After sufficiently procrastinating (I’ve had the photos for two months…eek!), I’m FINALLY sharing the photographic evidence of the 500-person black tie fundraising event that I produced back in October. It was the 20th Annual President’s Reception and Awards Gala for the California Medical Association (the organization I work for), which was simultaneously celebrating its 160th anniversary. If you follow me on Instagram, then you might recall all the behind-the-scenes IG posts and stories that I shared leading up to and during the much-anticipated soiree.
The entrance
The Foyer + Cocktail Reception Area
The Ballroom
Before Photos (taken by me with my iPhone)
This was my third year producing the event and as you could probably imagine, it is no small fête. Below is a high-level overview of all the elements that I manage, from pre-event planning to onsite production. While much of the pre-event work falls on me, I am fortunate enough to have key people—a registration coordinator, graphic designer, copy editor, ad coordinator and accounts payable team—who also play an integral role in the months leading up to the event. And then there’s the onsite staff and incredible vendors, who without, this event could not function.
- Produce and manage sales
> Sponsorship sales
> Program advertising sales; oversee advertising coordinator
> Develop registration strategy and logistics; oversee registration coordinator - Develop and execute marketing plan; create content and design concept for all collateral
- Develop overall design concept for event; execute onsite styling
- Hire and work with floral/decorator vendors to execute design
- Hire and coordinate logistics for auctioneer, emcee and photographer
- Secure band and coordinate all entertainment logistics (staging, song selection, band deliverables)
- Secure audio/visual production team and determine all sound, lighting, staging, visual needs and design effects
- Coordinate all food and beverage selections and logistics with catering team
- Develop all event signage
- Manage auction logistics
- Organize onsite staffing, determining needs, logistics and assignments
- Gather content for program book and oversee design/production
- Write script
- Develop run-of-show and program flow
- Run event production onsite, cueing all audio/video transitions, the emcee and speakers; troubleshoot miscellaneous issues and problem-solve on the fly
- Oversee and execute event set-up and teardown, coordinating with staff and hired vendors
- Manage event budget, producing a detailed report once all expenses/revenues are reconciled and accounted for
The Program + Production Elements
The Dancing (even I was letting loose by this point in the event!)
The Gown (pictured here with my boss)
Just a little insight to one of the programs that I run. Thank you again to all the staff and vendors (sources listed below) who helped bring this event to life—I could not have done it without you!
– S A D Y E E V Y N R E I S H
vendors + sources
Photography* // Jeff Walters Photography
* The “before” photos were snapped by me on my iPhone
Décor + Furniture Rentals* // Botanica Lifestyle + Design
*Most items were rented from Botanica Lifestyle + Design, but some of the décor was from my own personal inventory.
Linens // La Tavola Fine Linen
Floral Arrangements // Botanica Lifestyle + Design
Audio/Visual Production (lighting + video display) // PSAV
Band // Hip Service
Emcee // Rob Stewart
Auctioneer // David Sobon Auction + Events
Catering // Classique Catering
Venue // Sacramento Memorial Auditorium
Dress // Rent the Runway
Candice says
January 4, 2017 at 1:24 PMExcellent job, girlfriend!
Candice says
January 4, 2017 at 1:25 PMAnd you look stunning!
Sadye Evyn Reish says
January 5, 2017 at 10:18 PMThanks Candice! 🙂