Cary Institute Event Notification Form
This form must be completed in advance of all Cary-sponsored events, including on and off campus events. Please check the Cary Events Calendar for conflicts before submitting this form. For events in Cary's buildings or on Cary's grounds, contact Physical Plant 7-10 days before the event to arrange final setup details.
Event Title:
*
Event Organizer Name:
First Name
Last Name
Event Organizer Email:
*
Is this event open to the public?
Yes
No
What is the format of your event?
*
Please Select
Virtual Only
Hybrid
In Person Only
Do you want this event shared on Cary's social media accounts? (Contact the Communications Department for further information.)
Please Select
Yes
No
Need further information
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?
*
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:
Hour
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05
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55
Minutes
AM
PM
AM/PM Option
Until
until
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Hour
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05
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Minutes
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AM/PM Option
What is the time range of the event?
*
1
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10
11
12
:
Hour
00
05
10
15
20
25
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55
Minutes
AM
PM
AM/PM Option
Until
until
1
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:
Hour
00
05
10
15
20
25
30
35
40
45
50
55
Minutes
AM
PM
AM/PM Option
What Rooms would you like to reserve? (please check all that apply)
Thomas E. Lovejoy Auditorium Lecture Hall (150 people)
Thomas E. Lovejoy Auditorium Lobby
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? Describe location and potential needs below.
0/1000
If your event is outside do you need a portable AED and first aid kit?
Yes
No
Unsure
Where are you holding your event if it is not listed above?
Did you add your Cary Event to the Cary Events Calendar?
Yes
No
Signage needs for your event.
Outdoor directional signs
Indoor room orientation signs
Thomas E. Lovejoy Auditorium Usage Questions
Note: When using the Auditorium for an event, a Cary AV specialist will be required. Please contact the Director of Communications to confirm availability. Please contact Physical Plant to schedule a meeting for set up.
Audio visual needs for Auditorium
Laptop
Microphone
Pointer
Recording of the event
Live streaming of the event
Did you arrange a person for Auditorium 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
Meal Station
Plain Linens
Other
Provide any other Food and Beverage Service details: times, caterer name, supplies needed (plates, utensils), times of meals, and anything else that will assist in set up. (Auditorium)
0/1000
Bateson Conference Center Usage Needs
If you need a refresher on how to use the AV equipment please contact IT. For all physical set up please arrange with Physical Plant.
Additional Needs for Conference Room
White Board (already in each room)
Podium
Amplification System (See the Development office for further information)
I need additional assistance on the AV
How would you like the Conference Room arranged?
Please Select
U shape
Hollow square
Rows
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. (Conference Center)
Coffee and Tea Urns
Water Carafes
Meal Station
Plates and Silverware
Plain Linens
Other
Provide details of food service you plan to have: times, caterer name, supplies needed (plates utensils), times of meals and anything else that you find valuable to assist in set up. (Conference Center)
0/1000
Additional Notes or Updates:
Please provide any additional information or updates (when editing) about your event in the text box below.
Additional Notes:
0/1000
Please verify that you are human
*
Submit
Should be Empty: