It hit me this morning that we are just over one week out from the festival. Wow – it feels like it came out of nowhere.
I’m aiming to do a post a day until the festival to chronicle the lead up to Opening Night from my ED perspective… here’s how my day went today:
9:00am Catch up on emails from the weekend, call two sponsors to confirm that they’re sending their material. Do the dishes from the weekend.
10:00am Respond to requests for Opening Night invitations
11:00am Call with National Bank (major sponsor this year) to finalize details of our reception, call the reception venue to discuss payment details, call Opening Night performers Team 2X to work out rehearsal time and logistics, call Korean Consulate to confirm attendance of their representative, call VKPR our publicists to discuss adding a potential third press conference
11:30 Slice my finger with a box cutter while opening a box of goodies from National Bank (for the delegate bags)
12:00pm Start working on our Festival Minute-By-Minute schedule ie. who is where when
1:00pm Meeting with Heather and Scott our stage manager to run through Opening and Closing Nights
2:00pm Work with Jaime our intern to organize our invoices and deliver tickets to Rogers and HKETO (Opening Night sponsors). send her to buy bandaids.
2:30pm Admire new signage that arrived today
3:00pm Eat lunch while looking at the advance sales reports (good response to our ad in BITS)
3:15pm Review the mockup for our double-page spread in EYE
4:00pm Prepare agenda for board meeting+staff meeting tomorrow, write cheques to get co-signed
5:00pm Drop by Scott Ferguson’s desk at Inside Out to puzzle over surprise letter from OAC – a boost to our operating funding!
5:30pm Back to minute-by-minute schedule
7:30pm Recruit 3 friends to help with driving and sponsor reception, send driving schedules to Ida, Jason, and Pam to confirm
8:00pm Finish the Minute-by-Minute schedule, print out large copies for tomorrow’s staff meeting
9:30 Dinner time! leave the office for the first time today to grab chinese tapas (?) from Steamy’s and a smoothie from Fresh. Trade melodramatic stress stories with Karin (ED at Regent Park Film Festival) while waiting for our food.
10:00pm Sort through tickets for other major sponsors and VIPs, prepare packages for mail/delivery tomorrow
10:30pm Call my dad, wish him a happy 58th birthday
10:45 Quick meeting with Louanne to get marketing update, discuss upcoming newsletter/newsbox content
11:15 Bike home
11:30 Realize as I write blog post that I forgot to prepare a cost report for tomorrow -sigh.
TO DO for tomorrow:
-prepare cost report
-plan how to give away the National Bank premium seats
-send more posters to Chico&Sunshine for distribution
-prepare contracts for Jon (Box Office Captain), Tim (Theatre Rep), Danielle (Inside Rep), Jason (Festival Driver)