Cary Institute Event Notification Form

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 NameLast Name
Event Organizer Email:*
Is this event open to the public?

YesNo
What is the format of your event?*
Do you want this event shared on Cary's social media accounts? (Contact the Communications Department for further information.)
How many people do you expect to attend? *
What is the date of your event? *

MonthDayYear
Date
What time range will you need for set up and take down? *

:HourMinutesAM/PM Option
Until
until :HourMinutesAM/PM Option
What is the time range of the event? *

:HourMinutesAM/PM Option
Until
until :HourMinutesAM/PM Option
Is this a hybrid event that requires video conferencing capabilities? (Zoom, Google Meet, etc.)*

YesNo
Which rooms would you like to reserve? (please check all that apply)*

Thomas E. Lovejoy Auditorium Lecture Hall (150 people)Thomas E. Lovejoy Auditorium LobbyBateson Conference Room 01Bateson Conference Room 02Bateson Conference Room 03Bateson Conference Center Area/Lobby (50 people)OutsideOther
Which video conferencing-capable rooms would you like to reserve? (please check all that apply)*

Bateson Conference Room 01Bateson Conference Room 02Bateson Conference Room 03
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?

YesNoUnsure
Where are you holding your event if it is not listed above?
Did you add your Cary Event to the Cary Events Calendar?

YesNo
Signage needs for your event.

Outdoor directional signsIndoor 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

LaptopMicrophonePointerRecording of the eventLive streaming of the event
Did you arrange a person for Auditorium AV support?

YesNot required for my eventI 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 UrnsWaterMeal StationPlain LinensOther
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)PodiumAmplification System (See the Development office for further information)I need additional assistance on the AV
How would you like the Conference Room arranged?
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 UrnsWater CarafesMeal StationPlates and SilverwarePlain LinensOther
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*
Should be Empty:

Cary Institute Event Notification Form

Thomas E. Lovejoy Auditorium Usage Questions

Bateson Conference Center Usage Needs

Additional Notes or Updates: