PART IIIA – FUNCTION SET-UP ORDER
Date Originated:
Date Revised:
(Repeat for additional revisions as necessary.)
A. Event Details
Event Name:
Event Organizer/Host Organization:
Event Contact First Name:
Event Contact Last Name:
Event Contact Phone Number:
Event Contact Email:
B. Function Details
Function #:
Function Name:
Function Type:
 Break Out
 Coat Check
 Dressing/Green Room
 Exhibit
 General Session
 Meeting
 Office
 Photo Room
 Poster Session
 Registration
 Speaker Room
 Storage
 Workshop
 Other
Post to Reader Board?
If Post, Post As: __________
Function Location:
_______________________________________
Key Event Personnel for this Function:
_______________________________________
Attendance:
_______________________________________
Function Start Day/Date:
Function Start Time:
Function End Day/Date:
Function End Time:
Set Up By:
_______________________________________
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Dismantle No Later than:
Catered Function:  Yes
_______________________________________
 No
C. Room Set-up
Room Set-up Diagram Attached:  Yes  No
Note: The set-up diagram should indicate A/V placement and electrical needs.
Room Set Room For:
____________________________________ (qty.)
Primary Room Set-up:
 10x10 exhibits
 8x10 exhibits
 Island Exhibit
 Peninsula Exhibit
 Perimeter Exhibit
 Tabletop exhibits
 Banquet Rounds for 10
 Banquet Rounds for 12
 Banquet Rounds for 8
 Board Room (Conference)
 Classroom - 2 per 6 ft. tables
 Classroom - 3 per 6 ft. tables
 Classroom - 3 per 8 ft. tables
 Classroom - 4 per 8 ft. tables
 Classroom (Chevron) - 2 per 6 ft. tables
 Classroom (Chevron) - 3 per 6 ft. tables
 Classroom (Chevron) - 3 per 8 ft. tables
 Classroom (Chevron) - 4 per 8 ft. tables
 Cocktail Rounds
 Crescent Rounds of 5
 Crescent Rounds of 6
 Crescent Rounds
 E-shaped
 Existing
 Flow (no tables or chairs)
 Hollow square
 Perimeter Seating
 Registration
 Royal conference
 Talk Show
 Theater
 Theater - Semi-circle
 Theater - Chevron
 T-shaped
 U-shaped
 Other: ________________________________
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Secondary Room Set-up:
Choose all that apply:
 Perimeter Seating set for _______________________ (qty.)
 Talk Show Set-up set for _______________________ (qty.)
 Head Table for _______________________ (qty.)
 Lectern [see Section D (A/V) for style & quantity]
 Rear Screen Projection [see Section D (A/V) for details]
 Riser
If yes,
Riser Height: _____ in. (_____ cm)
Riser Width: _____ in. (_____ cm)
Riser Depth: _____ in. (_____ cm)
 Dance Floor
If yes,
Dance Floor Length: _____ in. (_____ cm)
Dance Floor Width: _____ in. (_____ cm)
 Other: __________
Other Set-up Requirements (choose all that apply):
 Water Service for Speaker(s)/Moderator(s)
 Water Service for table(s)
 Water Service for back of room
 Pads/Pens for tables
 Candy for tables
 VIP Set-up
If yes, Describe:
 Table(s) in back of room (for literature, etc.)
If yes, Quantity:
 Other: __________
Special Requirements: __________
Room Set-up Comments: __________
D. Audio/Visual
 Not Required
 Group To Provide
 Venue To Provide
 Outside Vendor To Provide
If Not Required, go to Section E. Otherwise, complete the following:
A/V Company Name:
____________________________________
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A/V Equipment/Services Needed (choose all that apply):
Item
 35mm Projector w/ Remote
 Audio Recording
 Background Music
 Blackboard w/ Eraser & Chalk
 Closed Circuit Video
 Data Projector
 Dry Erase Board w/ Eraser & Markers
 DVD Player
 Easel
 Electric Pointer
 Flipchart & Markers
 Lectern (standing)
 Lectern (table)
 Microphone – Wired Lavaliere
 Microphone – Wired Lectern
 Microphone – Wired Standing
 Microphone – Wired Table
 Microphone – Wireless Lavaliere
 Microphone – Wireless Lectern
 Microphone – Wireless Standing
 Microphone – Wireless Table
 Monitor Cart
 Overhead Projector
 Personal Computer – Desktop
 Personal Computer - Laptop
 Personal Computer - Mac
 Powered Speaker
 Projection Stand
 Screen (indicate size in comments)
 Television
 VHS Player
 Video Camera
 Video Monitor
 Video Recording
 Other: __________
Quantity
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Item Price
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Item Detail/Comments
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A/V Comments:
Include special information such as lighting needs or labor needs (e.g. AV technician).
E. Food & Beverage (F & B)
 Not Required
 Group To Provide
 Venue To Provide
 Outside Vendor To Provide
If Not Required, go to Section F. Otherwise, complete the following:
F&B Service Time:
___________________________________________
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Anticipated Attendance:
___________________________________________
F&B Guarantee:
___________________________________________
Set for:
___________________________________________
Meal Type:
 Continental Breakfast
 Breakfast
 Brunch
 Lunch
 Dinner
 Break
 Reception
 Hospitality
 Other: __________
Service Type:
 Boxed
 Buffet
 Plated
 Other: __________
F&B Menu
Description
Quantity
Price
Per
(Person, gallon, tray, etc.)
F&B Comments:
Note: This can address dietary requirements, alcohol policies, and other special issues.
F. Décor
 Not Required
 Group To Provide
 Venue To Provide
 Outside Vendor To Provide
If Not Required, go to Section G. Otherwise, complete the following:
Decorator Company Name:
___________________________________________
Décor Instructions/Requests:
___________________________________________
G. Security
# of Keys Required:
___________________________________________
Key(s) should be:  House/Standard Key
 Re-keyed
Security Required:
 Not Required  Group To Provide
 Venue To Provide
 Outside Vendor To Provide
If Not Required, go to Section H. Otherwise, complete the following:
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Security Company Name:
___________________________________________
Security Start Time:
___________________________________________
Security End Time:
___________________________________________
Security Instructions/Requests:
H. Accessibility
Accessibility/Special Needs Instructions:
I. Entertainment
Entertainment/Speaker:  Yes
 No
If No, go to Section J. If Yes, complete the following:
Speaker Name(s) :
___________________________________________
Entertainment/Speaker Company:
___________________________________________
Entertainment/Speaker Instructions/Requests:
___________________________________________
J. Signage
 Not Required
 Group To Provide
 Venue To Provide
 Outside Vendor To Provide
If Not Required, go to Section K. Otherwise, complete the following:
Signage Company:
Easel Required:  Yes
___________________________________________
 No
Signage Instructions/Requests:
K. Transportation
Transportation Required:  Yes
 No
If No, go to Section L. If Yes, complete the following:
Transportation Company:
___________________________________________
Transportation Instructions/Requests:
___________________________________________
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L. Shipping/Receiving
Shipping/Receiving Required:  Yes
 No
If No, go to Section M. If Yes, complete the following:
Shipping/Receiving/Mail Instructions/Requests:
___________________________________________
M. Utilities
Electrical Connections:
 Not Required  Group To Provide
 Venue To Provide  Outside Vendor To Provide
Optional:
Connection Type
Quantity
Price
Connection types can include specific service type such as 120 volt (10 amp) service or power strip quad box etc.
Electrical Notes:
Include Electrical needs, description of use and quantity.
Telecommunications Connections:
 Not Required  Group To Provide
 Venue To Provide  Outside Vendor To Provide
Voice Services
Item
 Analog Phone Line
Quantity
__________
Price
__________
 Multi-Line Phone Set
 Single Line Phone Set
 Speaker Phone
 Voice Mail Box
 Other: __________
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Quantity
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Price
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Comments
 Long distance
 Restricted
 Other
__________
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Data Services
Item
 Internet Connection – Ethernet
 Internet Connection – Wireless
 ISDN Line
 T-1 Line
 Other:
Telecommunications Notes:
Include placement information and other requirements here.
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Cleaning Services:
 Not Required  Group To Provide
 Venue To Provide  Outside Vendor To Provide
Cleaning Contractor:
___________________________________________
Cleaning Refresh Times and Instructions:
Specify multiple cleaning and refresh times as needed. Also indicated trash removal times if different from refresh times
Other Utilities:
 Not Required  Group To Provide
 Venue To Provide  Outside Vendor To Provide
Item
 Air (indicate PSI/Pascal: _____)
 Drain
 Natural Gas/Propane
 Water (indicate minimum pressure: _____)
 Fill & Drain (indicate gallons: _____)
 Steam
 Other:
Quantity
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Price
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Other Utilities Notes:
N. Billing Instructions
Billing Instructions:
___________________________________________
Note any instructions that are unique to this function and not covered by information in the narrative.
Organizer Cost Center:
___________________________________________
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