PLEASE BE SURE TO CHECK THE CALENDAR YOU ARE SCHEDULING TO IN OUTLOOK BEFORE SUBMITTING THIS FORM.
IF YOU ARE CHANGING THE DATE OR TIME OF AN EVENT YOU HAVE PREVIOUSLY SUBMITTED, PLEASE CONTACT THE HELPDESK TO DO SO.
Catering
All catering requests must be submitted at least two weeks prior to the event
Menu Selections
Drop off service is not avalible for groups larger than 50 guests
Link to Asia Society Internal Catering Menu in BOX:
https://asiasociety.box.com/s/qr0ozsucm7rg40834bd0tnabx76greex
Party Rental linen options: https://www.partyrentalltd.com/products/linen/6831
Party Rental chair and cushion options (please list choices below)
https://www.partyrentalltd.com/products/chairs/reception-chairs/reception-chair-and-cushion/40091167
Votive options (please list choices below)
https://www.partyrentalltd.com/products/candlelight/votives/5046
Request Two
https://asiasociety.ent.box.com/file/313311345589
Request Three
Request Four
A/V
A/V Policy
https://asiasociety.ent.box.com/file/98107816958
A/V Checklist
https://asiasociety.ent.box.com/file/98092491628
Living Room Setup:
(Gamble or Blue Chairs, Coffee Table, Carpet)
Board Room Setup:
(Board Tables)
Panel Discussion Setup:
(Board Tables facing audience w/linens – V-Shape available for Auditorium)
Keynote Speaker Setup:
Garden Court Setup:
Food and Beverage Events:
Maintenance
Any changes which are necessary less than 48 hours in advance of the event must be made by phone to George Papamichael and/or Lincoln Burton.
1. Please check the box of the room(s) you will be using, check all that apply2. Indicate via check box what your initial setup(s) will be, check all that apply3. Indicate in the "Be Specific" section the number of chairs, compass directions of items, etc. Example: "85 blue arm chairs facing podium at NE corner of room"4. For More Info go to asiasociety.app.box.com: EVENTS - Events Guid - Events Info
Building Services Charges incl. Maint./Setup Monday-Friday, 9am-9pm No chargeMonday-Friday, before 9am, after 9pm $95 per hourWeekend and Holidays, 6 hour minimum $95 per hour (6 hours)
Security
Reception and Coatcheck - For programs and events taking place outside normal operating hours, Reception and Coat Check Staff will NOT be provided unless otherwise indicated.
Main Lobby Security Rates:
Monday-Friday, 9am-9pm No chargeMonday-Friday, before 9am, after 9pm $45 per hourWeekend, 11am-6pm No chargeWeekend, before 11am, after 6pm $45 per hourHolidays, 6 hour minimum $45 per hour (6 hours)
Gallery Security:
Public Hours No chargeNon-Public Hours $35 per hour, per floor
All requests for Reception staffing MUST be submmited by Monday (9:30AM) TWO weeks prior to the event.
IF YOU NEED TO MAKE ANY CHANGES TO YOUR PROGRAM (TITLE, PRICE, LOCATION or CANCELLATION), please fill the attached form and email it to boxoffice@asiasociety.org
Required Information:
1) Title of Program2) Account Number (REQUIRED [in Event Info] - your ticket sales cannot start without an account number.)3) Start Time and date of Program4) End Time of Program5) Location of Program6) Capacity7) Program details. Breakdown of Speakers. Is there a Reception before or after the program?8) Price List. Please include all prices offered. Ideally, Senior and Student prices should NEVER be lower than the Member price. Any Co-Sponsors receiving the Member price should be noted at this point.9) Designate whether the event is Private or Public. Any public event will have online sales.
***Please contact the box office directly if any of the above details change.
***Please note any unusual circumstances, such as a private invite list, multiple occurrences of the same event, etc. under "Special Circumstances (Ticketing)."