april 23, 2024
Location: Andrew Weil Center for Integrative Medicine, Tucson, AZ
Date: April 23, 2024
Event Type: Private Ribbon Cutting, Reception, and VIP Dinner
Guest Count: 45 guests including VIP donors, leadership, and campaign donors
Vision + Objectives
The goal of the event was to celebrate the generous donation from Iris Cantor and the Cantor Foundation to support the Andrew Weil Center for Integrative Medicine. The event was also designed to mark the grand opening of the Center, with a focus on honoring the donors and leadership involved in its success. The private event aimed to create an exclusive, intimate atmosphere to highlight the significance of this donation and the contributions made by key figures in the organization.
My Role
As Event Planner, I was responsible for overseeing all aspects of the event from start to finish. Key responsibilities included:
• Full event planning, logistics, and coordination
• Vendor management, including catering, audio/visual, and photography
• Timeline management, ensuring the smooth flow of the evening
• Coordination of all print and electronic communications (invitations, programs, registration, etc.)
• Ensuring that all leadership and VIP attendees were well taken care of, from arrival to departure
Key Responsibilities
Planning & Logistics
• Coordinated the event from the initial concept to execution, with a detailed timeline and clear roles for each stakeholder
• Managed the guest list, ensuring all attendees were confirmed, dietary restrictions were accounted for, and all special accommodations were in place
• Collaborated with vendors for the reception, VIP dinner, and ceremony, including catering, event setup, and A/V support
• Ensured the venue space was set up in accordance with the event flow, including the outdoor patio, indoor ribbon-cutting area, and VIP dinner space
Design & Styling
• Developed the design concept, ensuring a balance of elegance and warmth to reflect the mission of the Andrew Weil Center and the significance of the gift
• Styled the event space to reflect the Center’s mission of wellness and tranquility, incorporating natural textures, warm lighting, and thoughtful table settings to create an inviting and elevated guest experience
• Collaborated with the marketing team to design and produce all branded event materials—including save the dates, digital and printed invitations, event programs, menus, and signage, — ensuring a cohesive look and feel aligned with the event’s tone and mission
Day-of Execution
• Managed the event timeline from start to finish, including the ribbon cutting, dinner, speeches, and photography sessions
• Coordinated all moving parts during the evening, ensuring seamless transitions from the ribbon cutting ceremony to the formal ceremony and dinner
• Served as the main point of contact for vendors, leadership, and guests throughout the event
Highlight Moments
• A heartfelt ribbon cutting ceremony with Iris Cantor, Dr. Robbins, and Dr. Weil, celebrating the transformative impact of the Cantor Foundation’s gift
• VIP guests enjoyed a sophisticated, intimate dinner while Dr. Weil shared his vision for the Center
• Beautiful photo opportunities captured the special moments of the evening, with photos of the ribbon cutting and leadership team
• Guests engaged in a warm, celebratory atmosphere, reflecting the values of the Center and its commitment to integrative medicine
Outcomes
The event was a success, meeting all of the established objectives. The ribbon-cutting ceremony provided a meaningful moment of connection for attendees, and the VIP dinner fostered deep engagement among donors and leadership. The event was executed flawlessly, and feedback from all attendees was overwhelmingly positive. This milestone event successfully celebrated the Cantor Foundation’s impactful gift and launched the Andrew Weil Center for Integrative Medicine with heartfelt celebration.
Cantor ribbon cutting
ariana v. watson
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