1. ...A month before the dinner...
This is what we do:
- We got introduced to the artists/chefs, the concept, and some information about the dinner.
- There needs to be one person who always take notes at the meeting.
- Create the new folder in NFD00.
- Start the documents for ingredients and inventory list for Test-Dinner. Ask the chefs and artists to fill in the list for you as they know about what they need the best.
- Copy also the menu document into the folder for chefs and artists to describe each dishes.
- Start looking for suppliers where you could order the ingredients from them.
Some tips you might want to know:
- Try to understand the main concept of each dinner and also enrich as much information according to the dinner as you can.
- Make sure that the ingredients you are going to order would be available in the time the dinner is happening. Some of them are seasonal ingredients.
- Pay a lot of attention to shopping list, make sure you did not miss anything.
2. ...Three weeks before the dinner...
This is what we do:
- Contact the suppliers to deal with the ingredients you need, their availability in the period of the test and dinner, and the delivery date.
- This is optional; but I always write down people's position (and their phone number), Mediamatic's map, and to-do list in a huge paper and hang it up on the wall.
- At this point, some stuffs might already be bought. Copy the expense document, paste it in the right folder, and start working in it. Collect all receipts and take a photo of them. Note that returning money can only do via using declaration form TOGETHER with the physical receipt (i.e. if you lose the original receipt, you can still print it out the pictures you have taken).
Some tips you might want to know:
- Trying to keep up with chefs and artists about their menu and additional ingredients or materials they need.
- I suggested to make the separate receipts or expense file in the folder itself so that you can post the pictures of receipts without mixing up with meeting notes or other main documents.
3. ...Two weeks before the dinner...
(i.e. A week before the test dinner)
This is what we do:
- Keep the expense sheet up to date so you do not have too much work in the end.
- Count the inventory again to make sure that everything in the inventory list page is accurate.
- Buy or order the necessary materials such as dishes or napkins that Mediamatic does not have it.
- Prepare the list of things happening in dinner
- Send the invitation email with guest list of test dinner to your fellow colleagues to let them fill in their names in the document.
Some tips you might want to know:
- Things will get more intense from this point. Go to bed early.
4. ...A week before the dinner...
(i.e. Test dinner)
This is what we do:
- Test dinner is basically a real dinner with less guest. Make sure everything runs as near the reality as possible.
- Make sure that you have every material that you need for the dinner and use them in the test dinner.
- Do not forget to make the scenario timetable of the test dinner day by going to the 'timetable' link. You can use this as the guideline for the actual dinner too.
- Fill in the timing/duration of each activity and dish after you have attended the test dinner into the scenario file.
- Hand out the test dinner review sheet during the dinner.
Some tips you might want to know:
- I always noted down every single details of the test dinner, its review, and the starting time of each activity together. On that way, you can remember what happened and share your thoughts in the evaluation meeting.
5. ...The week when it happens....
This is what we do:
- Make sure you have every materials and ingredients ready. Order in advanced and double-checked the shipping date.
- For more information on ticketing, go to this page.
- We always put this sign up on the door. Print it in advanced.
- Callsheet will help you to settle people in certain position. It is super helpful if there are lots of people involving in a single night.
- Do the last check before the event begins in every single night. Make sure everything is in the right place, all props and ingredients are being prepared, and you got everything you need for ticketing.
Some tips you might want to know:
- There will be an evaluation on the day after the first night to see and adapt stuff.
- Pay a lot of attention on ticketing as it could be confusing at some point and it could get extremely busy too.
- In additional to typical ticketing mentioned in this page, we also use the Door Counting template for each ticket booth to count and make sure if you do not mess up the number of attendees and alcohol drinkers.
- My trick is to count how many coasters you have and count afterwards to make sure the amount of alcohol drinkers.
And my conclusion to you all:
GOOD LUCK WITH YOUR INTERN. LOTS OF LOVE xxx