Pearls and Ivy Debutante Ball
Production Schedule
May 31st Event
Key Roles: Dewanna Jefferson (Ball Chairman), Rosalind Williams Lewis (Debutante Chairman), Jerri Turner
(Logistics Chairman), Erica Harris (Production Schedule Chairman), Shannon Booty (Logistics “Seating” Chairman)
Thursday 5/29/14
Time
6:00 p
6:05 p
Individual Responsible
Description of Event
6:00 p
Evelyn Hamilton
Evelyn Hamilton J Bell
Odom
Glenda Reitzell Thorpe
Test Piano
Rehearse Greek Medley
6:00 p
Cherese Wright
6:30 p
6:30 p
Shannon Booty
Deb/Cotillion Committee
Meet with Registration Hostess on seating schedule
Rehearsal by Debutantes, Escorts, Parents, LIW, Emcee,
DJ
8:00 p
Jerri Turner Dewanna
Jefferson
Venue tour to familiarize debs, escorts, parents with
changing rooms, holding rooms, and restrooms
Ensure DJ has arrived and is setting up equipment in
appropriate location in the ball room
Ensure emcee has arrived and has a complete script
with proper name pronunciations
Comments/Notes
Janet announces Greeks, Evelyn plays song
Please inform the DJ of his requested attendance
and time to attend
The emcee should have already been provided the
script, bios, and production schedules for the entire
event
Marking stage and full out presentation run thru
including video's (i.e. Lift Every Voice, and video
montage)
Friday 5/30/14
Time
12:00 p
12:00 p
5:50 p
Individual Responsible
Jerri Turner
Jerri Turner
Chairmen
Description of Event
Pick up storage room key
Deliver all items to the storeroom
Comments/Notes
Encore Boardroom
Page 1
6:00 p
6:00 p
Sharon Davis
Michele Mizelle
Store florals in Encore Boardroom
Store journals in storage room
Journals delivered and remained sealed until ready to
distribute
Room setting should be about 50 degrees
Saturday 5/31/14
Time
Individual Responsible
7:00 a
Hotel
8:00 a
8:00 a
Jerri Turner
Rosilind Coleman &
Decorations committee
Description of Event
Ballroom, Entry Foyer, Sonata, Sonata Foyer, VSG room
set up per specifications
Logistics Walkthrough
All decorations in place: tables, staging, lighting, lobby,
chair covers/ties on chairs
Comments/Notes
IMPORTANT: Stage should be completed first for
practice on the stage to begin timely, then tables
Liland’s set up the decorations
Centerpieces, chair covers, staging
Hotel will place votives on the tables
Hotel mirror towels
Black skirt
White stage tile
White Risers
Shag Carpet Arch
8:30 a
Jerri Turner
Brag Table Pre Set Up
Put names in presentation order on brag tables
Right: Jasmine Ingram, Chelsea Warren, Taylor
Meeks, D’Shyia Wright, Nariyah Trigg
Left: Lauriana McCuinn, Travion Miles, Maya Bolden,
Annette Christie, Brielle Richardson, Lauren Sims,
Briana Beachum, Cassidy Jones
9:00 a
Deb/Cotillion Committee
9:00 p
Sandra Miller
Rehearsal by Debutantes, Escorts, Parents, LIW, Emcee,
DJ
Dressing Room set up complete
Marking stage and full out presentation run through
Tables, mirrors, extension cords, etc
The debs will dress in the Sonata Ballroom 1, 2 & 3
Page 2
12:00 p
Rosalind Williams Lewis
Debs will set up their brag tables
12:00 p
1:00 p
Set place setting on table after the rehearsal
Judging of brag tables
2:00 p
Hotel
Darlene Wright, Krista
Card, Tonelli Hatley
Shannon Booty
2:00 p
3:00 p
Rosalind Williams Lewis
Rosalind Williams Lewis
Place reserved signs, sponsor signs, and table numbers,
programs on tables
Debs, Escorts, LIW will eat dinner
Makeup Artist
The hotel has 3 garment racks that are 5 ft long
The hotel has 3 mirrors for the debs as they dress
Put names in presentation order on dressing room
tables
Each debutante will have one 6’ x 18” table for
scrapbook and brag items
Debs are reminded to decorate according to the
Harlem Renaissance theme
Brag tables will be located in the foyer, 5 tables on
the left and 8 on the right across from the
registration area
Brag tables will be draped in white
R Williams Lewis has the judging criteria
Jasmine Ingram, Chelsea Warren, Taylor Meeks,
D’Shyia Wright, Nariyah Trigg
Lauriana McCuinn, Travion Miles, Maya Bolden,
Annette Christie, Brielle Richardson, Lauren Sims,
Briana Beachum, Cassidy Jones
3:15 p
3:15 p
Parents of Debs
Sharon Davis
Arrival
Provide boutonnières to fathers and escorts
Provide corsages to mothers
They should already be dressed
13 Bouquets (Each contains 8 roses and greenery)
1 Miss P& I Bouquet (Contain 24 roses and
greenery)
13 Escort Boutonnières, 13 Father Boutonnières
(Each contain 1 rose and greenery)
13 Mother Corsages (Each contain 3 small roses and
greenery)
16 VSG Corsages (Each contain 3 calla lilies and
greenery)
6 Table Centerpieces (Each contain 4 bunches of
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hydrangeas and greenery)
Flowers: 154 Large Light Salmon Roses, 39 Small
Light Salmon Roses, 48 Small White Calla Lilies, 24
Hydrangeas, White filler flowers, Greenery
3:15-4:15 p
3:30 p- 5:50 p
Rosalind Lewis, Stephanie
Freeman
Roslind Garner
Debs, Escorts, & LIW will get dressed in designated
rooms
Debs/Escorts/Parents/LIW begin to take photos
Jasmine Ingram, Chelsea Warren, Taylor Meeks, D’Shyia
Wright, Nariyah Trigg
Lauriana McCuinn, Travion Miles, Maya Bolden,
Annette Christie, Brielle Richardson, Lauren Sims,
Briana Beachum, Cassidy Jones
5:00 p
5:05 p
5:00 p
Jerri Turner
Jerri Turner
Karen Austin
Place shield at podium and place event signs in entry
Complete set up of screen and project area
Silent Auction set up
5:00 p
5:00 p
June Boswell
Michele Mizelle
Place Final script at podium
Journal placement
5:00 p
5:00 p
Pamela Bryant
Daphne Harris
Awards, Gifts, Sashes placed at table by podium
Vintage Car arrives
5:00 p
Glenda Reitzell Thorpe
Band will set up in a designated area
Sonata Ballroom 1 & 2 Debs and LIW
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JI 3:30 Deb/Deb & Escort/Deb and Family
CW 3:40 Deb/Deb & Escort/Deb and Family
TM 3:50 Deb/Deb & Escort/Deb and Family
DW 4:00 Deb/Deb & Escort/Deb and Family
NT 4:10 Deb/Deb & Escort/Deb and Family
LM 4:20 Deb/Deb & Escort/Deb and Family
TM 4:30 Deb/Deb & Escort/Deb and Family
MB 4:40 Deb/Deb & Escort/Deb and Family
AC 4:50 Deb/Deb & Escort/Deb and Family
BR 5:00 Deb/Deb & Escort/Deb and Family
LS 5:10 Deb/Deb & Escort/Deb and Family
BB 5:20 Deb/Deb & Escort/Deb and Family
CJ 5:30 Deb/Deb & Escort/Deb and Family
5:40 Group Photo Debs and Escorts
5:50 LIW Group Photo
Remain in area until hospitality arrives
Karen will make bid sheets
Place journals in a Encore Boardroom if not on
Friday
Vintage Car will be parked in front of the hotel,
leading into the lobby
3 cars confirmed by Thursday
All instrumentation should be set up and sound
checked already
Page 4
5:00 p
5:30 p
5:30 p
Glenda Reitzell Thorpe
Jerri Turner
Sharon Davis Marcelle
Jones
5:30 p
Shannon Booty
5:30 p
5:30 p
5:30 p
5:30 p
5:30 p
6:00 p
Daphne Harris
Daphne Harris
Stephanie Freeman
Alyse Taylor
Tammie Gaddis
Cherese Wright
6:15 p
6:30 p
Jerri Turner
Glenda Reitzell Thorpe
5:45 p
5:50 p
Daphne Harris
Hotel
6:30 p
E Harris
DJ should arrive to get settled
Final Checks on Technology and lighting
Deb’s Bouquets, Miss P&I Bouquet & Crown oversized
checks, and all other items to be presented are to be
placed on a table along the back wall
Place seating information and will call tickets at
hospitality table
Car(s) arrive
Models in place
LIW in place to meet and greet
Journals stacked in stacks of 12
Registration Hostesses in place
Speaker/Presenter/Committee arrival to Hotel.
‘Check-in’ all speakers, presenters – take to holding
room/suite.
Doors of the ballroom open
Stay near DJ during pageant segment to ensure precise
delivery
Models in Place
Tables preset with Salad, Dressing, Dinner Rolls, Tea,
Water
Lighting lowered
6:00 p
Glenda Reitzell Thorpe
Band begins to play
6:20 p
6:50 p
Rosilyn Garner
Vanessa Johnson
6:50 p
VSG Lineup
VSG Pictures
Announcement, program will start in 10 mins, please
begin to take your seats
VSGs will line up at the entrance of the 5th door of the
Symphony Ballroom Door
Another person will need to be responsible for
collecting and distributing the items to the
appropriate person during the event
Will be parked at the entrance of the hotel
Need 4 more people to assist
4 Copies of assigned seating list
VSG holding room will be the Orchestra Boardroom
This will her attendance to the dress rehearsal and a
copy of the Waltz Production schedule
Greeters in Lobby
Inform the appropriate personnel that the lighting is
to be lowered for ambiance
Band will begin to play:
Basin Street Blues, Caravan, Creole Love Call, Do
Nothing Till You Hear From Me, Duke’s Place,
Embraceable You
VSG pictures taken in Orchestra Boardroom
V Moore prompt band to lower music will
announcement is being made
Chelle Luper Wilson 24th Regional Director
Shirley Fisher 21st Regional Director
Daryln Riles 14th Regional Director
Dewanna Jefferson Pearls and Ivy Debutante Ball
Chairman
Roslyn Williams Lewis Debutante Ball Chairman
Jaime Jackson Pearls of Service, Inc. President
Page 5
Janet Bell Odom Chi Zeta Omega President
6:59 p
7:00 p
Vanessa Johnson
Vanessa Johnson
Announcement Program begins
Entrance of VSGs, V Johnson will announce VSGs names
and titles, at the announcement of the current and
former Regional Director’s names, members of the
sorority will stand
7:15 p
7:17 p
7:19 p
7:22 p
7:25 p
Janet Bell Odom
Jamie Jackson
Brielle Richardson
Brielle Richardson
Tammie Gaddis
Opening Remarks
Welcome
Greetings by the Pearls and Ivy President
Lead guests in singing Lift Ev’ry Voice and Sing
Invocation: CZO Chaplain
Chelle Luper Wilson 24th Regional Director
Shirley Fisher 21st Regional Director
Daryln Riles 14th Regional Director
Dewanna Jefferson Pearls and Ivy Debutante Ball
Chairman
Roslyn Williams Lewis Debutante Ball Chairman
Jaime Jackson Pearls of Service, Inc. President
Janet Bell Odom Chi Zeta Omega President
Should state "Dinner is now served" for staff
execution with meals distributed
Erica please ensure the staff is aware dinner will be
starting at about 7:30 p
Glenda, when Tamme says “Dinner is now served”
queue the Band to play
Lover Man, What a Little Moonlight Can Do, Things
Aint What They Used to Be, Stardust, Sophisticated
Lady, Stomping at the Savoy, Once In A While, Mood
Indigo, Memories of You, Solitude
Escorts remain close awaiting queue for entrance
Emcee will announce dad’s take your places
7:27 p
Glenda Reitzell Thorpe
Harlem Renaissance Dinner music
7:55 p
Debs/Escorts/Deb
Parents
Lining up for presentation
Jasmine Ingram, Chelsea Warren, Taylor Meeks, D’Shyia
Wright, Nariyah Trigg, Lauriana McCuinn, Travion Miles,
Maya Bolden, Annette Christie, Brielle Richardson,
Lauren Sims, Briana Beachum, Cassidy Jones
7:55 p
Parents will leave the ballroom and take their places
7:59 p
Roslind Williams Lewis
/Deb Parents
Glenda Reitzell Thorpe
Band stops playing
Queue band to stop playing
7:59 p
8:02 p
Dewanna Jefferson
Zakiya Larry Deb's, &
Introduction of Emcee
The Formal Debutante Presentation
1-13 name called, crowned by mom, bow, walk with
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parents
father(headshots of deb should be on screen as bio
is read)
Jasmine Ingram, Chelsea Warren, Taylor Meeks,
D’Shyia Wright, Nariyah Trigg,
Left: Lauriana McCuinn, Travion Miles, Maya Bolden,
Annette Christie, Brielle Richardson, Lauren Sims,
Briana Beachum, Cassidy Jones
8:45 p
Debutantes/Escorts
Promenade and Waltzing
9:00 p
9:05 p
9:10 p
Glenda Reitzall Thorpe
Stephanie Freeman
Stephanie Freeman
Band
Junior Tribute
Brief Presentation of Ladies in Waiting
9:07 p
Evelyn Hamilton
Pianist should make her way to the piano
CROWING OF
MISS PEARLS
AND IVIES AND
HER COURT
9:11 p
9:13 p
9:15 p
9:17 p
9:19 p
9:21 p
Marcelle Jones
Rosalind Williams Lewis
Rosalind Williams Lewis
Rosalind Williams Lewis
Rosalind Williams Lewis
Stephanie Freeman
Presentation to Scholarship Recipients
Presentation of Miss poised and Polished
Presentation of Our Cherished Pearl Award
Presentation of Miss Community Service Award
Presentation of Miss Congeniality
LIW and Hostesses will Handout journals
LIW 1
LIW 2
LIW
9:21 p
9:23 p
Rosalind Williams Lewis
Janet Bell Odom, L Holly
Presentation of Miss Congeniality Award
Presentation of Miss Pearls & Ivy
They will end up on the Scholarship stage for the
program
Summertime
Dance
They will be the 2012 Debutantes
If piano is on the opposite side, exit out the closet
door, walk around outside the ballroom and enter
closet door to the piano
-Begin to them out as Miss Congeniality
presentation is going on
-Each Model should be responsible for about 5
tables each
(let them know which tables they are assigned to in
advance)
Crowning
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CLOSING
REMARKS AND
GREEK
MEDLEY
9:27 p
9:30 p
Janet Bell Odom
Janet Bell Odom
9:35 p
Evelyn Hamilton
9:40 p
DJ
9:44p
All
Participants/Audience/DJ
9:49p
12:00 a
CZO Chapter Members
Sorors
12:00 a
Sandra Miller
Remarks about the Pearls and Ivy Debutante Event
Recognition of Deb Chair, Ball Chair, Choreographer &
Committee
Recognition, acknowledge debs again and lead
audience in clapping
Greek Medley
Begin playing a specific selection to allow the Cotillion
Court to gracefully exit the stage
DANCE DANCE DANCE
Photo
Remove chair covers and all other CZO items from the
ballroom and place in storage room
Ensure all debs remove items from dressing room
Before playing AKA song, DJ will announce all ladies
of AKA enter the dance floor, sorors will sing hymn
(no arms crossed)
Escorts must assist debutantes off of the stage onto
the dance floor.
Preferably a line dance song to attract various
ages—quick transition once Cotillion Court is off of
the stage
On stage
Anything left put in a box marked lost and found
and place in storage room
Sunday 6/1/14
2:00 pm
Nedra Gammage
CZO Storage is open to return items
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