2010 date August 7 th , starting 7.30 pm , finishing at 12.00 pm |
Task |
Description |
Contacts/resources |
Person responsible |
Due Date |
Status |
Venue booking |
Usual venue is the Powerhouse, Albert Park Lake.
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Life's A Party Group Pty Ltd
powerhouse function centre
luna palace function room
ph 9510 3644 fax 9525 2086
email: events@lifesaparty.com.au |
AH
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Done |
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Need to choose food and beverage package.
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AB
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Done
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Deposit to be paid. |
AB |
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Done |
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Balance and numbers in final 2 weeks. |
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Music hire |
Locate DJ or Band, hire and arrange payment with treasurer
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Renee Pedretti's friend from Melb 3DE. |
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Tickets |
Sold on Website using paypal and set closing date |
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AH |
ASAP |
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Print tickets |
Print quik and plenty of others do this |
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Mail out tickets |
Send to people purchasing asap
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Advertising |
1. Eventing Handbook (this will come out too late for 2010) |
Elaine Kellet/Eventing co-ordinator |
AB
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Done
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3. Facebook |
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4. Website |
Create flyer to post. See previous . |
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5. Email invitations |
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Sponsorship
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Must contact previous years sponsors to offer them first acceptance.
2008 –Sharks plus. Seamus has offered for 2010
2009 – AEBC offered ongoing sponsorship through Jona.
SWISH - current sponsors for ROTY, HOTY, AROTY.
Talk to Carlton Crest Motel regarding rates deal.
Looking for door prizes in return for promotion on website / at night. |
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Prizes |
Ten Minute Box
Tack Box Saddlery
Events –free entries
AEBC Book
Swish rugs
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Jenni to contact all OC's
Jona/Caroline
Jona/Caroline |
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ROTY / AROTY / HOTY |
Collate points on website, hide the top ten after Camperdown |
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AB |
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GOTY / VOTY |
Nominations advertised 4 weeks prior to night
Nominations close 2 weeks prior to night
Voting closes 1 week prior to night
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Advertised on Website and at horse events |
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10/07/2010
24/07/2010
31/07/2010 |
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Door security |
Checking tickets,
Security |
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Review |
Things to improve from previous year
• Run in the first few weeks after Melbourne 3DE
• Find a new DJ
• GOTY, VOTY nominations to be made earlier in year and to be voted on online
• Get trophy for VOTY at Melbourne 3DE
• Photos for Derek throughout the year in folders at the event
• Other entertainment |
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RUN SHEET |
Create running sheet for night |
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Open doors |
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Welcome speech (5 mins) |
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Simon |
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Presentations
Door prizes (30 mins) |
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AB/ST |
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Conclude night |
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After party venue |
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Task |
Details |
Contacts |
Person Responsible |
Status |
Ribbons |
Must order at least 6 weeks out and pay before they arrive and |
www.computersashes.com
9465 7957
terry@computersashes.com |
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Judges-Dressage
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Organise judges at least 8 weeks out using the judges list from the EFA Vic website.
Send letter one month out to confirm judges
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Cathie McCardie
Val McKenzie
Judy Slater
Sue Diamond
Glen Gault
Gill Canopini 52661192
Lihla Wyles 95582425
Marg Allen 55992646
Barry/Lyn Roycroft
Sue Leslie |
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Cathie, Lyn, Judy and Sue have been booked, need to check up and send letter asap
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Judges - Show Jump |
|
Pat Ryan
James Lang |
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Course Design |
CT is unofficial so anyone capable will do |
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PA |
Book early - Microphone in WPNEC workers office). |
Sparky – 94399122
0419 114 773 |
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WPNEC |
Book 5 dressage arenas, 2 show jumping arenas, warm up areas, office.
Cross country must be booked if it is to be used. |
See website |
AB |
Booked, warm up arena civenex and ring 5
XC not booked, |
Dressage co-ordinator |
Bell for judges in ring 1
Heater for judges in ring 1
Abbreviations sheet for pencillers
Marshall
Dressage tests in folders with latest program
Warm up areas clearly defined |
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Scoring |
Calculators
Spreadsheet prepared
Printer
Paper
SJ score sheets prepared |
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Show Jumping co-ordinator |
Pencils,
score sheets,
bells,
SJ equipment,
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Catering |
Coffee cups.
Tea, coffee, milo, sugar, milk.
Cakes / fruit.
Organise coffee to judges throughout day.
Lunch for judges and volunteers. |
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Entries |
Eventing handbook - place page in
Organise VEA website to take entries
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EFA office
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Draw |
Create draw
Post on VEA site one week prior to comp.
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| Ambulance |
Liase with EV to ensure ambulance is on site, booked and paid for |
Equestrian Victoria |
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Program |
Front cover
Draw
WPNEC rules |
Previous years program |
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Insurance |
Ensure public liability insurance has been paid |
EFA National |
AB |
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