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Party event checklist for an annual dance

Pre-Event Planning

Determine the budget for the annual dance party

Research and select a suitable hotel venue for the event

Set the date and time for the dance

Create a guest list and establish ticket pricing

Design and print attractive tickets or wristbands

Hire any necessary entertainment, such as a live band or DJ

Arrange for any required permits or licenses

Plan the theme and decorations for the dance

Coordinate with the hotel on event setup and layout

Prepare a marketing strategy to promote the dance and sell tickets

Venue Setup

Conduct a site visit to the hotel venue to assess the space

Coordinate with the hotel staff on room setup and layout

Arrange for tables, chairs, and a dance floor to be set up

Install appropriate lighting and sound systems

Decorate the venue according to the chosen theme

Set up signage and directional indicators for guests

Create a designated area for ticket check-in and registration

Food and Beverage

Coordinate with the hotel's catering team for menu planning

Decide on the type of food service, such as a buffet or plated dinner

Arrange a tasting session to finalize the menu

Confirm the final guest count and any dietary restrictions

Coordinate with the hotel on bar and beverage options

Hire and train bartenders and servers, if necessary

Set up a bar area and stock it with appropriate beverages

Arrange for water stations and non-alcoholic drink options

Event Execution

Conduct a final walkthrough of the venue to ensure readiness

Set up a ticket check-in area with staff and equipment

Coordinate with the entertainment regarding setup requirements

Ensure all staff members are briefed on their roles and responsibilities

Monitor guest arrivals and check them in efficiently

Adhere to the event timeline and schedule

Oversee food and beverage service, ensuring quality and efficiency

Coordinate with the entertainment to keep the crowd engaged

Address any issues or concerns that arise during the event

Maintain cleanliness and orderliness throughout the venue

Post-Event Wrap Up

Evaluate the success of the dance based on attendance and guest satisfaction

Collect feedback from guests and make note of any suggestions or complaints

Settle any outstanding payments with the hotel and vendors

Ensure proper breakdown and cleanup of the venue

Assess and store any leftover food or beverages appropriately

Conduct a post-event meeting to discuss successes and areas for improvement

Update the annual dance party checklist for future reference

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