Free Banquet Setup Instructions Format Letter Template

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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