Shakespeare Theater Gala
Venue: Wolf Trap, Vienna VA
Date: October 3rd, 2022
Event Challenge: Accommodating almost twice as many guests as the previous year while still utilizing the same venue.
When we arrived at Wolf Trap for the annual Shakespeare Theater Company Gala, we knew this year’s event would present new challenges we hadn’t faced before. Wanting to tie in nature with the “Much Ado About Shakespeare” theme, the Shakespeare Theater Company chose to host their gala at Wolf Trap for the second year in a row. With a guest list nearly double last year’s, we were tasked with finding innovative ways to use the venue’s three pavilions to optimize guest flow.
Before guests arrived at Wolf Trap, we had meticulously planned out every detail of the night. Armed with floor plans and timelines, we were ready for the arrival of nearly 400 guests, all ready for a night filled with creativity and excitement. The one caveat to our planning was the weather, while our team was prepared for the night ahead, the rain really threw a wrench into the evening. We now had to account for a larger coat check foot print and also the safety of our guests as they moved in between each pavilion.
Guests began their night by checking in at the terrace pavilion, where they were greeted with warm smiles and tasty cocktails, a polar opposite to the rainy, cold weather we were having that day. Though we planned for a second overflow bar to be set up outside of the pavilion, the day’s unruly weather made us switch to our rain plan, which meant the second bar was placed in the ovations pavilion. As guests got drinks and caught up with each other, they were served appetizers to satisfy their stomachs while betting on silent auction items like a tasting at Paradise Springs Winery.
Following cocktail hour, guests were ushered to the associates pavilion, where a series of performances and live auction items awaited them. While they were entertained by singers and entertainers, the production team worked quickly to flip the terrace pavilion for dinner. With only one hour to remove all items, move tables and chairs, and place linens and florals, staff had to know exactly what their role was in flipping the room to ensure everything was completed on time. With precision and speed, we were able to get the pavilion perfectly set and ready for guests in only one hour.
After performances ended, guests were guided to either the occasions pavilion set with green linens or the terrace pavilion set with orange linens. Upon checking in, guests were given either green or orange tickets, based on which pavilion they would be dining in. Both pavilions featured kings tables lined down the middle with roses, fruits, and fresh green leaves. The decor from the two dining pavilions complimented each other to help tie together the two areas, creating a cohesive event through three different pavilions with over 600 guests.
