Logistics & Budget Plan

Event: Flight Fuel Café Community Webinar Watch Party & Networking Event

Event Overview

Event Name: Fueling Local Connections: A Flight Fuel Café Community Webinar Experience

Proposed Date: Wednesday, June 24, 2026

Time: 6:00 p.m. to 8:30 p.m.

Format: In-person networking and webinar viewing event with light refreshments

Estimated Attendance: 75 to 100 guests

Target Audience: Lexington County residents, commuters, students, military families, local professionals, entrepreneurs, and community partners

Event Purpose: To introduce Flight Fuel Café as an aviation-themed community coffee brand while offering an educational webinar focused on local business, community connection, and brand storytelling.

Venue Details and Rental Needs

Proposed Venue: Lexington Municipal Conference Center
Address: 111 Maiden Lane, Lexington, SC 29072
Venue Contact: Facility Rentals Coordinator, Cheri Rish
Phone: 803-555-8238
Email: krish@lexsc.gov

The Lexington Municipal Conference Center is a real event venue located in the heart of Lexington. The venue includes a 3,500-square-foot meeting room, catering kitchen, stage area, atrium space, outdoor veranda, tables, chairs, and technology options. The ballroom can accommodate up to 250 guests, which makes it larger than needed but appropriate for a polished community event with room for check-in, catering, seating, and sponsor/vendor tables.

Indoor/Outdoor Requirements

This event will primarily be held indoors to support webinar viewing, audience seating, sound, lighting, and food service. The outdoor veranda may be used as an optional networking/photo area if weather allows. Because the main event depends on reliable internet, projection, and audio, the indoor ballroom is the best fit.

Rental Costs and Inclusions

For this proposal, the Ballroom is recommended because it offers the most flexibility for seating, food service, a stage/focal point, and networking areas.

Rental Item Estimated Cost Notes

Ballroom Rental $782.57 In-town business/resident rate; max capacity 250

Tech Package $100.19 Includes use of venue technology package

Refundable Deposit $791.01 Returned after inspection if no damages occur

Tables and Chairs includedVenue includes use of round and rectangular tables and chairs

Catering Kitchen Included, useful for food staging and beverage service

Stage Area Included, suitable for host remarks and webinar screen setup

The venue requires half of the rental fee at reservation, with the remaining rental fee and deposit due at least 30 days before the event. Vendor information must also be provided at least 30 days prior, and vendors must have a current Town of Lexington business license. Table and chair setup diagrams are due at least 10 days before the event.

Suitability for Event Size and Style

This venue fits the event because it is professional, local, accessible, and centrally located in Lexington. The venue’s stage area and technology package support the webinar component, while the atrium and ballroom layout allow space for guest check-in, coffee sampling, networking, and promotional materials. The aviation-themed Flight Fuel Café brand can be incorporated through branded signage, coffee station décor, aviation-style table cards, and a step-and-repeat photo area.

Recommended image placement in assignment: Include one exterior venue image and one interior ballroom/table setup image from the Lexington Municipal Conference Center website.

Timeline of Key Milestones

Date/Deadline Milestone Details

8 weeks before event: Confirm event concept and attendance goal. Finalize theme, target audience, event title

7 weeks before event Contact venue and request date availability Confirm ballroom availability, rental costs, deposit requirements, and technology access

6 weeks before event Reserve venue Submit rental agreement and 50% rental payment

6 weeks before event Confirm webinar speaker/host Finalize speaker bio, topic, talking points, and presentation outline

5 weeks before event. Contact vendors Request quotes for catering, signage, photography/video, and check in materials

4 weeks before event Marketing launch Announce event through website, email, Facebook, Instagram, LinkedIn, and local community calendars

30 days before event Submit vendor list to venue Provide caterer/vendor information as required by Town of Lexington

3 weeks before event Confirm registration count Review RSVPs and adjust catering estimate

2 weeks before event Finalize run of show Confirm event script, speaker timing, slides, signage, and volunteer assignments

10 days before event Submit room layout to venue Send table/chair setup diagram as required by venue

1 week before event Final walkthrough/rehearsal Test projector, sound, Wi-Fi, registration flow, and seating layout

Event day, 3:00 p.m. Setup begins Vendor arrival, signage placement, check in table setup, AV test

Event day, 5:30 p.m. Doors open Guest check in, coffee service, networking

Event day, 6:00 p.m. Welcome remarks Host introduces Flight Fuel Café and event purpose

Event day, 6:15 p.m. Webinar begins Main presentation and audience viewing

Event day, 7:15 p.m. Q&A/networking Audience engagement and community conversation

Event day, 8:15 p.m. Closing remarks Thank guests, promote website/social media, invite future engagement

Event day, 8:30 p.m. Breakdown Clean up, remove signage, collect materials

Vendors and Staffing Needs

Estimated Budget with Line Items

Accessibility and Risk Management Considerations

ADA Compliance

The Lexington Municipal Conference Center is a municipal facility, making it a suitable choice for public-facing community events. The event layout will include wide walkways, accessible seating near the front and aisles, clear entry and exit paths, and accessible registration placement. The seating plan will reserve spaces for guests using wheelchairs, mobility devices, or other accommodations.

Guest Accessibility

To make the event welcoming to all participants, the event team will:

Provide seating options near the screen and speakers.
Use large-print signage where possible.
Ensure QR codes are placed at accessible heights.
Offer printed copies of key event information for guests who may not be comfortable using QR codes.
Use closed captioning on the webinar presentation when available.
Provide a microphone for audience questions so all attendees can hear clearly.

Emergency Preparedness

The event team will identify exits, restrooms, first aid access, and emergency procedures during the venue walkthrough. Check-in staff will be briefed on who to contact in case of a medical issue, fire alarm, disruptive guest, or technology failure.

A small first aid kit will be kept at the registration table. At least one staff member or volunteer will be assigned to monitor guest needs, crowd flow, and accessibility concerns.

Crowd Flow

The registration table will be placed near the main entrance but positioned so it does not block the doorway. Directional signs will guide guests to check-in, seating, restrooms, and refreshments. Food and beverage service will be placed along a side or rear wall to prevent crowding near the stage or main screen.

Technology Risk Plan

Because the event includes a webinar, the team will prepare:

A backup laptop.
A saved copy of slides.
A backup hotspot.
A printed event script.
A pre-tested webinar link.
A contact person for speaker/host communication.

Inclement Weather Plan

Since the main event is indoors, weather risk is limited. If rain or severe weather occurs, the outdoor veranda networking/photo area will be canceled, and all networking will remain inside the atrium or ballroom.

Site Layout or Room Arrangement

Written Room Layout Description

The event will use the Lexington Municipal Conference Center ballroom in a classroom/networking hybrid layout.

Entry and Check-In:
Guests will enter through the main facility entrance and proceed to a registration table placed near the ballroom entrance. The check-in table will include name tags, printed programs, QR code registration confirmation, and Flight Fuel Café promotional materials.

Stage/Focal Point:
The stage area will be placed at the front of the ballroom. A projector screen or main display will show the webinar presentation. A small podium or standing microphone will be used for welcome remarks, speaker introduction, Q&A, and closing remarks.

Audience Seating:
Seating will be arranged in rows or classroom-style tables facing the stage and screen. The front and aisle areas will include accessible seating spaces for guests with mobility needs. Seating will be arranged to allow clear walkways down the center and sides of the room.

Catering Area:
Coffee, pastries, water, and light refreshments will be placed along the rear or side wall of the ballroom, close to the catering kitchen access. This keeps food service away from the stage and prevents congestion near the screen.

Vendor/Interactive Area:
A small Flight Fuel Café brand table will be placed along the side wall. This area will include sample menus, brand materials, social media QR codes, and a sign-up sheet for future updates. If space allows, a simple photo area with aviation-themed branding will be placed near the atrium or veranda entrance.

Exits and Flow:
Entry and exit paths will remain clear at all times. Directional signs will be placed near the entrance, check-in table, restrooms, catering area, and ballroom doors. Volunteers will help direct guests during arrival and dismissal.

Simple Layout

Conclusion

The Lexington Municipal Conference Center is a strong venue choice for the Flight Fuel Café community webinar event because it offers a professional indoor space, built-in technology options, tables and chairs, a stage area, catering kitchen access, and enough room for networking and branded engagement. The proposed budget of $4,398.65 includes venue rental, technology, catering, staffing, signage, marketing, and a 10% contingency fund. With proper vendor coordination, accessibility planning, and a structured event timeline, this event can successfully support Flight Fuel Café’s brand awareness, community engagement, and public relations goals.