CIC Diwali Dhamaka 2016 - Event Day Guidelines
CIC Diwali Dhamaka 2016
Presented by LSJ Financial
Event Day Guidelines
November 12, 2016
The CIC Diwali Dhamaka 2016 Organizing Team
Dear friends and patrons of the Cambrian Indian Community,
Welcome to our biggest event of the year, CIC Diwali Dhamaka 2016 presented by LSJ Financial. Our team of coordinators, choreographers and volunteers have put together a great event for you. Organizing an event with over 400 people expected to be in attendance, poses unique challenges for a completely volunteer-driven organization. To make this event an enjoyable experience for everyone involved, we have put together a set of guidelines. We kindly request that you read this document in its entirety to help you know what to expect at the event. If you have any questions or concerns, please reach out to Team RAG and we’ll ensure they are answered promptly.
Event Date, Time, Location and Parking Details
Date: Saturday, Nov 12th, 2016
Time: 2:00pm - 5:30pm.Check-in closes at 1:50 pm. Participant/Choreographer check-in at 1:00PM
Venue: Orchard City Banquet Hall, Campbell Community Center, 1 W Campbell Ave, Campbell, CA 95008.
Google Map: https://goo.gl/maps/A2qf2qdih8K2
Look for signs to the Orchard City Banquet Hall to guide you to the correct parking area/spots.
Additional free parking is available at the below locations nearby:
2nd Street Parking Garage, on Civic Center Dr, between 2nd & 3rd St. (~8 min walk) - https://goo.gl/maps/UmUBqTx6gW52
Home Church @ Winchester & Latimer (~7 min walk) - https://goo.gl/maps/33t9dyRtWnQ2
Registration and Food Tokens
If you haven’t received your tickets yet, please register yourself at the reception.
If you already have Khabar/tickets, please present your tickets at the reception.
Note: Registration closes at 1:50PM and tickets are necessary to get your snack boxes.
If you have signed up for childcare, you should have already received a separate email with details. If not, please reach out to us.
Event Schedule
This is the planned event timing. (The sequence of events will be available in the Cambrian Khabar that will be distributed during registration on the day of the event (you would have already received it if you are a participant or volunteer):
2:00 - 3:15 pm: Child performances
Snack break
4:15 - 5:30 pm: Adult performances
Seating
Given the size of the audience, we will not be able to move chairs. Also, the aisle spaces are necessary for easy movement of people.
We are unable to reserve or hold specific seats for you in the auditorium. Let us be fair to people who take the effort to come early please.
We request you to kindly refrain from leaving your seat in the middle of the program. Also, please silence your phones. The participants (kids & adults alike) have put in a lot of effort into the program and this is the least we could do as a community to appreciate that.
In the rare situation when you have to step out, please note that you’ll be allowed to re-enter only during program transitions (for the same reasons as above)
Please keep small children seated with you at all times and do not let kids run around in the lobby area or inside the auditorium.
Participant Seating
The first five rows of seating in front of the stage are reserved for participants, choreographers and photographers. Keeping this area clear for them will ensure a smooth and trouble free flow of events.
Event Photography/ Videography
We are having a talented and dedicated team of volunteer photographers and videographers covering the event in many ways and angles possible. In addition, we have reserved one row of seats in the front for parents to come forward and take their own pictures/videos. Since seating is limited in this special row, we request parents to only come forward and occupy these seats for their child or spouse’s performance and to vacate the seat at the conclusion of the performance. Please do not stand up to take pictures while seated in the front row. If you need to, you may do so from the sides of the hall by the windows - in which case please position yourself there at the beginning of the program and move out of the area at its conclusion. Please be proactive and quick in moving in and out of this area so that all parents can have a chance to capture pictures/videos of their children. In addition, please refrain from moving in and out of this row during performances. We would like to keep all the aisles and walkways clear at all times.
Food & Water
Snacks will be provided during the snack break. Please hold on to your tickets!. Ushers will be present to guide you to the rear of the auditorium where food boxes will be distributed. The snack is vegetarian and dairy free. Please reach out to food volunteers (during the break) if you have specific questions about the ingredients. Chai for adults and lemonade/other cold beverage for kids will also be available at this time. A water station will be available inside the auditorium for the entire duration of the event (2:00 - 5:30 pm). Please follow the instructions posted on the auditorium walls to properly dispose of leftovers and food boxes.
Who to Approach for Help
Floor coordinators wearing a black sash with the words “Volunteer, Cambrian Indian Community” in green neon color will be present inside the auditorium. Please reach out to them at any time for any concerns or questions.
Event Sponsors
Our sponsors will be positioned in the lobby area. Please make it a point to visit them to know what products and services they offer. Without their generous sponsorship, the event would have been impossible to pull off.
Again, please do not let kids run around in the lobby area or inside the auditorium.
Restrooms and water fountains are available right outside the main hall in the lobby area. Please refrain from using the restrooms inside the hall - this will be used as a changing room for participants.
Appendix
Snack Box Contents:
Vada pav
Upma
Chutney
Mysore pak (sweet)
