ARANGETRAM PLANNING

DECORATION TASKS

Guidance on decoration tasks

Pre-Event

1. Decide on the # of decoration stations (lobby area). On stage we will have altar, backdrop, platform, stage edge decorations. 

2. Once you visit center (e.g.  Saber Center for the Performing Arts Center), create a rough sketch on the station locations in the lobby area so that stations (e.g.,1-5 ) are clearly shown where in the lobby they will be. 

3. Decide on the decoration table cloths for each station and have them ready. 

4. Split the available volunteers between the stations based on the station complexity. Try to keep each station volunteers dedicated to that station. This will avoid confusion on responsibility, avoid too many conflicting inputs/suggestions at the time of execution on Friday and more. If someone says everyone will be in every group/station…this generally doesn’t work when we have time sensitive tasks. 

5. Create separate WhatsApp grp per the station so that team can use that to discuss among themselves for the station. Provide them the lobby-stations sketch created above so that they know where they will be starting their work. 

6. Box all the decoration items per station, label the box appropriately. 

7. Inside each station box, keep couple of compartment storage boxes which includes safety pins (lot of them), paper clips, push pins, rubber bands, scissors, binder clips, clear cellophane tapes, zip ties, etc. 

8. Unless volunteer is going to bring with them (from their home), make sure to collect all needed statues, other decoration items (Urli, etc.) from non-volunteer homes and keep ready at dancer home to load on Friday.

Friday or Decoration Day

1. Deliver the labelled box into each station area previously identified

2. Deliver the decoration table cloths to each station 

3. Set the time for the volunteers to come and start the work per previously discussed/planned way 😊

4. Once they are done, they can keep the box under the table which won’t be visible to guests due to the table cloth covering. 

Sat, event day

1. Do final touch ups like, fresh flowers, water on Urli, switching on LED lights etc 

2. Once the event is over, same group who setup will remove the decoration, put them in respective boxes given to them and keep them ready for loading. 

Post event days

1. Drop off all the items borrowed from others 😊

2. Label & store your items properly for future use.