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Post by The Major on Feb 19, 2008 12:38:45 GMT -5
I'm not quite sure if this is the best topic to post this under, but I couldn't find just one that seemed to suit this question.
We are considering putting on a dinner and Ball to commemorate the bicentennial of the creation of our regiment. This is something that I have not done before but will probably end up the host and manager of it. By reading the posts here, it seems a few people have some experience at it. Do you have a list of what to do, check list, etc, that you would be willing to share?
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Post by Mme de Beaufort on Feb 19, 2008 12:44:16 GMT -5
Now that I can help you with. LOL! Give me a moment to write something up.
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Post by Mme de Beaufort on Feb 19, 2008 12:58:58 GMT -5
A Big and formal Regency Ball 1. Venue -- Lock in a venue. Try to keep it historic looking as much as possible. Try to find one that doesn't cost you an arm or a leg. Masonic temples are a good option; they're usually very nice inside and many have ballrooms for nominal rental fees. That is the first thing you need to secure. That will also provide you with an event date. A kitchen with a Hobart sanitizer is a blessing. 2. Be sure your event date does not coincide with large ECD group events, other reenactor balls, etc. Ours did, and it affected attendance. 3. Advertise on website, send out blanket emailing... be sure to set up your ticket purchasing options early... use paypal, whatever you need to do to facilitate the purchase of tickets. Post flyers at bookshops, cafes, libraries, theatres, universities, wherever you think a regency/historic buff would look. Find ways to post them on sites like this, and Republic of Pemberley, CDSS events wherever you can. You have to be very aggressive to get people through the door, trust me. It's a lot of work. 4. Get tickets printed. Keep a database of purchases, and if they've been sent tickets yet. Number all your tickets. I went through this site: They gave me 100 free 'postcards' and they were full colour and black and white back, all I paid for was shipping. I did have to cruise through several pages of aggressive offers, but it was worth it. www.vistaprint.com ~ I just made the tickets to fit the postcard size, and they came with free envelopes. Can't beat that. Getting ticket sales started early allows you some money to do the rest of the stuff. Every ball is like a mini-wedding, and costs are high. You need to charge the tickets to reflect that and make sure your costs are covered. 5. Decide if you're going to have the event catered, or if you're going to have members provide food. Also figure out at this point. Some venues will only allow approved caterers. 6) live music, find a quartet? If quartet, you need to start looking for one; they do not come cheap. 7) ECD caller/teacher ~ And set up pre-ball workshops to aide the dancers... 3) Box lunches for pre-ball workshops? 8) "Servants" and labor 9) rental of chairs, linens, china, etc... or Purchase via goodwill (that's what we did, ti was cheaper than renting, and we have it for future events 10) decorating committee... who's going to decorate? 11) hold a couple of smaller fund-raising events before hand to pay for caterer etc... auctions of costume items, whatnot. 12) Set up a photographer (one of your members?) You can offer ticket discounts to folks who are willing to work during event. You can charge for portraits. 13) If in a location that requires lodging, set up group rates with local hotel. 14) Have money to provide for lodging for ECD caller/quartet etc, if necessary. 15) get donations for raffle/auction during ball/event. 16) create dance program/schedule for the evening; arrival, social time, dining, dancing... 17) How are they going to dine? Buffet? Service? 18) setting up tables, logistics (we left it as open seating, giving everyone a place-card to reserve their spot while they socialized before dinner). I'll think of more stuff as I go along, I'm sure. Give yourself at least 8-12 mos of planning and fund-raising, trust me you'll need it.
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Post by Mme de Beaufort on Feb 19, 2008 13:06:06 GMT -5
Smaller balls are easier.
1) Location (church, community hall, grange, elks...) 2) ECD Caller and music 3) Online and flyer invites to anyone that breathes 4) Staples printable business cards or postcards with pre-printed deisgns can work for tickets. 5) Get people to donate raffle items. 6) Organize food, smaller venues; pot-luck can work; you can challenge people to make period recipes. 7) If you're not fussy, paper plates can do but if you are, goodwill is your friend. 8) a couple of candelabras for mood 9) decorating committee (they can share the costs...
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Post by The Major on Feb 19, 2008 13:17:54 GMT -5
WOW!!!! You've obviously done this a time or two. I had not thought of half of these things. I've attended a number of them, but didn't realize just how much goes into it. It seems the same amount of logistics as a regiment on campaign!
We're thinking of doing it in October and thought we had plenty of time. Sounds like we should get started right away. Our next senior staff meeting is this Friday evening, I'll bring it up and let the fellas know that we need to get started if we're going to make it happen.
I know what you mean by the Goodwill. A result of my living history, I have a circuit of thrift stores. I'll have to start looking for things specifically for this event.
Any help is appreciated! You are so good! Thank you so much!!
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Post by Mme de Beaufort on Feb 19, 2008 13:21:14 GMT -5
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Post by The Major on Feb 19, 2008 13:35:46 GMT -5
Dear Allseeing, Thank you so much. I may take you up on the offer. Those are some very well dressed ladies and gentlemen. And they look like they're having so much fun! Oh, the frontier may not be all it's cracked up to be
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Post by Mme de Beaufort on Feb 19, 2008 13:37:57 GMT -5
Whoa.. we're talking Oregon here.. Lawlz! The final frontier for Lewis & Clark, n'est pas? So you may find more finely dressed folks at yoru event than you expect. Be sure invitations go out to yall your local ECD groups. You can find them on CDSS. www.cdss.org/grp_addr_list.html
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Post by The Major on Feb 19, 2008 13:41:40 GMT -5
Dear Allseeing,
One would think that, but look back and you'll see that the west coast was populated quite a while and considerably more than the plains states. It's like everyone went around this part of the country to get to the coast. I don't know if I can blame them!
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Post by Goblin, esq. on Feb 19, 2008 16:13:33 GMT -5
Some notes from my experience:
We generally don't use tickets, we simply have a list at the door, and the person who greets people, collects cash from people paying at the door, and answers newcomer's questions checks off the people who pre-purchased. We usually end up with twice as many people paying at the door as pre-registered.
Besides decorating committees, make sure you have volunteers to clean up afterwards, and find out what the event space requires for clean up.
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Post by Mme de Beaufort on Feb 19, 2008 16:31:35 GMT -5
It's hard to estimate food needs with at-the-door attendees. I got a lot of flack for wanting at the door purchases from the volunteer who was cooking.
I didn't think it would make much of a difference, but to the people who handled the food, they wanted ot know how many people there would be; so we insisted on pre-sold tickets or at least, RSVPs.
Those who did pay at the door got a ticket; because they wanted a souvenir.
I also had my spreadsheet available to make sure that those who bought tickets were tracked, adn those with RSVPs that still owed money were also tracked.
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Post by Mme de Beaufort on Feb 19, 2008 16:34:58 GMT -5
Also, especially if this your first event, and you don't have a prior set of funds, selling tickets beforehand gives you money to make deposits, buy supplies, etc.
Providing 'early bird' discount as an incentive, you can get lots of early purchases too.
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Post by The Major on Feb 23, 2008 9:48:34 GMT -5
My senior staff and I met regarding the celebratory Ball last evening. You are not going to believe what was voted. I'll fill you in when I get some time, I'm scrambling a bit this weekend.
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Post by The Major on Feb 24, 2008 8:32:21 GMT -5
As I said before, you are NOT going to believe this. My unit's senior staff met (as commanding officer I am the chairman) to discuss the celebrations of my Regiment's Bicentennial. Instead of the October time frame I lobbied for, it was voted that we'll have the celebratory Ball in April on the actual date of the Bicentennial. And yes, I got railroaded...uh...volunteered to be the host and manager of the event. So I have less than two months to put the whole thing together!
So far things have gone exceedingly well. I have secured the venue. The historical park (the fort) where I volunteer has a reconstructed large log construction meeting house outside the fort proper that is adequate for our needs this time and it's free. I like free. Since it is reconstructed it is as authentic as it can be. It has a LARGE fireplace, vaulted ceiling, two adjoining rooms, completely white washed inside, etc. One adjoining room lends itself and will be the coat room. It has electricity in the other back room, but the rest of the lighting is by candlelight via 8 large chandeliers and a number of wall sconces. I've already secured a gross of donated bees wax candles. It comes with tables, chairs and benches (although we will still rent about a dozen additional chairs because I don't like the ones there very much). It does not have a kitchen in the building, it does have a refrigerator and electrical outlets in the back room. There is a kitchen in one section of the fort that can be used as well. What better ambiance than a reconstructed historical building.
I have also secured a band already. The band had a cancellation just a few days ago for our date. What luck! I don't have a caller yet, but if I can't find one for ECD I'll also look for a contra dance caller, or I can call contras and reels and we have a soldiers' wife who can also call contra dances. With a few waltzes thrown in, we should be covered. Compensation for the band will be by free will donation. With a guarantee of only $100, they are amiable to this arrangement.
I also have music lined up for the social hour. We have a few young ladies, daughters of regiment members, who are very musically talented (makes me sick, I can only hope to sound as good as a dying mule) and have volunteered to play. So the young ladies of the Regiment will be able to exhibit.
Since this is a particular celebration it will be a private Ball by invitation. The dinner is potluck with the officer (me) and NCO's providing the entrees. So I don't have to worry about tickets and fund raising.
Dinnerware and flatware could be a challenge. I have quite a bit of period correct dinnerware, but not enough, so I'll probably be shopping the thrift stores. We are considering having it be BYO dinnerware since it is a specific and private party. What do you all think?
Linens are not a problem at all. Between my staff and I we have far more than enough.
Ordinarily for an Officers Mess I would have (by Army regulations of the period) enlisted soldiers as waiters. But since this celebration is for the entire Regiment, we decided to forego servants for this event. Dinner will be a buffet. There are a few assigned duties throughout the evening, but I think we have it covered. Also, we will request but not require period recipes for the potluck.
I will be providing, setting up, and decorating the punch and hors d'oeuvre table including the punch and hors d'oeuvres. I have a pair of matched pewter punch bowls, chintz and blue transferware multi-tier servers, and sterling platters so this table should be dazzling.
We have a photographer about 90% committed. He just has to double check his schedule.
I have hosted a number of Officers Mess, so I have plenty of silver candelabras, candle sticks, etc, to furnish the officers table to be most elegant. And we have plenty of other such items for the enlisted tables to be far more elegant than the enlisted are used to.
Since this is at the location of the fort, which has a number of barracks, NCO and officer quarters, lodging should be covered for those that will be traveling. We will be sending invitations to other units of the Regiment and could potentially have travelers from 8 units spread around 6-7 states and 1 province. My Quarter Master Sergeant will handle the billet since that is the QM's job anyway.
Invitations are a challenge. With limited time I don't think I will be hand writing them. I'll probably use a script font on the computer and mail them this week.
We have a basic schedule than can be tweaked later. 9:00 AM dance workshop, 5:00 PM social hour, 6:00 dinner, 7:30-? dance.
Setup will be done by the staff. My 1st Sergeant is the decorations coordinator and will recruit his staff to help with it. Clean up coordinator is assigned to my senior Corporal. That's covered.
Guest table and book are covered. Most serving ware is also.
Sheppard hooks and lanterns are taken care of for the outside of the building (no electricity necessitates this). Other logistics such as trash receptacles and bags, wash station, etc, are all planned.
And a partridge in a pear tree. Whew!
Our venue may be a bit more rustic, but I think it will really set the mood for a historical event. Can anyone think of what I'm missing? All suggestions are welcome and appreciated.
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Lady Serendipity
Clergy
"There is nothing like staying at home for real comfort". --Jane Austen
Posts: 120
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Post by Lady Serendipity on Feb 24, 2008 11:59:43 GMT -5
WOW, you didn't let any grass grow under your feet! Sounds AWESOME, to me!
You may not be able to get "every detail" just right in this time frame, but it sounds like you're already light-years beyond most such events!
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Post by The Major on Feb 24, 2008 13:53:04 GMT -5
WOW, you didn't let any grass grow under your feet! Sounds AWESOME, to me! You may not be able to get "every detail" just right in this time frame, but it sounds like you're already light-years beyond most such events! It was mostly luck. And it was an exhausting day and a half. Hopefully I'll get some rest this afternoon. I have a little sewing to do, maybe polish some silver, but that's about all. I hope.
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Post by Mme de Beaufort on Feb 24, 2008 15:02:50 GMT -5
Holy ****! A day and a half? That's disgusting! Wow, I'm green with envy with availability, cost and appearance of the venue. It sounds like this is going to be quite an event. Chair rental is not cheap; just a warning. And I'm not sure about the bring your own china thing... It could work, I personally am too much of a control freak to trust that people will. Besides, at 50ยข a plate at goodwill, we lucked out on having something for multiple uses; however you do have to store it somewhere between events, so I think this decision is yours to make. Since people are not paying ticket fees, it's okay to ask them ot do things liek bring their own food and such, but if they are, it's only fair they're paying for *something* besides the venue. You are of course required to take many photos so we can see the venue, costumes etc. And feel free to ping me if you have any girly questions. Great job.
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Post by The Major on Feb 24, 2008 15:36:44 GMT -5
It was all luck. Everyone I called just happened to be there and answer the telephone. What else would you call it that the band had a cancellation on THE date at this short notice? Luck, plain and simple.
Maybe I'm a bit of a control freak too, I keep getting visions of Fiesta ware plates. I think we'll not ask to have them bring their own place settings and I'll start shopping the thrift stores. I have 2 Goodwill, Salvation Army and 3 others in the immediate area. And 2-3 more near my folks. With what has been reported from calling the other units and our own unit, we expect 40-50 to attend. I can set places for 18 myself with what I have for the Officers Mess. The extra we pick up can be stored at the fort for future events (which we hopefully will have more of, just more time to plan them).
The photographer is confirmed, I will have my camera, all NCO's have orders to bring theirs, and I'm sure there will be others to bring theirs as well. Our group is very good about sharing photos, so I should have ample photos to share with you all. I'll just need to figure out how to get them all consolidated and someplace that I link to them. I've never done the photo sharing thing before. Any advice on this would be appreciated.
Believe me, I will definitely be asking advice for the girly questions.
There is a question that comes to mind, although I'm not sure if it's a girly girl question. Did they use dance cards yet at this time period? If so, does anyone have an example of one that I could reproduce?
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Post by Mme de Beaufort on Feb 24, 2008 17:21:24 GMT -5
www.Flickr.com allows you to put up to 100 pix online for sharing for free. I have a paid account which is unlimited, but it'll do for a pinch, and anyone can link in. As for dance cards, one of our members and I were just discussing this... I haven't read *anything* that refers to them during the Regency period, however there are lots of mentions of them through the romantic period all the way up to WWI! We were discussing it becaues we thought it would be a really cool party favour to make for the ladies. We're thinking of doing it despite the accuracy issue; since we'll have a list of dances, a lady can pick her partners all the way through the evening ,and they'll have this nifty little booklet to carry 'round. We're still talking about it. I wonder if Dawn knows if the Regency period was a time when dance-cards were used.
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Post by Mme de Beaufort on Feb 24, 2008 17:28:50 GMT -5
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