BCS/Avenue intern training manual procedures

BCS/AVENUE INTERN TRAINING MANUAL
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Version 1 – December 2015
INTERN TRAINING MANUAL

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TABLE OF CONTENTS……………………………………………………………………………………………………….….……1
PURPOSE OF THE MANUAL…………………………………………………………………………………………….………..2
SECTION 1: BING CONSULTING SERVICES, INC.
1.1 INTRODUCTION………………………………………………………………………………………….…………………….…3
1.2 COMPANY BACKGROUND……………………………………………………………………….………………………….3
1.3 BCS CLIENT BACKGROUND………………………………………………………………………………………………….3
SECTION 2: BCS/AVENUE OFFICE PROCEDURES
2.1 AVENUE EVENT SPACE/ BCS OFFICE……………………………………………………………………………….……7
2.2 OFFICE EQUIPMENT……………………………………………………………………………………………………………10
2.3 ORDERING SUPPLIES………………………………………………………………………………………………..…………12
2.4 SHED INVENTORY………………………………………………………………………………………………………….……13
2.5 PREOCESSING RECEIPTS………………………………………………………………………………………..……………15
2.6 SALESFORCE………………………………………………………………………………………………………….……………16
2.7 BCS/AVENUE DROPBOX……………………………………………………………………………………………..………22
2.8 EVENT PHOTOS………………………………………………………………………………………………….………………23
2.9 LISTING SITES……………………………………………………………………………………………………..………………25
2.10 SOCIAL MEDIA…………………………………………………………………………………………….……………………27
SECTION 3: EVENT PROCEDURES
3.1 EVENT CUE TO CUE (Q2Q) …………………………………………………………………………………………………28
3.2 DAY OF EVENT……………………………………………………………………………………………………………………32
3.3 AUCTION……………………………………………………………………………………………………………………………34

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PURPOSE OF THE MANUAL
This procedural manual has been prepared as a resource to assist you [the intern] with the
essential operations of the company’s business function. Clearly outlined methods
INTERNSHIP MANUAL
Contained within this manual is documentation of the physical and intellectual assets of the
company relevant to the internship position, and instructions to the proper use of said assets.
MANUAL LAYOUT
This manual will outline the general steps to completion of tasks that the intern in expected to
perform. Instructional information is outlined under each heading. There are three (3) sections
to this manual which cover components of an event planning work load. Those three (3)
sections are:
1. Background Information to BCS/Avenue
2. BCS/Avenue Office Procedures
3. Event Procedures

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SECTION 1: BING CONSULTING SERVICES, INC.
1.1 INTRODUCTION
An event planner plans, designs and produces events while managing all project delivery
elements within time limits. They organize facilities and manage all events’ details such as
décor, catering, entertainment, transportation, location, invitee list, special quests, equipment,
promotional material, and etc. It is a position that requires proactively handling any arising
issues and troubleshooting any emerging problem. Excellent time management and
communication skills are a necessity to be able to manage its multiple projects.
1.2 COMPANY BACKGROUND
Bing Consulting Services, Inc. is a full-service event production and consulting firm, serving
nonprofit organizations, corporations and individuals. We are a 15 year old company with
rapidly expanding client list.
Our success lies in the details. With an acute attention to the specific needs of each project, our
ability to execute on both the grand and minute levels results in the unforgettable.
Our many years of experience include strong partnerships with the many people and players
needed to create extraordinary moments. Together, as a team, we make magic happen.
This spring we opened our new offices and event studio in Bernal Heights. Avenue is an event
studio and creative space pivotally located between the Mission and Bernal Heights
neighborhoods. With the aim to inspire collaboration, Avenue celebrates local talents and
innovative visions of the surrounding communities and beyond.
It takes one (1) year to complete BCS’s consultation and event planning process for NPOs. BCS
aims to expand and strengthen our clients’ donor ship pool. Events produced by BCS are
fundraising milestones for our clients.
1.3 BCS CLIENT BACKGROUND
BCS’s main clients are non-profit organizations (NPOs). It is essential to represent these NPOs in
accordance to their philosophy and vision. Ahead is a list of past and present NPO BCS clients
and their mission statements.
Section 1 describes the responsibilities of an event planner. It provides brief description of BCS, and its
NPO clients.

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10,000 Degrees: Our mission is to achieve educational equity, and support students with need
to access and complete higher education to positively impact their communities and the world.
“Every student, regardless of race, ethnicity and socioeconomic status, has the support and
resources to earn a college degree and achieve his/her potential.” We will pursue our vision day
by day, every day, until this vision is realized. We will move forward with a sense of urgency, an
entrepreneurial spirit and a deep commitment to listening to all voices and collaborating
broadly to achieve effective solutions for all of the students and communities we serve.
UCSF Alliance Health Project (Art for AIDS): The mission of the UCSF Alliance Heath Project is
to support the mental health and wellness of the lesbian, gay, bisexual, transgender, and queer
(LGBTQ) and HIV-affected communities in constructing healthy and meaningful lives.
Creativity Explored: Creativity Explored advances the value and diversity of artistic expression.
We provide artists with developmental disabilities the means to create, exhibit, and sell their
art in our studios and gallery, and around the world.
Early Edge: Early Edge California works to ensure all children have the early experiences
necessary to be successful learners by the end of 3rd
grade, setting them on a path to college
and career readiness.
Gay-Straight Alliance Network (GSA): Gay-Straight Alliance Network (GSA Network) is a next-
generation LGBTQ racial and gender justice organization that empowers and trains queer, trans
and allied youth leaders to advocate, organize, and mobilize an intersectional movement for
safer schools and healthier communities.
Hispanics in Philanthropy (HIP): HIP’s mission is to strengthen Latino communities by
increasing resources for the Latino and Latin American civil sector; increasing Latino
participation and leadership throughout the field of philanthropy; and fostering policy change
to enhance equity and inclusiveness.
Horizons Foundation (HF): Horizons Foundation is a community foundation rooted in and
dedicated to the lesbian, gay, bisexual, and transgender (LGBT) community, and we exist to:
 Mobilize and increase resources for the LGBT movement and organizations that secure
the rights, meet the needs, and celebrate the lives of LGBT people.
 Empower individual donors and promote giving as an integral part of a healthy,
compassionate community.
 Steward a permanently endowed fund through which donors can make legacy gifts to
ensure our community’s capacity to meet the future needs of LGBT people.
Infinity Pharmacy: Infinity is an innovative biopharmaceutical company dedicated to
discovering, developing and delivering best-in-class medicines to people with difficult-to-treat

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diseases. We have assembled an experienced team with a track record of success, a passion for
science and a commitment to developing therapies to address important medical needs.
Lambda Legal: Founded in 1973, Lambda Legal is the oldest and largest national legal
organization whose mission is to achieve full recognition of the civil rights of lesbians, gay men,
bisexuals, transgender people and those with HIV through impact litigation, education and
public policy work.
Lyon-Martin: Lyon-Martin Health Services provides excellent health care to women, lesbians
and transgender people in a safe and compassionate environment, with sensitivity to sexual
orientation and gender identity; all services are regardless of ability to pay.
Melanoma Research Foundation (MRF): To support medical RESEARCH for finding effective
treatments and eventually a cure for melanoma. To EDUCATE patients and physicians about the
prevention, diagnosis and treatment of melanoma. To act as an ADVOCATE for the melanoma
community to raise awareness of this disease and the need for a cure.
Muslim Advocates: Muslim Advocates is a national legal advocacy and educational organization
that works on the frontlines of civil rights to guarantee freedom and justice for Americans of all
faiths.
National AIDS Grove Memorial (NAGM): The mission of the National AIDS Memorial Grove is
to provide, in perpetuity, a place of remembrance so that the lives of people who died from
AIDS are not forgotten and the story is known by future generations.
Nature Bridge: At NatureBridge, we foster environmental literacy to sustain our planet.
National Center for Lesbian Rights: NCLR is a national legal organization committed to
advancing the civil and human rights of lesbian, gay, bisexual, and transgender people and their
families through litigation, legislation, policy, and public education.
Out and Equal: Out & Equal Workplace Advocates is the world’s premiere nonprofit
organization dedicated to achieving lesbian, gay, bisexual and transgender workplace equality.
Out & Equal collaborates with Fortune 1000 companies and government agencies to provide a
safe, welcoming and supportive environment for LGBT employees.
Outward Bound CA: Outward Bound, founded by educator Kurt Hahn, is a non-profit
educational organization and expedition school that serves people of all ages and backgrounds
through challenging learning expeditions that inspire self-discovery, both in and out of the
classroom.
Pathways Home Health & Hospice (PHHH): Pathways provides high-quality, patient and family-
centered care in the home, with kindness and respect, promoting comfort, independence and
dignity.
Playworks: Playworks’ vision is that one day every child in America will get to play—every day.
We are changing school culture by leveraging the power of safe, fun, and healthy play at school

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every day. We create a place for every kid on the playground to feel included, be active, and
build valuable social and emotional skills. We offer an essential opportunity for children to
explore their imaginations, to connect with other kids, and to stretch and grow physically,
emotionally and socially.
Project Management Institute San Francisco Bay Area Chapter (PMI SFBAC): PMI is the
International non-profit association for advancing the profession of project management. The
organization administers the Project Management Professional (PMP) certification program,
puts on international and regional seminars and provides geographical membership services
through the chapters and industry level services through the Specific Interest Groups (SIGs).
Rebuilding Together (RT): Together we transform the lives of low-income homeowners by
improving the safety and health of their homes and revitalizing their communities.
San Francisco Child Abuse Prevention Center (SFCAPC): The mission of the San Francisco Child
Abuse Prevention Center is to prevent child abuse and reduce its devastating impact.
Season of Sharing (SOS): The Chronicle Season of Sharing Fund provides temporary assistance
to help people living in Alameda, Contra Costa, Marin, Napa, San Francisco, San Mateo, Santa
Clara, Solano and Sonoma counties.
San Francisco LGBT Community Center (SF LGBT Center): The mission of the San Francisco
Lesbian Gay Bisexual Transgender (LGBT) Community Center is to connect our diverse
community to opportunities, resources and each other to achieve our vision of a stronger,
healthier, and more equitable world for LGBT people and our allies. The Center’s strategies
inspire and strengthen our community by:
• Fostering greater opportunities for people to thrive.
• Organizing for our future.
• Celebrating our history and culture.
• Building resources to create a legacy for future generations.
Transgender Law Center (TLC): Transgender Law Center changes law, policy, and attitudes so
that all people can live safely, authentically, and free from discrimination regardless of their
gender identity or expression.
YMCA of Central Bay Area: We’re a cause-driven nonprofit that ensures people have what they
need to get and stay healthy.

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SECTION 2: BCS/AVENUE OFFICE PROCEDURES
2.1 AVENUE EVENT SPACE/ BCS OFFICE
Avenue:
Avenue doubles as an event space and as BCS’s office space. It is an 850 sq-ft venue with 14 ft
ceilings. The space is partitioned into these sections: main room, conference room, kitchenette,
loft, and bathroom. Rental rates for the event space differ according to seasonality. Correspond
with Anna Burke to learn the current going rate for Avenue rentals.
The space can accommodate at most 40 guests with a floor plan that is sparely furnished.
Events of that size are irregular (dance parties, standing receptions, etc.) but highlight the
flexibility of the space. As of December 2015, Avenue has the following furniture pieces on
hand:
(Custom Made Wood Top) 6’ Table 3 ea.
Foldable 6’ Table 1 ea.
(Variable Height) Foldable 4’ Table 1 ea.
(Variable Height) Café Round Table 3 ea.
Conference Table 1 ea.
Wooden Desk 2 ea.
Black Stool 12 ea.
Black Chair 24 ea.
Black Chair Cushions 24 ea.
White Chairs 8 ea.
Wooden Bench 2 ea.
A storage shed is located in the alleyway directly across from the rear entrance of Avenue. The
shed contains equipment and event items for both BCS and Avenue.
(Wifi and other relevant electronics to be discussed in Section 2.2 Office Equipment)
Service Provided:
Clients at Avenue are sold standardized packages that are then iterated upon until the event
matches the vision of the client, and the expertise of the event planner. The consultation aspect
Section 2 will deal with tasks orientated around supporting the production of events. This
includes becoming familiar with the office’s equipment and supplies as well as the company’s
digital resources.

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of event planning drives the success of our company. Event Planners can reach out to third
party businesses (rentals, caterers, etc.) on behalf of our clients to supply events.
Art:
Avenue features art from local artists. Artists are vetted by Jennifer Bing. Once approved,
artists are required to hang their own work, and provide their own collateral material. Avenue
does not charge a hanging fee, and all proceeds from art sold go directly to the artist.
Opening and Closing Avenue:
Procedure to Closing Avenue:
1. Take out garbage
2. Shut door to alleyway entrance
3. Turn off lights in shed, and lock the door
4. Return the Shed key to the appropriate place
a. Key with the red tag returns to the drawer in Sara’s desk
b. Place Anna’s key on top of her desk on the loft
5. Shut and lock rear entrance to Avenue
6. Draw the curtains in the conference room and at the front entrance
7. Return all electronics to their designated space (including remotes)
8. Wash dishes if any
9. Turn off all lights and fans
10. Arm the security system (located by the closet towards the front of the building)
a. Input 0601 on the keypad and hit Arm
11. Exit the building and lock the door
Procedure to Opening Avenue:
1. Unlock the front entrance
2. Disarm the security system
a. Input 0601 into the keypad
3. Turn on the lights
4. Draw the curtains
5. Hang or remove Private Event sign (depending on day)
If the alarm is not deactivated on time, you can cancel the police dispatch when Bay Alarm calls
by giving the password “Dublin2015.”
Keys to Avenue can be provided by any of the available staff. If duplicate keys need to be made,
Don’s Key and Lock will make keys for Avenue for free (The store is owned by the landlord). If
Don’s Key and Lock is unavailable, keys can be made at Cole Hardware. The number associated
to Avenue’s membership is 415-800-8127 under Anna Burke.

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Off-Site Location:
Days where the event space is booked, BCS works out of their off-site location at 735 Andover
St. This location is the den area of Jennifer Bing’s home. Access is through the garage. Input
2211 on the keypad and furiously mash the enter button. The keypad is located on the
bannister at the front porch.
Additional Misc. Info:
Garbage day is collected on Thursday. Garbage is set on Godeus St. through the alleyway
entrance.
Water collection day is on Monday. Bring all empty water cooler containers to the front
entrance.
Contact Information for BCS/Avenue is as follows:
Jennifer Bing
1 415 845 9406
jennifer@bing-sf.com
Sara Schwegler
1 216 965 8721
sara@bing-sf.com
Anna Burke
1 415 680 7805
anna@avenuesf.com

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2.2 Office Equipment
Wireless Router:
The wireless router is stored in the closet towards the front of the building. The login
information to the BCS/Avenue network is as follows:
SSID: Avenue3361_Guest
PW: 1 800 8127
Printers:
BCS/Avenue utilizes 3 printers. It is possible to connect to these printers over Wi-Fi or through
Google Cloud Print.
WFP-4630 – Located in the closet towards the front entrance
WF-2650 – Located on the loft behind Jennifer’s Desk
WF-845 – Located at the off-site location
Projector:
A projector is available to our clients to use. It is located on the outcropped wall above the
security system keypad. The remote is placed on the shelf next to the conference room T.V.
Conference Room T.V.
The conference room T.V. is a smart T.V. that will automatically detect media to display. Cable
adaptors to input a laptop to the T.V. are stored in the closet towards the front of the building
on the shelf.
Lighting:
Lighting can be controlled through the Hue app. Login information can be acquired from any of
the staff.
Sonos Sound System:
Avenue uses Sonos Sound System to provide music for on-site events. One speaker is located by
the security system keypad, and another speaker is located on the shelf on the loft. Control of
the speaker is down through the Sonos app.
iPad
An iPad is used by BCS/Avenue for controlling the lighting, the sound system, or as a point of
sale (POS) system using Square and the Register app.

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Portable Wi-Fi hotspot:
Two portable Wi-Fi hotspots are stored in a container on the shelf in the closet towards the
front door. These Wi-Fi hotspots should be charged before off-site events. The login
information is with Sara Schwegler.
Portable USB Charger:
Two portable USB Chargers are stored with the portable Wi-Fi hotspots. The accompanying
cables, one (1) iPhone charger and one (1) Android charger, are stored with them.
Paper Cutter:
A paper cutter is stored in the loft closet.
Toolbox:
A toolbox containing: nails, screws, picture frame hangers, and power drill are stored in the loft
closet.
Wall Repair Supplies:
Supplies to repair the wall after an art installation has been taken down are located in the shed.
These supplies include a palette knife, 3 different grits of sand paper, spackling, and white
paint.

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2.3 Ordering Supplies
Office supplies (pens, printer ink, paper, envelopes, and etc.) are ordered through quill.com.
Login information can be obtained from Jennifer or Sara. Looking through the previous order
history will expedite the process of ordering supplies.
Other order can be placed through amazon.com. Jennifer has the login information for the
Amazon Prime account.
Sara and Jennifer will provide the credit card information for purchase. Before ordering, clarify
where the order is to be shipped (to Avenue or the off-site office). Retain a receipt of the order,
and email it to Sara.
When an order arrives, open the packaging and retrieve the invoice for the order. Compare the
invoice to the actual contents of the delivery to verify that all items have been received, and
any damaged items are returned to dispatch.
Store all items as directed by Sara, Jennifer, or Anna. Ensure that they are stored in a properly
labeled container.

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2.4 Shed Inventory
Small items in the shed should be stored in containers with a label facing outwards. Labels can
be made with sections of an 8”x11” piece of paper or with a post it note, secured with clear
packing tape. Write label in sharpie denoting the specifics of an item and the count.
Above is an example. One box of 100 Super-Secret Mysteries

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Periodically, inventory should be taken of necessary items in the shed. Usually inventory should
be taken before a series of off-site events occur. The inventory report that follows the
inventory count includes the location of the inventory being held (Avenue or Off-site), the date,
and specifics of the items. Below is an example of an inventory report of alcoholic beverages.

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2.5 PROCESSING RECEIPTS
Label all business receipts with the event that corresponds with the charge. If the expense was
made for Avenue, label the receipt Avenue.
Download the CamScanner app, this app will allow you to take a photo of a receipt, and it will
automatically adjust the contrast and saturation to make the receipt legible on screens.
Rename each receipt following this convention, (ClientAcronym)_receipt_(date). Share each
receipt individually as a .pdf emailed to Sara.
If multiple receipts are being processed, gather each individual .pdf and send them in one
email.
1) 2) 3)
4) 5)

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2.6 SALESFORCE
Salesforce is the contact management system (CMS) that is used by BCS and Avenue. The login
information can be found on the login sheet on Dropbox (Section 2.7). Coordinate with Anna
Burke to receive the device authorization code.
The company captures contact information through Salesforce. Contacts from caterers,
equipment rental companies, AV production companies, venue rentals, mailing list recipients
and etc. are conveyed through this system.
The information to fill in account and contact information in Salesforce will typically come from
email signatures from correspondences, and vendor contracts.
A consistent methodology inputting data is required to make Salesforce effective.
Add a New Account:
After you have logged into Salesforce click on the “Create New” dropdown menu and select
Account. Fill in all fields where you have the information. If a field is missing that can be
discovered through Google, search for that missing information.
Use single keywords to populate the description field such as: Food, Beverage, Wine, Vendor,
Rentals, Staff, Entertainment, and Music. These keywords will populate the search function,
making looking up an account simple. Look through accounts of the same type to get the
keywords currently in use in the database.

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Add a New Contact:
Contacts are a branch under Accounts. Contact information provides us with the information to
have a direct correspondence with a person. Fill in all the relevant information for that contact,
most importantly fill in an email address and/or phone number for the contact.

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Merging Duplicate Accounts:
Duplicate accounts can be merged. Under the Accounts Tab, in the home screen, select the
merge accounts tool. Input the name of the duplicate account. Select the information that will
populate the data fields of the new merged account. All the account data and contacts will have
been merged into one single account.

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Using the Data Importer:
If you need to update and/or create several new accounts and contacts, using a .csv document
to import all the data will be a more efficient method.
1. Using the Salesforce_CSV_Template (located in Dropbox, Avenue > Important Docs >
Salesforce_CSV_Template), input all the relevant data in the appropriate field.
2. Go to “Save as” and change the file to .csv. Rename the document, and save.
3. Log onto Salesforce and select the setup option on the top right of the page.

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4. Using the quick search bar on the left hand page, search for Data Import, and select it.
5. Select Accounts and Contact in the first set of menu options
6. Select Add new and update existing records in the second set of menu options
7. In that set of menu options make sure “Match Contact by:” is set to name
8. Select Update existing Account information
9. Upload the .csv document
10. Hit next.

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11. Review the information and see if the data has been mapped to the correct field.
a. To change mappings click change to the left of the appropriate field, then chose
which field you want it to be mapped to.
12. Start the import.
Salesforce will take some time to complete the import, depending on the size of the .csv
file.

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2.7 BCS/AVENUE DROPBOX
BCS will provide you with your own Dropbox account. This section will describe how files
relevant to the intern are organized on the shared Dropbox account.
BCS Client Files:
The “BCS Client Files” folder contains all the proprietary information concerning the
consultation and event production status of a company. Each Client is represented through a
folder. Each Client folder is sub-divided by each year. Each yearly folder contains information
concerning the event from: Vendors, Venue, Auction, Timeline and Budget, and etc.
Important Folders and Documents in the Client Files:
- Vendor folder: contains all the contracts and invoices received from vendors at the
event. Salesforce contacts are sometimes pulled from this folder.
- Venue folder: contains information about the venue. If the venue provides in-house
catering service, the banquet event order (BEO), will be included in this folder.
- Timeline and Budget: contains the Q2Q (expanded on in Section 3)
- Auction folder: contains the master auction list. This list is used to itemize all silent
auction items (expanded on in Section 3)
BCS Event Photos:
This folder contains all the photos BCS has received from photographers contracted to shoot at
our events. All photos are to go to a folder with matching client and year.
- Expanded upon in Section 2.8
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Avenue:
All documentation concerning events at Avenue, that are not BCS clients, is stored in this folder.
Important Folders and Documents in Avenue:
- Important Docs: contains bar inventory sheets, website login sheet and
Salesforce_CSV_Template.
- Building and Lease: contains blank floor plans
- Avenue Photos: contains photos to use for Avenue promotional material. Consult with
Anna to determine which photos can be legally used.

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2.8 EVENT PHOTOS
BCS Event Photos can be found in the BCS Dropbox account.
Photos are to be named with the following convention:
(AbreviationOfClient)_(DateOfEvent)(Number). For example, a photo from the Horizons
Foundation event on October 5, 2013 would be named: HF_10.5.2013(1).
The fastest way to rename all photographs is to:
1. Select all the photo using the shortcut ctrl-a (PC) or Command-a (MAC)
2. Rename the file by pressing F2 (PC) or control-click > rename items (MAC)
3. Rename using the first two parts of the naming convention,
(AbreviationOfClient)_(DateOfEvent).
4. Hit the enter key
All the files will automatically be numbered.
If you receive the photo files without knowing the date of the event, you can look in two places.
The client file in Dropbox will have the event date. Or, you can right see if the file contains the
information embedded in the data. Professional cameras place .exif data on their files which
records information about the photo including the date a photo was taken.

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To view the details of a photo file:
1. Right click or Command-click on the photo you want to evaluate
2. Select properties or get info
3. (On PC) select the details tab
4. The date is displayed under the origin bracket

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2.9 LISTING SITES
Avenue uses 5 different event space listing websites as alternative ways of generating leads.
Those websites are:
- EventUp
- Eventective
- PeerSpace
- LiquidSpace
- AirBnB
The purpose of listing websites is to generate leads for Avenue. This is accomplished by clients
reaching out to us through the websites’ built in mail system. These websites should be
checked daily for new leads. Correspond with Anna about replying to leads. After
correspondences have occurred with a lead, input their contact information in Salesforce under
EventUp Leads, Eventective Leads, and etc.
The login information for these websites can be found on the login sheet found in Dropbox.
More Information about Listing Sites:
- LiquidSpace: Clients pay LiquidSpace the listing fee, and in turn, LiquidSpace turns over
the money to Avenue after they take a fee.
o The first time a client books a venue through LiquidSpace they take 35% of the
booking as a fee. This percentage drops with repeat bookings until it reaches a
minimum of 10%
- PeerSpace: Clients pay PeerSpace the listing fee, and in turn, PeerSpace turns over the
money to Avenue after they take a fee.
o PeerSpace takes a flat 15% from every booking
- EventUp – Avenue pays EventUp a yearly fee to list on their site
o $700 yearly
- Eventective - Avenue pays EventUp a yearly fee to list on their site
LiquidSpace, PeerSpace, and EventUp provide photographers to take photos for your profile.
LiquidSpace and PeerSpace stipulate that the photographs taken by their photographers can
only be used on their websites. EventUp will sell you the rights to the photographs for $250
provided that the watermark on the photos remains intact.

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Listing for BCS Clients:
Listing events for BCS clients is different than listing the event space at Avenue. When listing an
event for BCS, the aim to get exposure on behalf of the client for the event.
The following sites can be used to list events:
- Eventlistings
- SF Station
- SpinGo
- EventGuide
- Eventful
- Yelp
- Eastbay Express
It is best to target local publication for listing BCS events.

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2.10 SOCIAL MEDIA
BCS and Avenue utilize the standard social media outlets to engage with customers and build
brand recognition. The current social media platforms in use are:
- Facebook
- Yelp!
- Twitter
- Instagram
- Pinterest
- Swarm
Facebook, Twitter, Instagram, and Pinterest:
These social media platforms are used for casual engagement with clients. They are used to
inform clients of upcoming events, changes to our event space, seasonal rates, and inspirational
material to our business.
There is an opportunity here for developing an organic following by actively engaging with the
public, and posting a steady stream of content. You are encouraged to take pictures of things
that inspire you, and post them to our social media outlets (after the content has been
approved). Mood Boards are also welcome to be shared with the rest of the staff.
Yelp!
Yelp rankings generate leads. It is a priority of Avenue to rise in their ranking on Yelp. This can
be accomplished by encouraging guests to leave reviews on Yelp and post pictures taken by
them at Avenue. When encouraging Yelp reviews it is important to seed the language used by
reviewer. One of the key factors behind Yelp ratings is the accuracy of keywords. Words like:
event, space, venue, private, party, and etc. are incredibly beneficial to Avenue’s rating.
Instead of saying, “would you mind leaving us a favorable review on Yelp?”
Say, “How are you enjoying the event? Isn’t the space beautiful? Would you mind leaving us a
favorable review on Yelp? Thank you! Enjoy the rest of the party.”
By doing this, we give our clients a vocabulary to use that directly affects Yelp’s search function.
Swarm:
Swarm functions in the same capacity as Yelp. It is a means to list our business to clients looking
for our services.

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SECTION 3: EVENT PROCEDURES
3.1 EVENT CUE TO CUE (Q2Q)
The Q2Q is a living document that outlines all the preproduction work needed to be done
before the event, the run of show, the packing list, day-of necessities, and contact information
for the event. The document is essential to the success of the event. You can find the Q2Q
under the Timeline and Budget folder of the client.
Use the Q2Q to determine what needs to be done at any given time.
1. The first portion of the Q2Q contains the official letterhead of the event, including the
name of the client and the event, and the date and time. It also includes the run of show
which outlines the time blocks for each portion of the event.
Section 3 will deal with task directly related to run of the event, and the subsequent event
follow-up.

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2. The second portion of the Q2Q lists the tasks needed to be done within the monthly or
weekly timeframe. It also lists which tasks need to be done in their respective time.

30
3. The third portion of the Q2Q is the namesake of the document. It lists the time each cue
is to happen from beginning to end (strike) the day of the event.
4. The final portion of the Q2Q contains information relevant to the day of the event.

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(CONTENT REMOVED)

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3.2 DAY OF EVENT
There are several jobs that need to be performed the day of the event. Here is a list of some of
the tasks you may be asked to perform: greeter, registration, coat check, catering management,
auction management, auction support, step and repeat management, and etc.
Details on how to perform these tasks are at the discretion of the on-site event planner.
Because jobs on the day of the event are client facing, the intern must act in a way that
cultivates hospitality. Speaking with a warm and welcoming voice, being polite and courteous
towards guests, answering guests’ questions, assisting with guest requests, and dressing
according to the event dress code are requirements of the job.
Wear comfortable shoes.
Set Up:
Floor plans can be provided by Sara. When setting up a floor plan, it is important to ensure that
all pedestrian pathways are ADA compliant. Wheelchairs must be able to easily pass through
the pathway.
Bringing a tape measure to event set up is a good idea. While not used for every event, a tape
measure can be used to line up tables, by making sure that each side of the table is equidistant
from other tables and other objects in the surrounding area.
Tables:
Tables in event planning have their own terminology. Below is a list of common tables
used for events:
o 6’: six foot rectangle tables
o 8’: eight foot rectangle tables
o Highboy: Tables with adjustable height. 30” café (seating height) or 42” cocktail
(bar height)
o Banquets Rounds: Large circular tables used for dining
Linens:
Regardless of their size, all linens have a center-crease. This crease bisects the linen in
half. The center-crease should run through the middle of the table, and the linen should
drape over the table with the edges barely touching the floor. If the linen is too large
and bundles on the floor, tuck the excess linen underneath the table.
Spandex linens are pulled over the table and have a pocket where the foot of the table
is inserted. They are commonly used in BCS/Avenue for cocktail tables

33
Strike:
All rented furniture and linens should be consolidated for the rental company. All BCS assets
should be consolidated with each other.
Event Box:
The Event Box contains many necessary supplies for the event including: Wi-Fi hotspots, USB
chargers, packing tape, emergency first aid kit, tape, pens, clips, and etc.
Management:
If you are placed in a supervisory position, it is important to communicate with the
staff/volunteers placed under you. Many organizations have labor laws that need to be
followed. The staff or volunteer lead can inform you of those labor policies, and how to adhere
to them. Mandatory breaks are a prominent policy that needs to be given attention when
managing staff or volunteers.

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3.3 AUCTION
Auction Master List:
The auction master list details all the relevant information concerning auction donations. It
includes who contacted the business, whether the donation is pending or confirmed the
category of the item, forms, where the item will be located, the name of the company, the
item, the contact information, and whether the company had donated in the past.

35
(CONTENT REMOVED)

36
Cold Calling Auction Donors:
1. Under the direction of the event planner, target an industry to solicit
2. Create a list of businesses to cold call
3. Input those business into the Auction Master List
4. Call business and solicit auction donations
a. If possible get the contact information of the manager responsible for donation
5. Record new information into Auction Master List
a. Write X-(your name) in the pending column
b. Write the contact information of the donor contact in the business
6. Send an email to the contact with the official auction solicitation letter.
a. Cc Sara in the email.
Sample Script for Cold Calls:
“Hello! My name is <YourName>, and I am calling on behalf of <Client>. We are holding our
annual benefit and wonder if your spa <BusinessName> would be interest in supporting us
with a modest silent auction item.”
It is helpful to know the event details before soliciting to answer questions your prospective
donors may have.
Pre-Event Preparation:
Before the day of the event, gather all the auction items, and the updated master auction list.
By this time, each auction item will have been assigned a call number. Do the following:
1. Make an envelope (of an appropriate size) for every auction item
a. Write the name of the donor in the middle
b. Write an annotated description of the item below the name of the donor
c. Write the call number of item on the top right of the envelope.
2. Place the corresponding item in the appropriate envelope.
3. Label any item that will not fit in an envelope with a loose piece of paper taped to the
item, with the same details
4. Check off every item from the master auction list.
a. Note missing items from the list.

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Day of Presentation:
On the day of the event, every auction will have a bid sheet, and a display sheet. Both bid sheet
and display sheet will state the auction item call number. In addition to these assets, acrylic
stand, clipboards, pens, and other display materials will have been brought to the venue.
1. Insert the display sheet into the acrylic display stand.
2. At the discretion of the on-site event planner, arrange the auction items and display
sheets in an aesthetically pleasing fashion.
3. Attach the bid sheet to a clip board, and set it in front of its corresponding display sheet.
4. Attach a pen to the clip board.
a. The cap must be attached to the opposite side of the pen, and the pen must be
inserted with the branding face down, hidden from the guest.
Post Event Follow Up:
Guests who won auction items, but did not take said items home with them, need to be
contacted to retrieve a) payment information, b) shipping address. Auction payment forms will
be provided by either Sara or Jennifer.
1. View the bid sheets to determine the winner of the auction item and their contact
information.
2. Prepare auction payment forms with information from bid sheets.
3. Call auction winner for payment and shipping information.
4. Scan completed auction payment forms using CamSanner
5. Email scanned forms to Sara
6. Hand Sara the physical copies
Auction Follow Up Script:
Hello! My name is <YourName> and I am calling on behalf of <ClientName> to inform you that
you have won an item in the silent auction at <EventName>. You won <ItemName> with a bid
at <$AmountBid>. We would like to have your payment and shipping information, so that, we
can ship it out to you as soon as possible.

BCS/Avenue intern training manual procedures

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