AC – Set temperature to 65 degrees a minimum of 90 minutes before donors arrive (3:30pm)

Catering – review timeline for salads and desserts down and picked up, review entree down, review no service during FAN speaker and FAN auctioneer (3:40pm)

AV – Audio Visual should have all audio, videos, PowerPoint slides, lighting and all other assets setup and tested one hour before donors arrive. AV should have a minimum of 3 handheld wireless microphones ready with fresh batteries. AV should be ready for mic checks and speaker ROS run through one hour before donors arrive (3:45pm)

Auctioneer Updates – meet with auctioneer to give final updates and review the event (3:50)

ROS Run Through – all program speakers, emcee, auctioneer and event chair should do a program run through (4:00pm)

Check In – review process for check in, be sure every donor gets a unique paddle number (for example husband and wife each get a different bid number). Also remind check in to give every person a bid number (don’t give option of “would you like a bid number?) (4:20pm)

Bars – be sure to have a minimum of 2 bars, be sure to have water and beverages on ice (4:30pm)

Training – review with personnel who are selling cards, tickets or revenue enhancers during cocktail hour on how to be effective. Auctioneer can lead training. Important to have a minimum of 3 people doing this that are outgoing and fearless (4:30pm)

Huddle – standing circle of all staff and volunteers to empower everyone about why we are here, final questions anyone and energize everyone for success (4:40pm)

Parking & Signage – have all staff, volunteers, and vendors move cars to furthest spots from front entrance. Review signage and collateral is all placed appropriately for optimal revenue generation and positive donor experience (4:50pm)

Bonus Pro Tip – Plan to give yourself 10 minutes before donors arrive to sit and relax. Take a break to get your mind right. This is a big night, we all need to be in a good state to welcome our donors as they arrive. (Doors open 5:00pm)