Banquet Setup Instructions Format Letter

[Date]

Sarah Johnson
Event Coordinator
Cityville Community Center
456 Community Drive
Cityville, State 12345

Subject: Banquet Setup Instructions

Dear Sarah Johnson,

We are excited to host the upcoming banquet on October 15, 2050, at Cityville Community Center. To ensure a seamless experience for all attendees, please find below the detailed setup instructions:

Event Details:

Event Date: October 15, 2050
Event Time: 6:00 PM to 10:00 PM
Expected Guests: 150
Theme: Autumn Harvest

Setup Instructions:

1. Table Arrangements:

Seating Configuration: Round tables
Table Size: 60-inch round
Number of Tables: 15 tables
Chair Placement: Ensure that each table is surrounded by 8 chairs.

2. Decorations:

Centerpieces: Seasonal floral arrangements with pumpkins
Table Linens: Orange tablecloths with brown napkins
Additional Decor: Hay bales and autumn leaves for additional ambiance

3. Audio/Visual Setup:

Microphone(s): 2 handheld microphones
Speakers: 4 speakers placed around the room
Projector/Screen: Yes, for a presentation

4. Food and Beverage:

Buffet Service: Yes, with a variety of autumn-themed dishes
Serving Stations: Located at the back of the room
Beverage Station: Non-alcoholic drinks available at the front

5. Signage:

Directional Signs: Place signs at the entrance directing guests to the banquet room
Table Name Cards: Yes, for reserved seating

Timeline for Setup:

Setup Start Time: 2:00 PM
Setup Completion Time: 5:00 PM
Event Start Time: 6:00 PM

Additional Notes:

Ensure that all setup is completed at least 1 hour before the event begins.
Please confirm with the catering team regarding dietary restrictions for guests.

If you have any questions or require further clarification, please do not hesitate to contact me at (123) 456-7890 or grand@events.com.

Thank you for your attention to these details. We look forward to a successful event!

Best regards,

[Your Name]

[Your Position]

[Your Company Name]

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