Event Production

Section 1: Event Finance

Area #1 – Accounting
* Create strict accounting rules ensuring greater transparency
* A/P and A/R (day-to-day accounting functions and data entry)
* Reconcile bank and other financial statements
* Prepare and file a range of financial documents including 990’s
* Preparing profit and loss financial report for Board and Staff Members
* Develop and manage organizational, event, and grant budgets
* Managed and tracked budgets using various software packages
* Create and distribute monthly budget performance reports

Professional Experience
* Accountant, American Federation of Teachers
* Office Administrator, Tulsa Fire Department
* Database Manager, Center for Public Integrity
* Database Manager, National Cathedral School
* Membership Associate, American Institute of Architects
* Membership Associate, Urban Land Institute
* Executive Director, DC Film Alliance (Budgeting)
* Chair, Adams Morgan Community Festival (Budgeting)
* Chair, The Cherry Fund (Budgeting)
* Chair, Youth Pride Alliance (Budgeting)
* Budget Counselor, Federation for the Homeless
* Budget Counselor, Sullivan County Cooperative Extension

Area #2 – Box Office / Registration
* Set ticket and table prices according to revenue goals
* Processed all ticket sales, orders, refunds, and fulfillment
* Responded to all patron’s complaints and inquiries in a timely manner
* Generated and maintained will call, advance sales, and comp lists
* Reconcile and report box office totals and generate final reports
* Trained, scheduled, and supervised box office & welcome center staff and volunteers

Professional Experience
* Registration Area Supervisor, Mautner Gala, Mautner Project
* Registration Area Supervisor, National Dinner,  SLDN (Outserve)
* Registration Area Supervisor, National Gala, Metro DC PFLAG
* Attendee Check In Staff, Sandi Hoffman Events
* Welcome Center Supervisor, Cherry Fund
* Registration Volunteer, Chef’s Best, Food and Friends
* Registration Volunteer, National Gala, Human Rights Coalition
* Registration Volunteer, VinoFest Wine and Music Festival, Vino Lovers
* Registration Volunteer, Annual Conference, Young Non-Profits Professional Network
* Attendee Check In Staff, Lindy Productions

Area #3 – Table Captains
* Produce solicitation materials and recruitment events
* Solicit and secure table captains/hosts to ensure revenue goals are met
* Work with Table Captains and Hosts to ensure they reach their commitment
* Coordinate table assignments and venue seating
* Send follow-up thank you and acknowledgements

Professional Experience
Table Captain Recruitment (Focus)
* Chair, Annual Awards Reception, Wanda Alston House
* Chair, Allies Reception, Youth Pride Alliance
* Co-Chair, Fall Brunch, Sexual Minority Youth Assistance League
* Co-Chair, White Attire Affair, Al Sura
* Dinner Committee Member, National Dinner, Mautner Project
* Dinner Committee Member, National Dinner, Outserve
* Dinner Committee Member, National Dinner, Parents & Friends of Gays & Lesbians
Table Captain / Host (As a Committee Member Duty)
* Host Committee, Arts & Auction, Metro TeenAIDS
* Host Committee Member, Latino Pride, Latino GLBT History Project
* Host Committee Member, Mujeres en el Movimiento, Latino GLBT History Project
* Host Committee Member, DC Queer Theater Festival, Metro DC Center
* Host Committee Member, HIV Working Group Fundraiser, Metro DC Center
* Host Committee Member, Trans Community Celebration, Metro DC Center
* Host Committee Member, Youth Working Group Fundraiser, Metro DC Center

Area #4 – Auctions / Raffles
* Create and produce solicitation materials
* Solicit and secured auction/prizes/raffle items
* Coordinate shipping/delivery of items pre and post event
* Draft and send thank-you and acknowledgment letters
* Day-of-event on-site auction management including set up and breakdown
* Create bid sheets, displays, certificates, and comprehensive lists
* Communicate with donors about item descriptions, value, and restrictions
* Coordinate delivery of auction items as needed
* Responsible for fulfillment & auction close out at small and large-scale events
* Secure individuals for bachelor auction
* Apply and secure necessary raffle permits as needed
* Create and produce raffle tickets
* Utilizing raffle tickets as possible sponsorship real estate

* Create various prize packages for auctions and competitions

Professional Experience
* Chair, Dark CHERRY, The Cherry Fund (Bachelor Auction)
* Chair, Fall Reception, Metro DC Center (Silent Auction)
* Executive Director, DC Film Alliance (Film Competition)
* Chair, Annual Awards Reception, Wanda Alston House (Silent Auction)
* Volunteer Coordinator, National Dinner, SLDN (Silent Auction)
* Logistics Volunteer, Annual Brunch, SMYAL (Silent Auction)

Area #5 – Journal Development
Journal Development
* Draft and maintain timeline for journal production
* Communicate with donors about copy and/or design of ads as needed
* Proof all ads and editorial pieces
* Communicate with journal designer on final layout
* Communicate with printer; review proof
* Coordinate page lay-out
* Track editorial pieces (Letters, bios, photos, etc.)
Journal Ad Sales
* Track journal ad purchases and sponsor ads
Journal Distribution
* Coordinate shipping/delivery of journals
* Managed city-wide program guide distribution

Professional Experience (Ad Sales)
* Program Guide Ad Sales, Adams Morgan House Tour, Kalorama Citizens Association
* Program Guide Ad Sales, CHERRY Weekend, The Cherry Fund
* Program Guide Ad Sales, Stonewall Regatta, DC Strokes Rowing Team
* Program Guide Ad Sales, Youth Pride Day, Youth Pride Alliance
Professional Experience (Program Guide Layout)
* Program Guide, CHERRY Weekend, Cherry Fund
* Program Guide, Youth Pride Day, Youth Pride Alliance

Area #6 – Contracts / Permits
* Prepared various Request for Proposals and Bid Documentation
* Negotiate rates with outside vendors to ensure lowest costs/highest quality of service
* Prepared and executed various entertainment, hotel, venue, and vendor contracts
* Reviewed, edited, and signed off on vendor own submitted contracts
* Experience with federal (National Parks) and city permitting (Events)

Professional Experience
* Chair, Adams Morgan Community Festival (City Permits and Vendor Contracts)
* Bid Clerk, Arlington County Purchasing Department (Bids and Contracts)
* Chair, Cherry Fund (Entertainment, Venue, and Vendor Contract)
* Executive Director, DC Shorts (Venue Contracts, Hotel Contract, and Bar Permits)
* Chair, Youth Pride Day (Federal Park Permits, Vendor Contracts)

Section 2: Event Logistics

Area #1 – Vendor Selection
* Responsible for bidding, selecting, and supervising various vendors
* Responsible for executing contracts
* Responsible for arranging vendor deposits and payments
* Responsible for purchasing the correct event insurance policies
* Supervise the activities of vendors on event day, to ensure successful execution
* Developed and executed follow-up with vendors after event

Professional Experience
* Chair, Adams Morgan Community Festival, Council of Latino Agencies
* Chair, CHERRY Weekend, The Cherry Fund
* Chair, Youth Pride Day, Youth Pride Alliance
* Co-Chair, Annual Brunch, SMYAL
* Festival Director, Asian Pacific American Film Festival
* Asst Festival Director, Reel Affirmations

Vendors Contracted
* Catering / RSVP, W. Millar, Whole Foods
* Host Hotels / Georgetown Inn, Hotel Helix, Marriott, Mayflower
* Staging and Event Rentals / Allied Rental, Select Events
* Sound and Lighting Companies and Technicians / Baltimore Stage Lighting, Nomad

Area #2 – Venue Selection
* Select and contract various local and regional venues
* Experience working with small and large venues
* Experience working with established and “build from the bottom up” venues
* Schedule venue walk through with all parties involved (Vendors, volunteers, etc.)
* Work with venue staff to ensure greater event success

Professional Experiences
* Multiple Event Sites, Chair, Smaller Branded PR Events, The Cherry Fund
* Multiple Event Sites, Co-Chair, White Attire Affair, Al Sura
* Multiple Event Sites, Co-Chair, DC Black Pride, BGLPD
* Multiple Event Sites, Event Chair, DC Independent Film Festival
* Multiple Event Sites, Development Chair, Sullivan County Habitat for Humanity

Examples of Venues Utilized
* Art Galleries / Longview Gallery, Pilgrim’s Gallery
* Concert venues / 930 Club
* Hotels / DoubleTree, Kimpton Hotels, Marriott, Mayflower
* Large Scale Venues / City Museum, Mellon Auditorium, Old Post Office Pavilion
* Parks / Dupont Circle, Rock Creek Park
* Restaurants / Lupe Catina, Rosemary Thyme, Scion
* Retail Outlets / Fresh of Georgetown, Rugby by Ralph Lauren, Total Party
* Theaters / Carnegie Institute, DC Jewish Community Center, Navy Memorial

Area #3 – Hospitality
VIP Staffing and Handling
* Staffed Politicians, Government Officials, and Political Candidates as needed
* Work with Foreign Dignitaries and Cultural Attaches on programming and events
* Work with a wide range of Artists, Speakers, Filmmakers, DJs, and Entertainers
Travel
* Coordinated travel and lodging for invited filmmakers, entertainers, etc.
* Coordinated foreign travel and lodging for governmental officials
Welcome Centers
* Set up and broken down welcome centers and hospitality rooms
* Ensure welcome centers/hospitality rooms were properly staffed

Professional VIP Handling Experiences
* Director of Development, GALA Hispanic Theater
* Director of Operations, DC Shorts Film Festival
* Intern, 22nd New York State Congressional Office
* Intern, Sullivan County Legislature
* District Liaison, 98th New York State Assembly Office
* Administrative Assistant, United States Department of Agriculture

Professional Welcome Center Experiences
* Chair, CHERRY, The Cherry Fund
* Volunteer Coordinator, National Dinner, Outserve

Area #4 – Bartending
* Apply and secure event bar permits as needed
* Prepare and serve alcoholic beverages at low and high volume events
* Stage bar areas including purchasing and tracking liquor inventories and bar supplies
* Restock and replenish bar inventory and supplies
* Ensure there are enough bartenders for the number of event patrons
* Ensure Bartenders are certified as needed or required
* Train and supervise volunteer bartenders
* Check customers’ identification and confirm it meets legal drinking age
* Interact with customers, take orders and serve snacks and drinks
* Ensuring the safety of patrons and the community by cutting off inebriated patrons
* Comply with all food and beverage regulations
* Experience working with liquor distributions in securing alcohol sponsors

Professional Experience

Bartending (Full Bar)
* New Year’s Eve Performance, Actor’s Theater of Washington
* VIP Receptions, CHERRY, Cherry Fund
* Inseries, Jubilee Housing, GALA Theatre
* VIP Receptions, Georgetown Independent Film Festival

* Allies Reception, Youth Pride Alliance

Bartending (Rail Bar)
* Nightly VIP Parties, Georgetown Independent Film FestivalGIFF
* Nightly VIP Parties, Reel Affirmations Film Festival, One in Ten
* Beverage Garden, Tulsa Pride, Oklahomans for Equality
* Enterprising Women’s Award Reception, Tagg Magazine

Bartending (Wine/Beer Bars)
* Fund Raising Reception, DC Social Innovation Project
* Fund Raising Reception, Immigration Equality
* Fund Raising Beer Bar, Washington Renegades Rugby Team
* Taste of Wheaton, GiraMondo Wine

Bartending (Craft Beer/Cider Festivals)
* Capital Brewfest, Burnham Events
* SummerFest DC, Burnham Events
* Brewfest, Drink the District
* Rock the Core Cider Festival, Drink the District
* DC Craft Beer Festival, Hand Crafted Tasting Co.
* NYC Craft Beer Festival, Hand Crafted Tasting Co.
* ABV Festival, Neighborhood Restaurant Group

Bartending (Carding)
* CHERRY Weekend, Cherry Fund
* Closing Night Party, Fotoweek
* Tulsa Pride, Oklahomans for Equality
* OktoberFest, Reston Chamber of Commerce

Certifications and Education
* Alcohol Handler’s License, State of Oklahoma
* Background Checks, ABC Board, Washington, DC

Beverage Sponsors (Samples of Brands Worked With and Secured)
* Absolute, Barefoot Wine, Captain Morgan, Heineken, Honest Tea, Jim Beam Brands, Ketel One, Laguintas Beer, Pink Vodka, Red Bull, Sapporo Beer, Snow Queen Vodka, Stella Beer, Tito’s Vodka

Volunteer Bartender Management Examples
Volunteer Bar Agreement

Area #5 – Menu Selection
* Review and select event menus while maintaining costs and staying within budget
* Ensure vegetarian and other menu options were available
* Ensure that the menu fits in with event theme and/or event purpose
* Ensure food is available during cocktail receptions
* Research, hire, and work with caterers on menu selections and presentations
* Ensure that caterers have the necessary certifications and insurance
* Unload and organize food donations
* Prepare food for distribution
* Prepare plates for meal service
* Serve guests meals
* Clean up after service

Professional Experience
* Host and Sponsor Receptions (Chair, Cherry Fund)
* Tasting Event, Taste of Dupont (Promotions Chair, HDCMS)
* Opening / Closing Night Parties, Receptions (Events Manager, DCIFF)
* Social and VIP Receptions (Director of Operations, DC Shorts Film Festival)
* Soup Kitchen Meal Preparation (Volunteer, Federation for the Homeless)
* Meal Preparation (For Distribution, etc.), (Volunteer, Food and Friends)
* Professional Mixers (Mixer Manager, Nat’l Hispanic Real Estate Professionals – DC)
* Opening/Closing Parties, Filmmaker Brunch (Events Manager, Reel Affirmations)
* Annual Fall Brunch, (Co-Chair, Sexual Minority Youth Assistance League)

Section 3: Event Programming

Area #1 – Live Entertainment
* Reviewed and contracted appropriate entertainment accd. to the particular event
* Responsible for arranging entertainer hospitality (Hotel, Air, etc.)
* Responsible for scheduling entertainment and for overall stage program
* Secured and maintained travel sponsors covering 90 to 100% of travel expenses
* Convinced various entertainers to volunteer their time for charitable events

Professional Experiences
* Three Stages, Chair, Adams Morgan Community Festival, Council of Latino Agencies
* DJ/Performer Based Events, Chair, CHERRY Weekend, The Cherry Fund
* Stage Manager, Gay Day at the Zoo, The DC Center
* First Saturdays, Historic Dupont Circle Main Streets
* Stage Volunteer, Smithsonian Folklife Festival, Smithsonian Institute
* Two Stages and Smaller Branded Events, Chair, Youth Pride Day, Youth Pride Alliance

Area #2 – Film Screenings
* Reviewed and screened films for content, etc. as a film judge
* Programmed film screenings and film events for a various audiences

Professional Experiences
* Executive Director, DC Film Alliance
* Managing Director, Asian Pacific American, Inc.
* Festival Director, Reel Independent Film Extravaganza
* Associate Festival Director, Reel Affirmations Film Festival

Film Judge (Screening and Scoring) – Asian Pacific American Film Festival, DC Black Film Festival, DC Environmental Film Festival, DC Shorts Film Festival, DC Underground Film Festival, Docs in Progress, International Shorts Film Festival, NYC Independent Film Festival, Our City Film Festival, Queen City Film Festival, Scout Film Festival, Stone Soup Films, Trans Stellar Film Festival, Washington West Film Festival, Wheaton Film Festival

Film Programming
Film Programmer (Youth), DC Shorts / Film Programmer (Youth), Youth Pride Alliance

Area #3 – Educational Seminars
* Planned and organized educational and cultural events and seminars
* Manage logistics (registration, requests, set-up/tear down, clean-up, materials, etc.)
* Work w/ Embassies, Cultural and Ed. Institutions on Programs and Seminars
* Recruited speakers and all appropriate personnel (Both paid and volunteers)
* Secured and contracted event venues
* Processed and mailed certifications & score reports
* Create online and paper surveys for input into future educational events

Professional Experience
* Executive Director, DC Shorts
* Assistant Festival Director, Reel Affirmations
* Director of Development, Reel Independent Film
* Chair, Youth Pride Day, Youth Pride Alliance
* Presentation on Marketing, American University
* Presentation on Film Fundraising, University of Maryland
* Program Assistant, Arlingtonians for a Clean Environment
* Program Assistant, Hidden Oaks Nature Center
* Program Assistant, Weis Ecology Center

Educational Program Examples:
DC Shorts Film Festival 2015-2017
Asian Pacific American Film Festival (Page #1 / Page #2)
Reel Affirmations (Page #1 / (Page #2)