2010 institute Minute Schedule

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2010 institute Minute Schedule

  1. 1. 2010 Rotary Institute Minute Schedule RI Director John T. Blount, Convener PDG Brad Howard, Institute Chair Executive Committee: Rod Belton, Jan Lindsay, Brenda Cressey, Bill Mayhood, Candy Pierce, Pam Russell, Hal Darcey, Mark Von Hoetzendorff, Joan Firkins, Wyn Spiller , Sally Gray, Arlene Greenberg. Send corrections or changes to Michael J. Fish FINAL at mfish@fishandsnell.com Send copies to your Deparrtment Heads.
  2. 2. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes 1 SUNDAY, September 26th See GETS/GNATS Educational Exec. 2 12:00 PM 6:00 PM 6:00 GETS/GNATS Minute Schedule for Committee additional information 3 MONDAY, September 27th See GETS/GNATS 4 6:00 AM 10:30 PM 16:30 GETS/GNATS Minute Schedule for additional information Rosemary Aragon, Ian 5 9:45 AM 10:45 AM 1:00 Education / Hyatt Pre-Con Meeting 30 Executive Boardroom George Wheeler Ring DGE’s (one at a time), 5 armless chairs 6 7:00 AM 1:00 PM 6:00 DGE Filming 5 Clark, Gardner, Blount, Balsam Terri Clark NA power outlet NA 1 1.5' x 6.0' table W. Spiller Meal Guarantee Due Ken Moulton, Rod 7 5:00 PM Thursday Dinner & Brad 8 TUESDAY, September 28th See GETS/GNATS 9 6:00 AM 10:30 PM 16:30 GETS/GNATS Minute Schedule for additional information Meal Guarantee Due Ken Moulton, Rod 10 8:00 AM Friday Breakfast & Brad Meal Guarantee Due Ken Moulton, Rod 11 12:00 PM Friday Lunch & Brad Grand Ballroom (all Ken Jacobs & 12 1:00 PM 11:30 PM 10:30 Load-in sections) Brian Moore Meal Guarantee Due Helene Kalfuss, 13 5:00 PM SIG/DRL Dinner Rod & Brad 3 - 3 X 6 Tables with six Assemble in Madrona; 14 2:00 PM 6:00 PM 4:00 Hospitality Bags Storage & Assembly Madrona Bob Lovely NA NA NA chairs Move to Spruce at 6 pm Page 2 of 99
  3. 3. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes 15 WEDNESDAY, September 29th See GETS/GNATS 16 6:00 AM 10:30 PM 16:30 GETS/GNATS Minute Schedule for additional information Meal Guarantee Due Art Harrington, Rod 17 8:00 AM Major Donor Breakfast & Brad Z I Committee & Hotel Need two power 18 10:00 AM 12:00 PM 2:00 Pre-Conference Meeting 25 Regency Ballroom C Wyn Spiller Hyatt's Ian Ring U - Shape NA See room layout plan Management strips Meal Guarantee Due Ken Moulton, Rod 19 12:00 PM Saturday Lunch & Brad 20 2:00 PM 3:00 PM 1:00 AIDEs Orientation #1 30 Aides and partners Regency Ballroom C Rod Belton/Jim Aslin NA U - Shape NA NA See room layout plan Meal Guarantee Due Ken Moulton, Rod 21 5:00 PM Saturday Dinner & Brad 22 THURSDAY, September 30th Location - RI Headquarters Exec.Comm./Operations Committee Brad Howard/Joan Need four power 23 7:00 AM 8:00 AM 1:00 30 Z I Committee Maple NA Modified hollow square Coffee Service See room layout plan - Coffee Service Mtg Firkins/Wyn Spiller strips 24 10:00 AM 6:00 PM 8:00 Outer Village vendors and booths open Brian Beagle Various Grand Ballroom North Roz Cooper Kathy Refer to Outer Village 25 10:00AM 07:00PM 9:00 2010/2011 Registration Desks open General NA NA NA Foyer Johnson layout 2010 Check-in Desk open 2011 Event Registration Desks' Open - Grand Ballroom North Refer to Outer Village 26 10:00 AM 7:00 PM 9:00 General Various NA NA NA Institute, Convention and Past officers Foyer layout Reunion 27 11:00 AM 12:00 PM 1:00 Aides Orientation #2 30 VIP Aides & partners Maple Jim Aslin Rod Belton/Jim Aslin Modified hollow square NA NA See room layout plan 28 1:00 PM 3:00 PM 2:00 SAA Orientation Mtg. 25 SAA Spruce Gene Hernandez RID John Blount, 29 2:30 PM 4:00 PM 1:30 SIG / DRL Orientation 130 DRLs/SIGS Regency Ballroom A -D Helene Kalfuss Rounds Refer to tab below Refer to tab below Refer to room layout plan in Tab 8B Helene Kalfuss Bloiunts, Ray, Carl- 30 3:45 PM 4:30 PM 0:45 Rehearsal for Opening Ceremony Wilheim, Ravi, Blair, Grand Ballroon Brad n/a Coble Page 3 of 99
  4. 4. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Klinginsmith, Blounts and Grand Ballroom East Klinginsmiths, 31 4:30 PM 4:45 PM 0:15 Boyds arrive for DGE 6 Foyer (stairs from Gene Hernandez None NA NA NA Blounts, Boyds lobby) photograph 32 5:00 PM 6:00 PM 1:00 VIP/Senior Leader's Reception 45 Chairman's Suite Cindy Sekkel By invite only Patch Foyer General Reception and "Pre Flight Grand Ballroom East 33 6:00 PM 7:00 PM 1:00 600 General Nina Clancy NA Hotel to provide layout house speakers to Five No host bars check-in" Foyer Grand 34 6:50 PM 7:00 PM 0:10 Doors Open Ron Sekkel Session #1 DINNER Linda Coble, Terri 35 7:00 PM 9:50 PM 2:50 * Focus - Adapting to Change 600 General Grand Ballroom A - H Nina Clancy Rounds Refer to tab below Refer to tab below See tab #1 Thursday Dinner below Clark, Ray Klinginsmith * Balloon Transition to India Sal Briguglio, Nina Transition to India 36 9:50 PM 11:00 PM 1:10 Village Grand Opening & Dancing 300 General Grand Ballroom I - K Disc Jockey See layout NA NA Clancy DJ in The Village 37 FRIDAY, October 1st Location - India Exec.Comm./Operations Committee Brad Howard/Joan Need four power See room layout plan 38 7:00 AM 8:00 AM 1:00 30 Z I Committee Maple NA Modified hollow square Coffee Service Mtg Firkins/Wyn Spiller strips Coffee Service 2011 Event Registration Desks' Open - Grand Ballroom North Roz Cooper Kathy Refer to Outer Village 39 7:00 AM 5:00 PM 10:00 Institute, Convention and Past officers General Various NA NA Foyer Johnson layout Reunion Session #2 - Breakfast Bruce Aylward, Ravi 40 8:00 AM 9:30 AM 1:30 * Focal - World Health 600 General Grand Ballroom A -H Ken Moulton Rounds Refer to tab below Refer to tab below See tab #2 Friday Brkfast below Ravindran * Includes RI Financial Report 41 9:30 AM 9:45 AM 0:15 Room Transition Gene Hernandez Carl-Wilhelm Stenhammar, John Session #3 - Polio Eradication - Past, Regency Ballroom A - See Tab 42 9:45 AM 11:25 AM 1:40 550 General Anil Garg Osterlund, Ravi Theatre Refer to tab below Refer to tab below Present, Future G #3 - Friday Morning Ravindran & Jennifer Jones 53 11:25 AM 11:40 AM 0:15 Room Transition Gene Hernandez Session #4 Grand ballroom I - K & Sal Briguglio, Mike Selected Project Exhibitors to have no 54 11:40 AM 12:30 PM 0:50 NA General See Village Schedule See layout NA NA Village Square Activity North Foyer Hannigan more than 10 minutes each Page 4 of 99
  5. 5. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Session #5 LUNCH Cheryl Scott * Includes TRF Recognition 55 12:30 PM 2:00 PM 1:30 600 General Grand Ballroom A - H Ken Moulton Art Harrington & Bob Rounds Refer to tab below Refer to tab below See tab #5 Friday Lunch below * Includes Balloon Transition to Latin Kings, Norb Murray America Transition to Village/Off Site Departure 56 2:00 PM 2:15 PM 0:15 Gene Hernandez by Bus from Lower Level Session 6 Grand ballroom I - K & Sal Briguglio, Mike 57 2:00 PM 5:00 PM 3:00 Village Square Activity General See Village Schedule See layout NA NA North Foyer Hannigan Focus - World Health Lower Level Coordinate with Signage and SAA for 58 2:15 PM 2:30 PM 0:15 Departure by Bus to Off Site Events 50 Off Site Registrants Motorcoach Departure Don Gregory NA NA NA NA quick identify of departure point Area 59 2:30 PM 3:30 PM 1:00 2011 Institute Mtg w/ RIDE Ken Boyd 12 Maple Session #7 60 2:15 PM 5:00 PM 2:45 NA General NA Don Gregory Seattle BioMed; PATH NA NA NA Needs???? Outside coordinate events Session #8a Kathy Johnson and Cash bar to located in Regency Foyer 61 6:00 PM 10:00 PM 4:00 40 PDGs Regency Ballroom A-D NA 4 Rounds of 10 NA NA Class Reunion Dinners Class Coordinators and shared with SIG/DRL Session #8b 62 6:30 PM 9:30 PM 3:00 110 SIG/DRL Cedar Ballroom A & B Helene Kalfuss NA Rounds Wireless mic Table Top lectern See room layout plan SIG / DRL Dinner 63 64 SATURDAY, October 2nd Location - Latin America Session #9 two 6’ tables @ 8th & 65 5:45 AM 7:30 AM 1:45 NA General NA Don Gregory NA NA NA Walk/Run Bellevue 5:30 AM Exec.Comm./Operations Committee Brad Howard/Joan Need four power 66 7:00 AM 8:00 AM 1:00 30 Z I Committee Maple NA Modified hollow square Coffee Service See room layout plan - Coffee Service Mtg Firkins/Wyn Spiller strips Session #10 Major Donors Level II Art Harrington & Bob Art Harrington & Bob 67 7:30 AM 8:30 AM 1:00 100 Cedar Ballroom A & B Rounds Refer to tab below Refer to tab below See tab #10 MD Brkfst below "Beyond Major Donor" Breakfast and above Kings Kings Grand ballroom I - K & 68 8:00 AM 8:45 AM 0:45 Village Square Open NA General Sal Briguglio See Village Schedule See layout NA NA Food cart available for food purchases North Foyer Page 5 of 99
  6. 6. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes 2011 Event Registration Desks' Open - Grand Ballroom North Refer to Outer Village 69 8:00 AM 5:00 PM 9:00 Institute, Convention and Past officers General Roz Cooper Various NA NA Foyer layout Reunion Session #11 Murray, Blount & Not a meal session. See tab #11 Sat 70 9:00 AM 9:50 AM 0:50 * Focus - Water & Sanitation 600 General Grand Ballroom A - H Anil Garg Rounds Refer to tab below Refer to tab below * Includes Institute Committee Recognition Borrazzo Morn below 78 9:50 AM 10:00 AM 0:10 Room Transition Gene Hernandez Moderator w/ 3 Session #12a - Plenary speakers in sequence. Regency Ballroom A - 79 10:00 AM 11:25 AM 1:25 * Partnering, New Grant Policies, 550 General Anil Garg Speakers: Carl-Wilhelm Theatre Refer to tab below Refer to tab below See tab #12A Sat Morn below G RAGS, etc. Stenhammar, Abby McNear, others 87 11:25 AM 11:35 AM 0:10 Room Transition Gene Hernandez Juniper, Larch,Grand Session #12b - Plenary McNear, Blount, 88 11:35 AM 12:05 PM 0:30 550 General Ballroom I - K, Regency Anil Garg Theatre Refer to tab below Refer to tab below See tab #12B Sat Morn below * Break out Session Borrazzo, Thompson Ballrooms 89 12:05 PM 12:20 PM 0:15 Room Transition to meal Gene Hernandez Session #13 - LUNCH Tom Thorfinnson, Norb 90 12:30 PM 1:45 PM 1:15 * Includes 2011 Institute Promo 600 General Grand Ballroom A - H Ken Moulton Rounds Refer to tab below Refer to tab below See tab #13 Sat Lunch below Murray * Includes Balloon Transition to Africa 91 1:45 PM 2:00 PM 0:15 Room Transition Gene Hernandez Moderator with four speakers in sequence. Session #14 - Plenary Regency Ballroom Speakers - Marilyn 92 2:00 PM 4:07 PM 2:07 Topics: microcredit, sustainable Rotary 550 General Anil Garg Theatre Refer to tab below Refer to tab below See tab #14 Sat Afternoon below A-G Fitzgeald, Peter Bladin, projects, education… Ravi Ravindran, and Steve Brown 103 4:07 PM 4:20 PM 0:13 Room Transition Gene Hernandez Grand Ballroom I - K & 104 4:20 PM 5:00 PM 0:40 Session #15 - Village Square NA General Grand Ballroom North Sal Briguglio See Village Schedule See layout NA NA Foyer 105 SATURDAY Evening, October 2nd Location - Africa Page 6 of 99
  7. 7. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Grand Ballroom East 106 6:00 PM 7:00 PM 1:00 General Reception 600 General Phyllis Nusz NA Hotel to provide layout NA NA 5 No host Bars Foyer 107 6:00 PM 7:00 PM 1:00 Formal VIP Receiving Line RI VIP people Top of Stairs Phyllis Nusz Session #16 - DINNER * Focus - Economic Development & Patrick Awuah, African 108 7:00 PM 9:40 PM 2:40 World Peace, 600+ General Grand Ballroom A - H Phyllis Nusz Rounds Refer to tab below Refer to tab below See tab #16 Sat Dinner below Children's Choir * Includes Balloon transition to Far East/Orient 109 SUNDAY, October 3rd Location - Far East / Orient Grand Ballroom North 110 7:00 AM 7:45 AM 0:45 Session #17 - Ecumenical 100 General Ken Bose Ken Bose Theater Sound system Lectern Foyer Exec.Comm./Operations Committee Need four power See room layout plan 111 6:30 AM 7:00 AM 0:30 30 Z I Committee Maple Brad Howard, Joan NA Modified hollow square Coffee Service Mtg strips Coffee Service Firkins & Wyn Spiller Grand Foyer - East 112 7:45 AM 8:15 AM 0:30 Continental Breakfast Service 250 General Sally Adelblue NA Per hotel design NA NA Coffee, tea, fruit and pastry In Front of Grand A 2011 Event Registration Desks' Open - Tables and display relocated from 113 7:45 AM 12:00 PM 4:15 Institute, Convention and Past officers East Foyer Kathy Johnson Two skirted tables North Foyer Reunion PRIP Cliff Session #18 Regency Ballroom A - Dochterman.Helene See tab #18 Sunday SIG DRL Wrap 114 8:30 AM 10:00 AM 1:30 130 SIG/DRL Helene Kalfuss Rounds Refer to tab below Refer to tab below DRL - SIG Wrap up D Kalfuss, RID John below possibly Presider, Ray Session #19 Klinginsmith, Eddie Microphone, 115 8:15 AM 8:55 AM 0:40 400 General Grand Ballroom A - H Anil Garg Rounds Lectern See tab #19 Sunday below Focus - World Peace Blender, Phil Silvers, Lighting Abby McNear 116 8:55 AM 9:10 AM 0:15 Room Transition Gene Hernandez Juniper, Larch,Grand Eddie Blender, Phil 117 9:10 AM 9:40 AM 0:30 Session #20 a,b & c 350 General Anil Garg Theatre Refer to tab below Refer to tab below See tab #20 Sunday below Ballroom I - K Silvers, Abby McNear 118 9:40 AM 9:50 AM 0:10 Room Transition Gene Hernandez Session #21 119 9:50 AM 10:20 AM 0:30 130 General Grand Ballroom I - K Sal Briguglio Various Theatre Refer to tab below Refer to tab below See Village Tab below Village Square 120 10:20 AM 10:30 AM 0:10 Room Transition Gene Hernandez Page 7 of 99
  8. 8. 2010 ZONE INSTITUTE MINUTE SCHEDULE FINAL # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Session #22 - BRUNCH Peace Fellow and 121 10:30 AM 12:00 PM 1:30 450 General Grand Ballroom A - H Ken Moulton Rounds Refer to tab below Refer to tab below See tab #20 Sunday Brunch below Closing others TBD Brad Howard & Brenda 122 12:45 PM 2:00 PM 1:15 2010 and 2011 Institute Committee 30 Z I Committee Larch NA U Shape NA NA See room layout plan Cressey 123 MONDAY, October 4th Vendor to remove items from 124 10:00 AM ###### NA NA NA NA NA NA NA LOADING DOCK STORAGE Page 8 of 99
  9. 9. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Ballroom Set up Presider: n/a Date / Time: Thursday / 7:00 a.m. - 5:00 p.m. Presenter(s): n/a FINAL Location: Grand Ballroom/Foyer Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee A/V - Hotel Notes See GETS/GNATS THURSDAY, September 30th Minute Schedule for additional information Overview: Full A/V and BIG Balloon set up and test Décor on tables. 1 THURSDAY, September 30th 2 7:00 AM 4:00 PM 9:00 Decorations and room set_up Grand Ballroom A - H Bollywood dance rehearsal for John 3 11:30 AM 12:30 PM 1:00 Choreographer rehearsal 5 Grand Ballroom and Patti 6 rounds of 10 4 12:00 PM 4:00 PM 4:00 Tables set with linen per floor plan 600 Hyatt Staff GDR___ 24 Flags set aside for DGES held in 5 12:00 PM 3:00 PM 3:00 Flags set in place 200 Michael Clancy Village out of sight 6 3:45 PM 4:30 PM 0:45 Logo Characters Rehearsal 10 Snd/Vid Chk for Opening Event by Ken Jacobs & Linda 7 4:00 PM 5:00 PM 1:00 Sessn Corrd & Stage Manager Coble/Nina Clancy SAA will monitor time Grand Ballroom East 8 4:15 PM 4:45 PM 0:30 DGE & partners photographs 53 DGEs & partners Tony Brockington and bring DGEs and Foyer top of stairs partners into rehearsal 9 4:15 PM 4:30 PM 0:15 Decorations completed Nancy Belton Klinginsmith, Blounts and Boyds Klinginsmiths, Blounts, Grand Ballroom East 10 4:30 PM 4:45 PM 0:15 6 RIP Aides arrive for DGE photograph Boyds Foyer top of stairs 11 4:45 PM 5:30 PM 0:45 DGE & partners rehearsal 48 12 0:00 13 0:00 Page 9 of 99
  10. 10. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Ballroom Set up Presider: n/a Date / Time: Thursday / 7:00 a.m. - 5:00 p.m. Presenter(s): n/a FINAL Location: Grand Ballroom/Foyer Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee A/V - Hotel Notes 14 0:00 15 0:00 16 0:00 17 0:00 18 0:00 19 0:00 20 0:00 21 0:00 NOTES For Event: Room setup (refer to room layout plans): Grand Ballroom A - H {65 rounds of 10, 1 lectern with mic, 1 draped 36" cocktail round adjacent to lectern, Stage setup {14 - Hyatt risers (6' X 8' X 24" ea) and 6 - Westin risers (6' X 8' X 24"), 6 Hyatt steps with rails} DGE setup {6 risers 4'X4'X6" & 6 risers 4"X4'X12", all supplied by others}, Balloon Setup: {1 - 6' X 8' X 24" Westin riser with 1 railess step (by other)}, Tech Support: { 4 -4'X4'X24" Kirland risers, 2 - 4'X4'X24" Kirkland risers, 2 - 4'X4'X24" Risers (other), 1 railess step (other), 5 chairs} Grand Ballroom East Foyer {5 no host bars,2 no host bars moved from East foyer to Inner Village (Grand Ballroom I - K) after reception. Page 10 of 99
  11. 11. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Ballroom Set up Presider: n/a Date / Time: Thursday / 7:00 a.m. - 5:00 p.m. Presenter(s): n/a FINAL Location: Grand Ballroom/Foyer Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee A/V - Hotel Notes Floor Plan: Spruce Room. For reference only. See Brian Moore for additional sheets. Page 11 of 99
  12. 12. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Ballroom Set up Presider: n/a Date / Time: Thursday / 7:00 a.m. - 5:00 p.m. Presenter(s): n/a FINAL Location: Grand Ballroom/Foyer Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee A/V - Hotel Notes Signage: Page 12 of 99
  13. 13. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: SIG/DRL Orientation Presider: Helene Kalfuss Date / Time: Thursday / 2:30 - 4:00 p.m. (90 minutes) Presenter(s) n/a FINAL Location: Regency Ballroom A - D Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes See GETS/GNATS THURSDAY, September 30th Minute Schedule for additional information Overview: Provide overview for DRL/SIG attendees Regency Ballroom A - 13 rounds of 10 1 THURSDAY, September 30th SIG/DRL D Helene Kalfuss GDR___ Cordless Mic lectern Room Inspected - A/V, lighting, set- 2 2:15 PM Helene Kalfuss up, iced water for speakers, etc. 3 2:15 PM SAA's on duty at doors Gene Hernandez 4 2:20 PM Doors Open Helene Kalfuss Welcome and explanation of their role Regency Ballroom A - 5 2:30 PM 2:40 PM 0:10 125 SIG/DRL Helene Kalfuss Helene Kalfuss at the Institute D Regency Ballroom A - 6 2:40 PM 3:15 PM 0:35 Self Introductions 125 SIG/DRL Helene Kalfuss Attendees D RID John Blount's presentation and Regency Ballroom A - 7 3:15 PM 3:45 PM 0:30 125 SIG/DRL Helene Kalfuss RID John Blount interaction D Explanation of the evening's event Regency Ballroom A - 8 3:45 PM 4:00 PM 0:15 and reminder of next session for 125 SIG/DRL Helene Kalfuss Helene Kalfuss D DRLs/SIGs. Answering questions 9 10 11 12 Page 13 of 99
  14. 14. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: SIG/DRL Orientation Presider: Helene Kalfuss Date / Time: Thursday / 2:30 - 4:00 p.m. (90 minutes) Presenter(s) n/a FINAL Location: Regency Ballroom A - D Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes NOTES For Event: 1. Room setup (refer to room layout plans): Regency Ballroom A - D {13 rounds of 10}, One lectern Menu & Service: Iced water service with glasses Page 14 of 99
  15. 15. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: SIG/DRL Orientation Presider: Helene Kalfuss Date / Time: Thursday / 2:30 - 4:00 p.m. (90 minutes) Presenter(s) n/a FINAL Location: Regency Ballroom A - D Keynote: n/a # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Floor Plan: For reference only. See Brian Moore for additional details. Page 15 of 99
  16. 16. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Thursday Night DGE Presentation Dinner Presider: Linda Coble Date / Time: Thursday / 6:00 -11:00 pm (300 minutes) Presenter(s) Terri Clark FINAL Location: Grand Ballroom and Foyer Keynote: RIP Ray Klinginsmith # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes See GETS/GNATS 65 rounds of 10 See column See notes for THURSDAY, September 30th All Attendees Minute Schedule for Nina Clancy NA GDR___ below event below additional information Overview: Presider: Linda Coble. Coordinator: Nina Clancy. Presenters: Terri Clark and RIP Ray Klinginsmith The opening session. Includes an introduction to the "Around Our World" theme and a presention of the DGE class of of 2011-12. Concludes with "balloon transition" to India, entertianment by a bollywood dance group and the Grand Opening of The Village. Dancing to DJ music in The Village. GDR Completed & Checked by See information about "backstage 1 5:00 PM 6:00 PM 1:00 NA Grand Ballroom A - H Nina Clancy NA Session Coordinator room" Grand Ballroom East 2 5:30 PM 11:00 PM 5:30 SAA on duty 18 NA Gene Hernandez NA Foyer 3 6:00 PM 11:00 PM 5:00 "Green Room" for entertainers/staging 20 NA Spruce Room Rick Mendoza NA Reception Five No Patch Foyer Grand Ballroom East 4 6:00 PM 7:00 PM 1:00 Cocktail Reception 600 All Attendees Nina Clancy NA Host bars house speakers Prerecorded announcement Foyer GDR _______, to Grand Proceeds to Spruce Room and 5 6:30 PM Soloist Arrives Spruce Room Rick Mendoza Lisa Fox checks in with Rick 2 lav mics., stage Grand Ballroom A - H 6 6:50 PM 7:00 PM 0:10 Doors Open All Attendees Ron Sekkel NA lighting, DVD Lectern w Mic doors player, 2 screens 7 6:50 PM 7:08 PM 0:18 Flag carriers & DGE's pick-up flags 27 Cloat room Mike Clancy Annoucement over Loud speaker "Please take your seats as we will be Nina Clancy Linda 8 7:00 PM 7:03 PM 0:03 Grand Ballroom A - H boarding soon for our trip Around Our Coble World Page 16 of 99
  17. 17. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Thursday Night DGE Presentation Dinner Presider: Linda Coble Date / Time: Thursday / 6:00 -11:00 pm (300 minutes) Presenter(s) Terri Clark FINAL Location: Grand Ballroom and Foyer Keynote: RIP Ray Klinginsmith # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Character people enter Ballroom, 9 7:03 PM 7:08 PM 0:05 Welcome All Attendees Grand Ballroom A - H Ron Sekkel Norb Murray proceed to assigned table and them move to backstage room DGEs enter with Flags from nations Flag ceremony on Need to detrimine where they enter 10 7:08 PM 7:12 PM 0:04 24 DGEs & Partners Grand Ballroom A - H Nina Clancy Linda Coble not placed at front screen Prefer back of room G Narator - Ravin Green Ray, Brad, John , Ravi , Blair, Linda, 11 7:12 PM 7:20 PM 0:08 Introduction of Characters Logo 7 All Attendees Grand Ballroom A - H Nina Clancy Lectern w Mic Recorded Karl Mike Montgomery (US Flag); Ross 12 7:20 PM 7:26 PM 0:06 National Anthem US/Canada 600 All Attendees Grand Ballroom A - H Nina Clancy Linda Coble Lectern w Mic White (Canadian Flag); Bob Kings (Rotary Flag) 13 7:27 PM 7:28 PM 0:01 Intro. Kemper Freeman Linba Coble 14 7:27 PM 7:30 PM 0:03 Welcome to my town Kemper Freeman Emcee Linda Coble 62 rounds of 10 15 7:30 PM 8:15 PM 0:45 Dinner service 600 All Attendees Grand Ballroom A - H Nina Clancy Lectern w Mic Strolling Violinists (3) GDR___ 16 8:15 PM 8:16 PM 0:01 Intro Terri Clark Linda Coble Risers and chairs for 17 8:16 PM 8:45 PM 0:29 Graduation Class of 2011-12 24 DGEs & Partners Grand Ballroom A - H Nina Clancy Terri Clark Lectern w Mic 48 Arrive and start prep. 18 8:45 PM 8:55 PM 0:10 Bollywood entertainers arrive 16 NA Spruce Room Rick Mendoza NA Contact Nalini Karimova Arrive and start prep. 19 8:45 PM 8:55 PM 0:10 DJ Arrives 2 NA The Village Rick Mendoza NA Contact John Venables 20 8:46 PM 8:49 PM 0:03 Transition - Terri to John Linda Coble 21 8:50 PM 8:53 PM 0:03 Intro RIP 600 All Attendees Grand Ballroom A - H Nina Clancy John Blount Lectern w Mic lapel mic req'd for 22 8:53 PM 9:23 PM 0:30 RIP address & Chrg to the DGEs All Attendees Grand Ballroom A - H Nina Clancy Ray Klinginsmith Lectern w Mic RIP Klinginsmith 23 9:23 PM 9:27 PM 0:04 Announcements/ Transiton All Attendees Grand Ballroom A - H Nina Clancy Linda Coble, Emcee Lectern w Mic iPod or CD to A/V 6 professional dancers +/ 20-25 24 9:39 PM 9:50 PM 0:11 Closing Performance Bollywood 16 Ballywood Performers Grand Ballroom A - H Nina Clancy NA Team student dancers Page 17 of 99
  18. 18. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Thursday Night DGE Presentation Dinner Presider: Linda Coble Date / Time: Thursday / 6:00 -11:00 pm (300 minutes) Presenter(s) Terri Clark FINAL Location: Grand Ballroom and Foyer Keynote: RIP Ray Klinginsmith # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Hotel workers open 30 ft. section of See floor plan for sections to be 25 9:45 PM 9:50 PM 0:05 Brian Moore Air Wall openned. Grand Ballroom I - K 26 9:50 PM 10:00 PM 0:10 Dancers lead guest into the Villlage 300 All Attendees Nina Clancy DJ 2 No host bars (Village Stage) Those who want to Grand Ballroom I - K Dance Floor 4 risers (6' 27 10:00 PM 11:00 PM 1:00 Dancing in the Village 200 Nina Clancy See room layout plan have fun! (Village Stage) X 8' ) for stage 28 0:00 29 0:00 30 0:00 NOTES For Event: RECEPTION: See separate floor plan and details per Nina DINNER: Room setup (refer to room layout plans): Grand Ballroom A - H {65 rounds of 10, 1 lectern with mic, 1 draped 36" cocktail round adjacent to lectern, Stage setup {14 - Hyatt risers (6' X 8' X 24" ea) and 6 - Westin risers (6' X 8' X 24"), 6 Hyatt steps with rails} DGE setup {6 risers 4'X4'X6" & 6 risers 4"X4'X12", all supplied by others}, Balloon Setup: {1 - 6' X 8' X 24" Westin riser with 1 railess step (by other)}, Tech Support: { 4 -4'X4'X24" Kirland risers, 2 - 4'X4'X24" Kirkland risers, 2 - 4'X4'X24" Risers (other), 1 railess step (other), 5 chairs} Grand Ballroom East Foyer {5 no host bars,2 no host bars moved from East foyer to Inner Village (Grand Ballroom I - K) after reception. Tablecloth - Black Napkin fold - Opera - White MEALS: Dungeness Crab & Corn Chowder Grilled Filet Mignon Country Mashed Potatoes w/green onions, bacon, cheddar cheese & sour cream Blue Lake Green Beans & Hunter Sauce Cheesecake w/raspberry coulis Page 18 of 99
  19. 19. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Thursday Night DGE Presentation Dinner Presider: Linda Coble Date / Time: Thursday / 6:00 -11:00 pm (300 minutes) Presenter(s) Terri Clark FINAL Location: Grand Ballroom and Foyer Keynote: RIP Ray Klinginsmith # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Floor Plan: For reference only. Separate sheets available from Brian Moore. Page 19 of 99
  20. 20. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Thursday Night DGE Presentation Dinner Presider: Linda Coble Date / Time: Thursday / 6:00 -11:00 pm (300 minutes) Presenter(s) Terri Clark FINAL Location: Grand Ballroom and Foyer Keynote: RIP Ray Klinginsmith # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Floor Plan: For reference only. Separate sheets available from Brian Moore. Page 20 of 99
  21. 21. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Thursday Night DGE Presentation Dinner Presider: Linda Coble Date / Time: Thursday / 6:00 -11:00 pm (300 minutes) Presenter(s) Terri Clark FINAL Location: Grand Ballroom and Foyer Keynote: RIP Ray Klinginsmith # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Signage: Page 21 of 99
  22. 22. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Friday Breakfast / Session #2 Presider: Rod Belton Date / Time: Friday / 8:00 - 9:30 a.m. (90 minutes) Presenter(s): Brenda Cressey, Ravi Ravindran FINAL Location: GRAND BALLROOM Keynote: Bruce Aylward # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes 62 rounds of 10 FRIDAY, October 1st All Attendees Grand Ballroom A - H Ken Moulton NA GDR___ Lectern w Mic Overview: Presider: Rod Belton Session #2 - Breakfast,* Focal - World Health, * Includes RI Financial Report. 62 rounds of 10 1 7:50 AM 9:30 AM 1:40 Session #2 - Breakfast 600 All Attendees Grand Ballroom A - H Ken Moulton Rod Belton ???? Lectern w Mic GDR___ 2 7:45 AM Décor complete Nancy Belton 3 7:45 AM SAAs on duty at all ballroom doors 8 Gene Hernandez Room check complete - sound, lights, Ken Moulton, Ron 4 7:45 AM speaker gift, etc. Sekkel and Rod Belton Entertainment set and ready to 5 7:45 AM Rick Mendoza 2 Mics. Seron & Tabla duo perform Will need two mics while playing Door Open 6 7:50 AM 8:00 AM 0:10 Ron Sekkel seated on the Walk-in music playing floor - one microphone each 7 8:00 AM 8:05 AM 0:05 "Imprint of India" Norb Murray Mic. and Lighting Greeting by Presider - Intro Brenda 8 8:05 AM 8:08 AM 0:03 Rod Belton Cressey 9 8:08 AM 8:09 AM 0:01 Inspirational Thought Brenda Cressey 10 8:09 AM 8:10 AM 0:01 Announce Breakfast 60 rounds of 10 11 8:10 AM 8:37 AM 0:27 Breakfast Service Hyatt GDR___ 12 8:10 AM 8:37 AM 0:27 Entertainment during meal Presider Reconvene Session and 13 8:37 AM 8:39 AM 0:02 Rod Belton Introduction of Treasurer Page 22 of 99
  23. 23. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Friday Breakfast / Session #2 Presider: Rod Belton Date / Time: Friday / 8:00 - 9:30 a.m. (90 minutes) Presenter(s): Brenda Cressey, Ravi Ravindran FINAL Location: GRAND BALLROOM Keynote: Bruce Aylward # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Power Point 14 8:39 AM 8:49 AM 0:10 Treasurer's Report Ravi Ravindran Controlled by speaker 15 8:49 AM 8:52 AM 0:03 Introduction of Speaker Rod Belton 16 8:52 AM 9:27 AM 0:35 Speaker/World Health Overview Bruce Aylward 17 9:27 AM 9:30 AM 0:03 Cllosing Comments/Adjourn Rod Belton Mention Village 18 0:00 19 0:00 20 0:00 21 0:00 22 0:00 NOTES For Event: 1. Room setup (refer to room layout plans): Grand Ballroom A - H {62 rounds of 10, 1 lectern with mic, 1 draped 36" cocktail round adjacent to lectern, Stage setup {14 - Hyatt risers (6' X 8' X 24" ea) and 6 - Westin risers (6' X 8' X 24"), 6 Hyatt steps with rails}, Balloon Setup: {1 - 6' X 8' X 24" Westin riser with 1 railess step (by other)}, Tech Support: { 4 -4'X4'X24" Kirland risers, 2 - 4'X4'X24" Kirkland risers, 2 - 4'X4'X24" Risers (other), 1 railess step (other), 5 chairs}. Menu & Service: Tablecloth - White, Napkin fold - Tent - White MEALS: Indian Scrambled eggs with fresh tomato Basket of Nan & pastries Page 23 of 99
  24. 24. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Friday Breakfast / Session #2 Presider: Rod Belton Date / Time: Friday / 8:00 - 9:30 a.m. (90 minutes) Presenter(s): Brenda Cressey, Ravi Ravindran FINAL Location: GRAND BALLROOM Keynote: Bruce Aylward # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Floor Plan: For reference only. See Brian Moore for details. Page 24 of 99
  25. 25. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Friday Breakfast / Session #2 Presider: Rod Belton Date / Time: Friday / 8:00 - 9:30 a.m. (90 minutes) Presenter(s): Brenda Cressey, Ravi Ravindran FINAL Location: GRAND BALLROOM Keynote: Bruce Aylward # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Signage: Page 25 of 99
  26. 26. 2010 ZONE INSTITUTE MINUTE SCHEDULE Event: Friday Breakfast / Session #2 Presider: Rod Belton Date / Time: Friday / 8:00 - 9:30 a.m. (90 minutes) Presenter(s): Brenda Cressey, Ravi Ravindran FINAL Location: GRAND BALLROOM Keynote: Bruce Aylward # Start Time End Time H:MM Function # Audience Room Coordinator Presenter / Speaker Setup / GDR - BEO# A/V - Committee Hotel Misc Notes Page 26 of 99

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