them know about 5 minutes until the end of the party. There are a few things that I would have improved on, such as making sure we had a camera for the step and repeat solely, and not used for interviews, but no one seemed to mind and took plenty of photos on their own. Everyone seemed to enjoy themselves, which is what really matters in the end.

Week 13: Spring Semester

This is the week! This weekend is all about preparing for the day of the event! It's finally here! I have bought almost all of the party decorations. After class last week, Tyler, Carson, Anthony and I went to Hell's Kitchen to meet with the the bar's technician, Glen, to find out how the electrical system is wired. They were able to learn a lot about the tech set up and came up with a game plan for the video installation. They told me that I needed to order a RF modulator off of Amazon for their tech set up. I ordered the modulator with the BB&T gift card and the payment went through and it all seemed well. I checked on it again and Amazon stated that the payment didn't process correctly, which I think was because of the gift card. Wanting the modulator to get here before the after party, I ordered the piece with my card. This is definitely something that I want to note in the manual because it is really important for the sake of the event for things to arrive on time and if I didn't check the process of the modulator's shipment, then I wouldn't have seen that it didn't ship. The staff always needs to be on top of all online purchases.

I also spoke with Samantha and we made a game plan for how to pick up items the day of, such as cupcakes, so that they can be received to us before the cupcake store closes and before the after party starts. I'll be spending the remainder of the week making sure that I truly have everything I need, all questions about the after party are answered, and that everyone knows where they need to go. I am really excited for the night!

Week 12: Spring Semester

With only two weeks until Visions Film Festival & Conference, I have had my eyes set on the after party. This week was all about finalizing the details at the after party location, confirming the DJ, and having meetings with different departments to make sure that everything is set.

I met with the owner and manager of Hell's Kitchen this week to go over how the night will go for the after party. I am working directly with the manager with catering at the location, decorations, the drink menu, and the tech. The owner offered his tech guy to come and meet with Carson and Tyler so they won't have to guess how the set up in Hell's Kitchen works but be told directly.

After emailing Free Waterfall, he agreed to DJ the after party. I let him know via email the location and the hours of the after party and once he agreed, I asked to have a phone conversation with him in order to relay the space theme of Visions and how we would like music that matched the theme, was perfect to listen to while networking, and able to have people dance to. He also has all of his own equipment, from speakers to a mic, so we don't need to provide any of that.

I have met with Carson this past week to go over what the banner on the website will look like. I also wrote up a description of the after party for the website. I had Zoe approve it and then it was sent to Carson to be put on the website. I met with Samantha to go over the art that is needed for the after party. She designed the drink menu, cupcake labels, and signs to promote the hashtag for EventsTag. I have also been in communication with Mariah about decorations and what we can use at both Visions Festival & Conference and the after party. We also came up with a game plan to use the glow-in-the-dark galaxy mason jars at both locations and to last! Overall, I have had a very productive week!

Week 11: Spring Semester

During Easter Break, I completed tasks in regard to the After Party. One of my main goals was to secure entertainment, catering (including food and dessert), as well as tech for the day of the event. I scheduled a call with Kelsey, the manager of Hell's Kitchen. I wrote up a list of questions to ask her so I could make sure to get everything covered in our phone call:

1. Television Tech: I asked her to update me on whether we could use the televisions in the bar and she told me yes. We would just need to be able to put the televisions back the way we found them. In order to find out exactly how those televisions work, I asked if I could have a member of my team come down and check out how the televisions are set up and she told me that would be fine. 

2. Entertainment: Kelsey said Hell's Kitchen is totally available to have a DJ but we will need to bring all of our own tech, from the speakers to turntables. 

3. Catering: I officially placed the Hell's Kitchen order with Kelsey and was able to get a total that I could add into my purchasing spreadsheet, which is located in the V6 After Party folder of the Drive. I also made the changes to the cupcake order and received the invoice to pay for them. All information regarding purchasing can, to repeat, be found in the Google Drive.

4. I also received confirmation to use outlets as well as the projector light. 

On the lines of entertainment, I contacted Aaron about VJ/DJ with a techno/space theme and he said that the most space sounding DJ that he knows is Free Waterfall. He gave me his contact information. I also decided to bring up to the class the option of working with a previous DJ and having him customize a very spacey-themed playlist. Overall, I am very excited and believe that it will be a great event!

Week 10: Spring Semester

I have had a pretty busy week but I am happy that many of the details of the after party are winding down! Finalizing the budget has been quite fun and informative! During our departmental meeting, I had my department go through my budget for the after party and see if they approved of it all. I explained each item's use from decoration to catering. They helped me change up the catering list a bit to account for people with a variety of taste buds. With their finalization (which worked out well because I really wanted other people's opinion), I put in the request for the cupcake order for dessert with Hot Pink Cupcakes and I ordered a Kaleidoscope Projector Light from Spencer's Online. I also emailed Hell's Kitchen's manager to inquire on when I should put in the catering order. The rest of the purchases will be made in stores.

A member of my department also asked me for my advice on how to ask approach people for donations and it felt really nice to be needed by my department, which I think is something that we should all take into account moving forward in Visions and any similar work. Being there for your department makes you feel wanted as well as helps your team out!

Week 9: Spring Semester

Last week was Spring Break so I didn't make a post. I see after reading my fellow classmates blogs that I should have for the previous week. I apologize but I will move forward from here and speak of what I have done over the break! I was excited for all of the fun party planning (especially decorations) for the after party. I really wanted to stay more on a space/galaxy theme for the party rather than just icons of famous aliens or sci-fi characters. With that in mind, looking for decorations was challenging but fun. One of the my favorite finds is the Kaleidoscope light projector that I found on Spencer's Online. It is a fairly small and inexpensive light that creates out of this world colorful light design on walls. I think it will be perfect for the after party. Upon inquiring about bands/performers for the night, I asked the class as well as my contacts in the concert committee of ACE. Both contacts offered me a few names, which led me to my top choice: The Smoothrays. I have contacted them to see if they are interested in performing but since they are also UNCW students, they may take a little after Spring Break to respond. I also met a local band called UNITY who I checked out online. They are very eager to play events in Wilmington, which is great for us to work with. Due to Hell's Kitchen being free, they want us to purchase some food for the party from them in order to make something out of it. I have been working with the manager Kelsey on details about the after party and she has been helpful.

Week 7: Spring Semester

This week I confirmed our after party location, which will be at Hell's Kitchen right after Visions6's last block. I am very excited for this location, seeing that it is downtown, will hold all of our guests, and there is a stage area as well as a small back room with a pool table. I have been working with Hell's Kitchen's manager Kelsey to confirm or private event. She has been very helpful. She gave me the name of the owner to get in contact with first, who never responded to me, so I called her back and we have been working on the details together since. We have exchanged phone numbers and email addresses for maximum communication and clarity. The lesson that I have learned out of this process is to not be afraid to reach out again to those you have already talked to if things go wrong. Make sure to let them know that you are struggling to communicate with the proper party and they will be able to sympathize and help you out. As I move forward, I am looking into a band for the night of and am doing further research on decorations. I will be working with the necessary Visions6 staff to make sure that the party is a hit!

Week 6 Spring Semester

This week was the fight for more funds in the budget proposal competition. I, as well as members of many departments, presented in the class for extra funds that our department could use. Though I presented, I did not receive anymore funds due to already having a budget of $1000. With this amount, more than anyone has ever received for an after party, I believe that I can create an amazing party. We decided that our after party location is going to be at Hell's Kitchen in downtown Wilmington. I have called them twice and have received the email of the owner, which was told to me to be the best form of communication with him. I emailed him and am now awaiting on his response. This weekend, I will be going to Hell's Kitchen in order to speak to them in person. I have also added on my trello list to have a meeting with Mariah to talk about swag bag items and which items could double as decorations for the after party. I also created SMART goals for the party that I have put into my Google Drive staff folder. I am really excited to see where I can take this party, especially with the other two parties successfully completed.

Week 5 Spring Semester

Week 5 was the week of the Valentine's Day fundraising party, "Love You to the Moon and Back." We held it at the Calico Room in downtown Wilmington. Wake N Bake Donuts donated two dozen donuts and we had a DJ from Hawkstream Radio donated his time. Having it at the Calico Room, which is the location we had our Halloween Fundraising party, made it faster and easier to set up. We had a an amazing raffle basket with vouchers from Wellness Massage, Hanover Stables, Carmike Cinema, and more. We had our Lip Sync Battle and a "kissing booth" contest in which people guessed the number of Hershey's kisses in a jar. There was a decent crowd throughout the party, with many people interested in the party and coming off from the streets. Our $5 cover charge worked well in raising money. Overall, we made $385 between the cover charge and the raffle basket. All of the Visions6 Staff was hard working and we everyone was nice and present at each of their positions. People came up to me telling me that they were having a great time and that they would help Visions in any way they can. I'll make sure to talk to those people to bring in people in Visions6, the event! I am so excited for the rest of the year and the after party!

Week 4 Spring Semester

This week is the week before the fundraising party. I have spent time organizing and preparing everything I need for class this Tuesday. I will need to go over how the day of show plan will go, from set up, time of the party, and breakdown. I have also made the sign-up sheets last Thursday and Friday for what the staff will be doing during the party as well as who can be a designated driver. I have also written up our contests, the game room games, and the contents of the raffle basket. This weekend, I have shopped for all necessary decorations, picked up the final raffle basket certificate, and have begun putting the raffle basket together. I have confirmed once again the use of The Calico Room with the owner, especially in regard to the use of the speakers. The previous party brought in a lot of business to the venue, so I think that having a party there again will be a mutually beneficial relationship. I have also spoken with my after party team and have assigned them each two locations to find out the maximum capacity, capability of having a private event, the reservation fee, and whether they are willing to have those under 21. Crew evaluations were also due this week, which I was sure to turn in Saturday.

Week 3 Spring Semester

This has been quite the bust week with regards to the after party. Last class, Shannon gave me the best advice of making not only an A List of places to have the after party, but a B, C, and D List in case I couldn't get my top picks. Unfortunately, this week revealed that my dream of having the after party at the Satellite Bar and Lounge was just that: a dream. The owner wouldn't budge on keeping the evening open to the public, not wanting to tick off his usual customers and lose out on what could be made for him during that time. Contacting my other lists turned out to be helpful. I learned that some venues are opened as a pool hall instead of as a bar, allowing to have more freedom with events. Burnt Mill Creek, for example, is able to make private events due to this detail. The owner was able to talk to me about many different options he could provide for the night, on top of having a free event. Though my Burnt Mill Creek conversation was a success, the main problem I have been running into this week is people simply not answering their phones or being at their locations. Some locations do not even open until really late at night, which makes it harder to get in contact with them. The best lesson I have learned is to not be afraid to leave several voicemail messages. It can help them remember that they need to call you. Overall, this week was a very good learning experience!

Week 2 Spring Semester

It's only the second week back this semester and we already in the middle of many things. Meeting with my department on Friday helped me think through some of the details of the Valentine's Day Party. James suggested that I make two raffle baskets with the prizes that I have received. I think that it is a good suggestion and I will begin splitting up the prizes that seem appropriate for a date night for two versus a "treat yourself" solo basket. I also called Apple Annie's on Friday for a second time to inquire about catering but the manager wasn't there so they took a message. I went on Saturday in person but since the manager was also absent that day, it didn't do me any good. The best course of action in this case was to ask for when the manager would be in and call back then. I have also emailed several other bakeries in the area as a back up. I also filled out the Kilwin's donation form for catering and will submit that for approval. They promise to get back to me within a few days, which is really nice to have. Today, Monday, I went and picked up the horse ride voucher for the raffle basket.

In regards to the after party, I have emailed several possible locations, hearing back from Ironclad Brewery and Satellite Bar and Lounge. I was given the max capacity and told that both locations were available the day of the after party. Ironclad is quite an expensive location to have the after party, however. As I look back at this process, I am very thankful to all the kind people that have helped me, especially my department. They have been amazing!

Dirty Dozen: After Party

1. What is the project supposed to achieve?
The Visions6 After Party is to celebrate those involved and who attended Visions Film Festival & Conference. It is a time for networking, socializing, and celebrating all that we accomplished as part of Visions6.

2. Who is the customer?
Our customer is the guests of Visions6 as well a all of the filmmakers and scholars involved in the festival & conference.

3. What are the deliverables of the project?
It is projected that we will have awards for the winning filmmakers and scholars as well as food and activities to promote socializing/networking for our guests.

4. What is the budget?
 As of now, the budget is $1,000.

5. How long will it take?
This event will be held on Friday, April 15th and I plan on using each week diligently to create an amazing event with the Visions6 team.

6. What specific skills are needed?
 I will need to have communication skills, especially over the phone. I must also have the ability to budget, plan, and organize all materials needed for this party. Creativity is necessary to decorate the party space, as well as the ability to work with others to create an inviting atmosphere for guests. 

7. What special resources are needed?
It's important to have a list of local businesses to ask for donations from. It is also important to work with local venues in order to have an amazing space for the after party.

8. Who is working the project? What is each person's job?
My role is to lead the planning of the After Party. I am working with Adrienne, the head of the Development and Fundraising Department, to make sure this event is everything that it can be. I will also have Carson, who will assist me with all technical aspects of the party, and Samantha, who will be my assistant to make sure that we obtain everything we need and everything runs according to our schedule.

9. What is the schedule?
 

• 3 Location Options by 1/25
• Looking into Catering Option, confirmed by by 2/23
• Confirm DJ/Band by 3/8
• Equipment & Other Supplies by 3/15
• Working on Due Date for Budget with Department before end of February
•  Day Before: Confirm that everything is reserved and all items are present.
  Day of Show: Arrive early to venue and set up party

10. What are the risks? (Small vs. large impact, likely vs. unlikely)

• Large impact, likely: We won't give enough business to the bar at our location, making it not worth it to them.
• Large impact, somewhat likely: We lose our location to a wedding/bigger event.
• Large impact, unlikely: Filmmakers and scholars will not come, thus networking will be at a minimum. 
• Small impact, likely: We will not have every decoration that we plan for.
• Small impact, unlikely: We will end up losing the location.

11. How will you communicate with your team?
We will communicate through our team's Facebook page and through calls and texting.

12. How will you determine if the project is successful?
By the amount of people present and enjoying themselves as well as how the filmmakers and scholars receive the event, making them want to tell their friends to submit to Visions7!

Week 1 Spring Semester

Hello again! I'm happy to be back with my weekly check-ins. It's been a busy time for me with the Valentine's Day party coming up in the next few weeks. The last two weeks, I have been planning the Love You to the Stars Valentine's Day Party, starting from 2/4/2015. The main and must crucial thing that I did was contact the Calico Room to reserve the place for that night. Having the owner's email address, I sent her an inquiry and she responded within two days, confirming that we could have the party there. I then began calling catering options, starting with Wake N Bake Donuts. They were able to offer a couple dozen variety donuts! I also called Kilwin's, Hot Pink Cake Stand, and Apple Annie's Bakery. I also came up with some games to play as well as our next raffle basket: The Perfect Date Night/Treat Yourself Basket. The basket will include gift certificates from Bluewater Waterfront Grill, Game Giant, Hanover Stables, Wellness Massage, Carmike Cinema Movie Passes, and theater candy/chocolates. I worked my department on Wednesday to come up with the name of the party: Love You to the Stars. 

Since Winter Break, James and I have been working with the Development Department to create the Galaxy Quest scavenger hunt. We worked by coming up with the locations that the quest will take place, keeping it towards the Fisher side of campus so participants don't have to walk too far. We then decided how many clues we wanted to have, and broke up the locations between the four of us to write clues for those locations. Starting around the 4th, I contacted Campus Reservations to get permission to put clues up in the buildings. They only can help you with inside of the Fishers so contact Tina Strickland for all other locations! She is really hard to get a quick answer from via email so go in person! It will save time. As the event began, we realized people wouldn't have as much time due to the buildings being closed on MLK Day. We will definitely keep this mind for the manuals so next year doesn't do this.