ABBR panic show

Hello PR bloggers,

On Friday the Willetton Sports Club hosted a tribute to ABBA show titled ' The ABBR Dinner Show'. The show is a collaboration between the band members and WSC to raise as much money as possible so that the band can join a popular music concert in melbourne. Therefore the club gets a percentage of what they earn as a partnership deal. We will have to provide main courses, advertising and also the facilities to make the event possible.

Friday was one hectic day for the events and functions team due to small accidental crisis and a bunch of panic staff. On a Friday morning my day started with the usual office work, answering the phones and dealing with angry clients seeking for their invoiced to be payed, until the chef called at the last minute saying that he would not be able to work today because he was very sick. The panic gradually started from here, we were 8 hours away from the show and there is no chef, Linda the secretary had to run around looking for a temporary chef as well as go shopping for the groceries to be cooked for the main courses tonight. There was no other choices than to call up previous chef's who has worked with WSC to cook for the dinner. We (Linda, sherley the wait staff, mickey the bartender and also myself) ended up making the desserts ourself so when the temporary chef comes in, he only had to concentrate on the entree and the main course.

As everyone was busy doing their thing, I had to make sure that the other functions room was ready for an 18th birthday party at 7pm tonight. Thank god the party wasn't that big, it only consist of 35 people, lightings, PA system which is connected to their personal ipod and also a BBQ menu. It was 3pm and a little bit to early to start getting the birthday fuctions prepared therefore i continued sorting out the ABBR event by receiving guest's payments via phone and sorting out the layout for the room.

Everyone had to help, no matter if you are carrying heavy object or sweeping the floors. 14 tables were brought out and we had to decorate it with table cloths, cutlers, candle glass, numbers, menu list, bread plates and also 100 triangle folded napkins. By the time the tables and chairs were properly set it was 5pm and i still had to make sure that the other function room is ready. I didn't have much to do besides to make sure the staff remember their duties, I had to warn the manager and the technicians so that they remember what goes where and what facilities are needed for the event. As i did so, it turns out that the manager wasn't aware we were short of a lighting system therefore he had to run around looking for places we can rent a lighting system at the last minute. The clients were in charge of decorating the party with balloons and other birthday decorations, I dealt with the room layout like what i have done for the other room, table arrangements and seating. The PA system was already in the room and the music is from the clients personal ipod so i didn't really have to worry about that.

Linda took charge of the kitchen and i was given the responsibility of being in charge of the guest and the front desk. One of the member from the band was suppose to help out because after all it was a collaboration but she bailed on me and i did everything myself. I didn't really mind the responsibility of being in charge of 120 guests because all i had to do was tick their name, allocate them to their seats and ask for payment if they haven't paid in advanced.

However if i had had help, the task would be faster and i could help out at the kitchen as well.

By 7pm, all the guest arrived and i've done a great job signing them in, getting cash and dealing with problems like; 'i'm sorry can you find me another place to seat' or 'It's too cold here can i please be moved there?' or 'i'm sorry i forgot to tell you there's four of us so can you add an extra seating to our table', I then rush to the kitchen to help out with what ever i can.

The Band started playing at 8pm and everyone looked great. The seatings are fabulous, the guest were busy having their entree's and we were busy exchanging their dirty plates with new food for them to start nibbling on.

Above all, i just want to say running an event, especially when small crisis occur on the day, is not easy but it is a lot of fun! I felt very event-coordinator like, being busy and managing problems on my own.

I wasn't able to take a good picture as i was running around helping therefore you're stuck with a blurry one. I hope everyone else had a smoother Friday night than me.

That's all for now, taraaa..