CIC Diwali 2015 presented by BBTES- Event Day Guidelines
Dear members of the Cambrian Indian Community and Patrons,
Welcome to CIC Diwali 2015 presented by BBTES. Organizing our largest event with over 350 people 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 cambrianindiancommunity@gmail.com and we’ll ensure they are answered promptly.
Event Location and Parking Details
Date: Saturday, Nov 7th, 2015
Time: 2:00 pm - 5:15 pm (We will start right on time, rain or shine). Registration closes at 2 pm.
Venue: Banquet Room, Seven Trees Community Center, 3590 Cas Dr. San Jose, CA 95111.
Google Maps link: https://goo.gl/maps/vRtTysxWUHD2
Look for the CIC Parking team (and their signs) to guide you to the correct parking area/spots.
Registration and Food Tokens
The program will start at 2 pm sharp. Please plan on arriving a few minutes ahead of time, so you can register at the entrance, pick up your food tokens and be seated before the 2 pm start. Participants and volunteers - your coordinators and choreographers will communicate with you on your arrival time. Food tokens will be required to pick up your snack box during the break.
If you have signed kid(s) up for childcare, you should have already received a separate communication 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.
2:00 - 3:05 pm: Child performances
3:05 - 3:50 pm: Snack break
3:50 - 5:15 pm: Adult performances
Seating
To handle the large crowd and to make sure everyone has a pleasurable experience, we will have seating ushers greet you at the entrance and guide you to be seated. Given the size of the audience, we will not be able to move chairs during the course of the event as it will restrict the movement of people and cause confusion. If you are keen on sitting with a friend, please plan to arrive together.
We request that you kindly refrain from leaving your seat in the middle of a performance, so that everyone can enjoy the event. We also request that you silence your phones during the event.
We have a designated seating area towards the rear of the auditorium for the convenience of parents with little children and strollers.
Participant Seating
The first four rows of seating in front of the stage are reserved for participants and choreographers. Keeping this area clear for them will ensure a smooth and trouble free flow of events.
Event Photography / Videography
This year we will have multiple talented photographers and videographers covering the event in many ways and angles possible. During the performance of a family member, you can take pictures from your seat or by moving over to the end of the row towards the auditorium walls. We request that you get back to your seat after the specific performance is over. We would like to keep all the aisles and walkways clear at all times.
Every performance will be captured by the CIC Photography and Videography team. After the event, the photos and videos will be curated and made available to the entire community. So please sit back and enjoy the show.
Food and Water
Snack break is scheduled to be 3:05 pm - 3:50 pm and that is the only time food will be available at the event. Ushers will be present to guide you to the rear of the auditorium where food boxes will be distributed. Chai for adults and lemonade 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 pm - 5:15 pm).
All food boxes contain the same contents lovingly prepared by members of the community.
Please be careful with food and drink inside the auditorium. Please follow the instructions posted on the auditorium walls to properly dispose the 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.
Restrooms are available outside the auditorium.