Event Scheduling for Outside Organizations
Welcome to Cary Institute Event Scheduling. Please complete this form to the best of your ability. This form is intended to start the process for coordinating services needed for your event. If your reservation is approved you will be provided the appropriate contact information to coordinate your needs. Remember to follow-up 10-14 days prior to your event.
Event Title:
*
Event Organizer Name
*
First Name
Last Name
Event Organizer Email:
*
example@example.com
Event Organizer Telephone Number:
*
Please enter a valid phone number.
Is this a joint event with Cary Institute
*
Yes
No
Do you have a Cary Institute Contact? If yes, who is it?
Is this event open to the public?
*
Yes
No
How many people do you expect to attend?
*
What is the date of your event?
*
-
Month
-
Day
Year
Date
What time range will you need for set up and take down?
*
Hour Minutes
AM
PM
AM/PM Option
Until
until
Hour Minutes
AM
PM
AM/PM Option
What is the time range of the event?
*
Hour Minutes
AM
PM
AM/PM Option
Until
until
Hour Minutes
AM
PM
AM/PM Option
What areas would you like to reserve? (Please check all that apply.)
Thomas E. Lovejoy Auditorium Lecture Hall (150 people)
Bateson Conference Room 01
Bateson Conference Room 02
Bateson Conference Room 03
Bateson Conference Center Area/Lobby (50 people)
Outside
If there is an outdoor component to this event? Where are you planning this portion?
Will you be providing your own event signs outside?
Yes
No
I Need to borrow Cary Event Signs
I will need access to Conference Room signage
Yes (people are unfamiliar with your location)
No (visitors have been to the conference center before)
Other
Are you using a Caterer?
Yes
No
Unknown
Please describe the services your caterer will be providing for your event below. This information will help to determine if additional insurance is required.
Thomas E. Lovejoy Auditorium Usage Questions (150 people)
Note: When using the Auditorium for an event, a Cary AV specialist will be required. This may be an addition cost.
Audio Visual Needs for Auditorium
Laptop
Microphone
Pointer
Did you arrange a person for AV support?
Yes
Not required for my event
I still need to arrange this
Beverage and Food Service Additional Information (You will need to coordinate with Physical Plant for start time). You will be responsible for all consumable items (i.e. coffee, tea, sugar, disposable plates etc.). (Auditorium)
Coffee and Tea Urns
Water Carafes
Meal Station
Other
Provide any other Food and Beverage details: times, caterer name, supplies needed (plates utensils), times of meals and anything else that you find valuable to assist in set up. (Auditorium)
Bateson Conference Center Usage Needs (50 people)
Please reach out to our IT department to coordinate all AV needs. Please call Physical Plant to arrange all physical set up. If your reservation is approved you will be provided the appropriate contact information to coordinate your needs.
Additional Needs for Conference Room
White Board (already in each room)
Podium
I need additional assistance on the AV
How would you like the Conference Room arranged?
Please Select
U Shape
Hollow Square
Rows
I need to schedule a walk through to understand this.
Beverage and Food Service Additional Information (You will need to coordinate with Physical Plant for start time). You will be responsible for all consumable items (i.e. coffee, tea, sugar, disposable plates etc.).
Coffee and Tea Urns
Water Carafes
Meal Station
Provide any other Food and Beverage details: times, caterer name, supplies needed (plates utensils), times of meals and anything else that you find valuable to assist in set up. (Conference Center)
Additional Information for either the Auditorium or Conference Center:
Do you need to schedule a meeting for any of the following services?
AV use in Bateson Conference Center
AV use in Thomas E. Lovejoy Auditorium
Physical set up
Coordinatation any outdoor activity
Do you have any files you would like to upload? Agenda? Insurance forms?
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