Edith Macy•
Center
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Meeting Name:
Planning Contact Name:
Phone/Fax Number:
Cell Phone #:
Email Address:
Facilitator:
On Site Contact:
Cell Phone #:
Total # of People: (including facilitators)
Arrival Date/Time: _________________ Departure Date/Time: _________________
Bus Service
Car Service
Providing Own Transportation
Train Service
All Charges Billed To Master
All Charges Billed To Individual (tax exemption cannot be applied)
Incidentals To Be Paid By Individuals
Part of the conference plan billed to master/ part billed to individual
Meeting Planner Outline
General Group Information
Would you like assistance with transportation arrangements? YES NO
Additional charges will be incurred for car rentals, taxi and limousine service and private bus chartering
How will the majority of your group be arriving at Edith Macy?
Billing Information
(Please confirm your final bill arrangements)
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Incidentals include… photocopy charges, faxing, nametags, tent cards, priority mail, etc. Any charges incurred by
an individual during their stay will be calculated in this section. For Example… phone calls, gift shop purchases,
alcoholic beverages ordered with dinner
Tax Status
Are you exempt from N.Y. State sales & use taxes and Westchester County occupancy tax? YES NO
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If yes, have you already sent in a copy of your NYS ST-119 Form?
Package inclusions and all prices listed subject to change without prior notice September 2018
1
Theatre Style
Chairs Only
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Herringbone
Chairs Only
Cluster
Style
5 people
per cluster
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Conference
Style
x x x x x
x x
x x
x x
x x x x x
Classroom
XX XX
XX XX
Herringbone U-Shape
x x
x x
x x
x x
x x x x
Modified
U-Shape
X X
X x x x x X
X X
X x x x x X
X X X X X X
0
1"-
/
/
"
Hollow Square
x x x x
x x
x x
x x
x x
x x x x
Arrival Day AM / PM to PM
Day 1 AM / PM to PM
Day 2 AM / PM to PM
Day 3 AM / PM to PM
Day 4 AM / PM to PM
Day 5 AM / PM to PM
Day 6 AM / PM to PM
Day 7 AM / PM to PM
MEETING INFORMATION
Meeting Room Requirements:
We reserve the right to assign groups to conference space suitable for the final guaranteed numbers.
Please circle your preferred meeting room set up (AUDITORIUM: Has a fixed Classroom Set-Up)
Rounds of 7
Have you made arrangements for breakout rooms?
If Yes:
How many rooms do you require?________ How would you like them set up?_______________________
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Should you require a room set up change during your event a room flip fee of $100 per change may apply.
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If you are shipping boxes for your meeting, please be sure the group name and arrival date are CLEARLY written on the label.
**If you already have an agenda created, feel free to leave this section blank and attached a separate sheet
What time will your meeting begin and end each day?
(unless otherwise specified, meeting rooms are held for groups on a 24 hour basis)
Package inclusions and
all prices listed subject to change without prior notice September 2018
2
Audio Visual Equipment Included in Meeting Packages
Groups up to 20 people
1 Easels with Pads and Markers
1 Portable Radio
1 LCD Projector ($150 connection/support fee applies)
1 Wireless Presentation Mouse (includes Laser Pointer)
1 Screen
Wireless Internet Access
Groups of 40-100 people
3 Easels with Pads and Markers
1 LCD Projector ($150 connection/support fee applies)
1 Wireless Presentation Mouse (includes Laser Pointer)
1 Screen
1 Wireless Hands-Free Microphone
Wireless Internet Access
Spring Water
Groups of 21-39 people
2 Easels with Pads and Markers
1 LCD Projector ($150 connection/support fee applies)
1 Wireless Presentation Mouse (includes Laser Pointer)
1 Portable Radio
1 Screen
Wireless Internet Access
Auditorium
(Minimum 50 people)
4 Easels with Pads and Markers
1 LCD Projector
1 Wireless Presentation Mouse (includes Laser Pointer)
2 Podiums with Microphones with use of built in Sound System
1 Handheld wireless microphone for audience use
1 Screen
Wireless Internet Access
Spring Water
A small supply of loose paper and pens is available in the back of the meeting room.
(LCD projector is not included in packages where meeting space is in another building)
The following additional office supplies are available to order:
(Please indicate how many of each item you would like)
____ 8 ½” x 11 ¾”, Legal Ruled Writing Pads at each seat @ $2.50++ each
____ 12 pack of Medium Point, Assorted Colored Ink Writing Markers @ $20.00++ per pack
____ 6 Assorted Colored Ink Highlighters, with Chisel Tip @ $7.50++ per pack
____ 1 ½” x 1” Post It Note Pads @ $1.25++ each
____ 3” x 3” Square Post It Note Pads $1.50 ++ per pad
____ Self-Sticking Easel Pads @ $38.00++ per pad
____ 40 lb. Brown Paper Roll - 24" x 900' @ $55.00++ per roll
____ 50 lb. White Paper Roll - 24" x 720' @ $60.00++ per roll
A minimum of 14 business days advanced notice is required for office supply items
Package inclusions and all prices listed subject to change without prior notice September 2018
3
Item Name Rental Cost (per day)
Power strips – 1 per every 4 people/ 1 per cluster $5.00 each
ULX Wireless Mic System w/ choice of Handheld, Lavalier, or Headset $75.00
Polycom VTX 1000 Extended Range w/ 2 mic modules & subwoofer $130.00
Polycom Soundstation Conference Speakerphone w/ 2 mic modules $75.00
HP EliteBook 850 G3 Notebook PC - 6GB RAM $75.00
Dell Latitude E5540 Laptop - 4GB RAM $65.00
Dell Latitude E6330 - 4GB RAM $65.00
Apple TV $50.00
BluRay Player $25.00
Elmo EV 6000AF - Document Camera $50.00
Portable Tripod Projection Screen - 6' x 6' $35.00
Portable Anchor Speaker System $125.00
Marantz Digital Audio Recorder w/audio file $175.00
24 Channel Mixer - for use in MHD only $250.00
Easel with Pad and Markers $35.00
Group Photo w/ unedited & edited JPEG files $150.00
HD Video Camera with Tripod w/ raw video file $150.00
Innkeeper Telephone Interface & Setup $200.00
Laser Jet Black & White Printer $100.00
Laser Jet Color Printer $150.00
Mixer - 18 Input USB Audio Mixer w/ effects $100.00
Portable 42" LCD TV Included in package
Presentation Mouse Included in package
8–Input HDMI & HD Base ProScale Presentation Switcher/Scaler with 2K
Support & Power Amplifier $200.00
HD Webcam w/ 1080p $25.00
Webex - Setup for 1-49 people $175.00
Web Ex
Fees vary based on meeting room you are assigned (equipment needed) length of call and # of attendees calling in
Web Ex
Auditorium, Maple/Hickory/Dogwood Room
$225 set up fee
plus scheduled length of call x $.24 per
minute x the # of invitees to call in
** if using own Web ex account then
scheduled length of call x $.12 per minute
Fees based on a minimum of 90 minute call
Web Ex
Birch, Oak, Spruce, Sassafras, Gathering Place
$175 set up fee,
plus scheduled length of call x $.24 per
minute x the # of invitees to call in
** if using own Web ex account then
scheduled length of call x $.12 per minute
Fees based on a minimum of 90 minute call
Additional Audio Visual Equipment Available
# requested
Package inclusions and all prices listed subject to change without prior notice September 2018
4
Webex Setup for 50+ people $225.00
Podium - Portable N/C
LCD Projector - HD 1080p 4700 Lumens $450.00
LCD Projector - 2600 Lumens $350.00
LCD Projector - 2000 Lumens $250.00
LCD Projector - 1300 Lumens $250.00
Digital Timer Clock Countdown - 9.25" (L) x 3.26"(H) x 2.12 (W) $25.00
Pipe & Drape (Black) $350.00
SiriusXM Portable Speaker Dock $50.00
Items listed above are subject to change without prior notice and are subject to sales tax and service charges
Additional equipment is available upon request. Please speak to your planner if there is a need. Additional fees may apply.
Clients bringing their own LCD Projector are subject to a one time set up/support fee of $150.00.
Food and Beverage Requirements
If you already have an agenda created, feel free to leave this section blank and attached a separate sheet
Breakfast, lunch and dinner are served in the Hearthstone Restaurant and refreshment breaks
are served in the Commons during the following standard hours of service:
Breakfast Seating- 7:00 AM – 8:30 AM / Buffet is open until 9:00 AM
½ Hour Morning Break can be scheduled between 9:30 AM and 11:00 AM
Lunch Seating- 12:00 Noon – 1:30 PM / Buffet is open until 2:00 PM
½ Hour Afternoon Break can be scheduled between 2:00 PM and 4:00 PM
Dinner Seating - 6:00 PM - 7:30 PM / Buffet is open until 8:00 PM
Standard hours of service may be modified upon request for an additional fee of $150 per event
** Absolutely no outside food or beverage is allowed to be supplied by a guest.
Our culinary staff requests a little more information about your attendees so we may take into
consideration specific food preferences:
What is the age range of the participants: _____________________
Palette Preferences for the MAJORITY of the group:
(check all that apply)
___ Light Fare ___ Vegetarian ___ Vegan ____Gluten Free ___ Kid Friendly ___ No Preference
Do you require any Kosher Meals? (If yes, please tell us how many of each)
(delivery fee applies)
______ Breakfast ($25+ additional) _____ Lunch ($45+ additional) _____ Dinner ($65+ additional)
Please tell us about any other specific dietary needs:
This should include allergies or restrictions due to health or religious observances.
(IMPORTANT: If an attendee requests a vegetarian diet, please specifically as if they eat fish and eggs)
Package inclusions and all prices listed subject to change without prior notice September 2018
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BREAKFAST LUNCH
Day 1 AM to AM Day 1 AM/PM to PM
Day 1 AM to AM Day 1 AM/PM to PM
Day 3 AM to AM Day 3 AM/PM to PM
Day 4 AM to AM Day 4 AM/PM to PM
Day 5 AM to AM Day 5 AM/PM to PM
Day 6 AM to AM Day 6 AM/PM to PM
Day 7 AM to AM Day 7 AM/PM to PM
DINNER
Day 1 PM to PM
Day 1 PM to PM
Day 3 PM to PM
Day 4 PM to PM
Day 5 PM to PM
Day 6 PM to PM
Day 7 PM to PM
MORNING BREAK AFTERNOON BREAK
Day 1 AM Day 1 PM
Day 1 AM Day 1 PM
Day 3 AM Day 3 PM
Day 4 AM Day 4 PM
Day 5 AM Day 5 PM
Day 6 AM Day 6 PM
Day 7 AM Day 7 PM
Please indicate the time you would like to schedule meals for your group:
(Keep in mind, your meal must begin sometime during our standard hours as listed above or a $150 surcharge will apply)
BREAKS
Please indicate what time your group will break each morning and afternoon for refreshments
Package inclusions and all prices listed subject to change without prior notice September 2018
6
REFRESHMENT BREAK UPGRADE OPTIONS:
Root Beer Floats @ $3.00++ per person
Fizzy and fun and all kinds of delicious. Refreshing root beer and rich vanilla ice cream together as one.
Egg Creams @ $3.00++ per person
“Egg cream” is a crazy name for a drink that contains neither eggs nor cream! Instead, it’s an old soda-fountain favorite from
New York City: a light, frothy mixture of chocolate milk mixed with cold seltzer. You stir them together until the liquid foams
up into a fizzy head at the top of the drink, and then drink it really fast before the foam deflates.
Fruit Smoothies @ $4.00++ per person
A refreshing, thick beverage made from blended raw fruit with other ingredients such as water, ice, dairy products or sweeteners
Ice Cream Bars @ $3.00++ per person
With all of your favorites from the ice cream truck, there are treats for every taste
ADD ONE OF THE FOLLOWING ITEMS TO YOUR MEETING ROOM
Fruit Infused Water Station @ $3.00 + per person (in room all day and refreshed at lunch)
Fruit Infused Water is filled with delicious fruit infused water recipes to help you break your soda and sugary drink addictions with
naturally sweetened drinks. These naturally flavored fruit water recipes help you lose weight, burn fat, ease stress, heal minor
ailments and curb your sweet tooth.
Assorted Chocolate Candy Bowl @ $2.00 ++ per person, per set (set in the morning or at lunch time)
All your favorite miniature candy bars in a mix!
Popcorn at each seat @ $1.50++ per person (set at lunch time)
Everyone loves popcorn and nothing beats the flavor of warm, freshly made popcorn
Would you like to add an after-dinner S’mores reception?
______ Classic S’mores… $7.95 per person
Roasted Marshmallows and chocolate bars sandwiched between graham crackers
______Extreme S’mores…$12.95 per person
Roast marshmallows over an open fire and create your extreme s’more using the following ingredients:
Peanut Butter Cups, Fresh Strawberries Slices, Fresh Banana Slices, Ghirardelli Caramel or Raspberry Filled Chocolate Squares,
Hershey Bars, White Chocolate Candy Bars, Coconut Shavings, Brownie Bites, Assorted Nuts, Flavored Marshmallows, Chocolate
Graham Crackers or Chocolate Chip Cookies
Additional reception items are available. Please ask your planner for our complete catering menus.
Package inclusions and all prices listed subject to change without prior notice September 2018
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