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Information for Buffalo Bison's Star Wars Night 6/11/2011

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JediXXL (Gil Guemes)
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PostPosted: Fri Jun 10, 2011 2:42 am    Post subject: Information for Buffalo Bison's Star Wars Night 6/11/2011 Reply with quote

Coca-Cola Field
Complete address:
275 Washington St., Buffalo, NY
Directions from all points
Click here for map

Landmarks: HSBC Tower

Where function will take place?
mostly outdoors, but some areas are under cover

If outdoors, will it be canceled if it rains?
TBD - game will play in light rain.

Primary contact:
1. name: Anthony Sprague
2. title
3. direct number
4. cell phone
Who will be the on-site contact?
Anthony Sprague

Time of Event
Time entertainers need to be there 5:00pm (or earlier if you take longer to suit-up or are helping with set-up)
Time entertainers need to be ready for 5:30pm
Group Pictures: 5:40PM
Gates Open 6:00pm
Gametime: 7:00pm
Time event ends 10pm -ish?
Time entertainers can remove costume TBD

Entertainers needed
Any special costume requests or restrictions?
All costumes welcome. No duplicate face characters
Number of Characters needed? Any restrictions?
Limit of 85 costumers

Rules and Guidelines
Will there be children present? Yes

What are the guidelines for interaction? Stay in character with children, direct recruitment questions to table squire.

Bucket on/off rule ("Troop Mode" or casual)

Buckets On/Troop Mode - Do not remove helmet until in a safe area.

Weapon restrictions none

Are squires needed at this event? Any restrictions?
Yes, 1 for every 4 helmeted characters plus photographer and person to man table.

Are members children allowed at event? No

Pictures requested donation for American Heart Association
Games, events, activities

Trooper Provisions
Men's and Women's secure dressing area
Yes, same room as last year with the addition of a second changing area. There will be signs leading the way from the Security Entrance near the back of right field
A "safe zone" to unmask
In the changing area or private hallways leading downstairs
Will food/water be provided?
water and soda and light food throughout the game
Any other entertainer "perks"?
discounted tickets for family & friends of volunteers. Dinner at the Adam's Mark after the game for volunteers
Is there a preferred parking location/garage?
Yes, same lot as last year - the open air lot behind the stadium off Exchange Street
Is parking free/reimbursed? Both. Mention you are part of the Star Wars Night and they will let you park for free. If you do end up paying, keep/ask for your receipt and you will be reimbursed by the Bisons.
Is there a special entrance we should use? Our entrance is the same as last year, it is the door at the top of the ramp near the dumpster. It's the security entrance behind the stadium near right field.
Follow the signs to "Associate Training Room"
What you should bring with you (other than costume)
sharpie, snacks or money for snacks/dinner


Members arrive in Buffalo Saturday morning (and/or Friday Night)
11:00 Early Afternoon tour of the stadium, and walk through of the Duels/skits
12:30 Break for a late lunch.
5:00 Return to stadium to suit up
5:40 Group Photo
6:00 Gates Open
9:30 Post Game Field activities (Duels, Fireworks & More)
10:30 Mixer

Sunday - Group Breakfast & goodbyes

Hotel Information

Adam's Mark Buffalo
120 Church Street
Buffalo, NY 14202

Click here for Hotel Map

Rooms have been reserved for those who requested them. They are reserved under the following names:

Room 1: Matt and Heidi Dundon (both nights)
Room 2: Ryan Glitch & Tracy (both nights)
Room 3: Jeff Buholtz (Saturday)
Room 4: Katie & Ryan Nixon (pending - both nights)

Promotions Press Release

UPDATE - 5/16/2011:
I have updates to pass along, starting with parking, arrival, an the progression of the game.

Once again, our parking is free behind the ballpark. This year, we may have passes emailed to put on our dashboards to hopefully avoid any issues with the parking attendant. A map will accompany the checklist. After parking, troops and handlers can enter through the rear ramp. Family and friends will not be permitted beyond this point.

Changing Areas
This year's goal is to not have peope scattered throughout the ballpark to get into costume. The team is hoping to use the player's family room adjacent to the lower level changing room and move the families to a suite. If the families are not able to move, we may use the upper level conference rooms or additional suites to change.

Table Set Up
There was concern from fans and the team that areas were creating bottlenecks near our tables. In the efforts to increase traffic flow, tables will be set up at the main gate for Amherican Heart Association, GE/EB, and North Ridge. While everyone will have their respective areas, this will allow crossover members to help with their respective clubs and increase the cohabitation of those in attendance. Items needed will be something to hold banners and anything that will be set up at the table. We will not sue the Petibones entrance as much as we did last year, but rather a side door between home plate and thrird base.

Group Photos
Group photos will be taken in the seats inside the ballpark. We will line up in fron tof seat to make it easier to keep even numbers in rows as well as helping to make sure everyone can be seen. The team will supply a photographer and take shots of everyone, then allow us to break down to indivdual groups. A contest winner may be present immediately following the phot to have the ooportunity to get all their pictures before the gates open.

Promotions are still being finalized, but we may be called upon to help with on firld promotions during the game, or special visits to suites, etc. A full scheule will be available prior to the event as well as in the changing areas and at our tables. We are needed to remain in character and pose for pictures dueing the game. We can pass out club information and any goodies that we wish. Troops can stay near the table. or roam the ballpark. It is suggested to travel in pairs with a non helmeted person to assit with the crowd. Vader will once again throw out the first pitch with some troopers and sing Take Me Out to the Ballgame.

Post Game
Immediately following the game, we are all to be ready for any on field participation. I am hoping LFL comes through with some Clone Wars promotional videos to stall for a few minutes while everyone gets into place.

Performance - Story
The team approached NR again to put something together for a post game performance. The basic story line is Belle gets kidnapped. Upon her resuce attempt, Chip is kidnapped and frozen in carbonite and Buster and Belle (all team mascots) set out to free her from the Imperial forces. Much of this story will take place on the new HD screen the team installed on their scoreboard. After the game, there is live action on the field. There are 4 scenes choreographed that includes Jedi Training, a Sith Battle, conclusion of the story, and an all out battle. This year's performance is going to run between 10-15 minutes, unlike last year's 30 minute show.

There is a scene in the story where some rebels fight Imperials. This is where the armor comes into place. Prior to the start of the show, a number of armored troops will be placed in the TV bay near first base. There are no stairs and you can walk in and out directly onto the field. Final direction will be given at the rehearsal the morning of the show.

Fireworks will also be set to the performance and set off away from the ballpark for safety.

Post Game Dinner
Once again, the team is gracious to host a post game dinner with pizza and wings at the Adam's Mark Hotel.

Rooms are reserved at the Adam's Mark Hotel nearby the ballpark. The team is asking for people to share a room if possible. Deadline to reserve a room is tentatively Tuesday May 31. Address will be included in the event checklist.

Rooms are available Friday and Saturday night to allow for availability at the rehearsal the morning of the event.

Important Times

Friday June 10:
Arrival - At your discretion.
If a number of people wish to arrive by 7:00pm, the team will offer tickets to the ballgame and possibly food.

Saturday June 11:
Final Rehearsal - Tentatively around 11am
*Free Time - Go have fun!*
Arrival at Ballpark to dress for event - 4:30
Dressed and ready for event - 5:30pm
Group Photos - 5:35pm
Gates Open - 6:00pm
First Pitch - 7:05pm

*You're free to do as you wish until you need to be back at the ballpark at 4:30pm.
Most likely, there will be a group going for lunch, and the Allentown Art Festival is going on nearby.

- Hawkbat Squadron - Sabre Wing - Western New York -


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JediXXL (Gil Guemes)
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PostPosted: Mon Jun 13, 2011 1:34 am    Post subject: Reply with quote

Event over... Thanks for coming out everyone!

Please archive
- Hawkbat Squadron - Sabre Wing - Western New York -


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