Event Planning

This checklist provides SEO staff with helpful tips and resources for pre- and post- events hosted at 55 Exchange Place.  Following this guidance will help your event run smoothly as well as make sure shared spaces are kept in good shape for the next meeting or event.

External Events:  Advance approval is required before any external (non-SEO) events may be held at SEO's New York office.  Please email reasupport@seo-usa.org if you or another organization would like to use SEO's space.

Resource: New York Office Event Cheat Sheet (1 pager)

Before Event

Planning questions:  Here are a few key questions to consider.  

• How many people will attend in-person?
• Who will be attending this event? (i.e. external guests, SEO staff, or SEO participants)
• Is this a hybrid event?  If so, be sure to book a Zoom-enabled space.
• Will you need IT support?  
• How will you need the space set up (i.e. classroom, theater, reception)?
• Will this event take place outside normal building hours (8a - 10p, Monday - Friday)?

Event Space: Review the details in Robin for space amenities & capacities.  Remember to book space in advance and be sure to include setup and breakdown time.   

Room Set Up:  Use the space as it is currently configured, or return the room to its original configuration as part of cleanup if you move tables or chairs. 

Visitor Management:  Review the Protocol for Guests and Visitors.  Send attendee names and the day-of point of contact’s name/cell number to REAsupport@seo-usa.org at least 2 business days in advance. 

Technology:  You may use tech available in the room.  However, please do not change any settings or move any equipment.  Reach out to SEO IT staff in advance if support is needed, Support.Request@seo-usa.org

WiFi: Guests may use the SEO-Guest Wifi network (password is seoguestwifi)

Catering:  Food is permitted. Please include set up and clean up time in your overall request.  If any spills occur, email REAsupport@seo-usa.org promptly.

Consider food safety best practices: 

• For shared food items like pizza, please either have a staff member assigned to serve (i.e. wear gloves and place pizza on plates for students), or pre-plate slices to avoid having multiple people touch the food directly.
• Do not leave food out for long period of time.

Check out the Neighborhood Map for lots of suggestions, as well as public outdoor spaces, shops and other places near the office!

Weekend Events: To open the building on the weekends or past normal operating hours, security and custodial services must be requested at SEO's expense.  If your team is interested in using the office on a weekend, put in a support ticket by emailing REAsupport@seo-usa.org 3 weeks in advance.  The RE&A Team will coordinate with building management to schedule required services.

Activity Restrictions:  Normal group activities at the office include meetings, classes, workshops, casual gatherings (i.e. staff or team celebration, participant pizza party), etc.  Any proposed events including activities outside those normally hosted at our office require advance approval.  Reach out  at REAsupport@seo-usa.org to start a request.  

• Alcohol:  Alcohol is prohibited at SEO offices.
• Examples of activities requiring approval:  Activities with increased likelihood of injury (i.e. dancing or sports-related activities) or outside typical SEO program activities/services (i.e. health or mental health services, events involving animals, DJs or loud music, etc.).

Hosting Minors:  If anyone under18 will attend your event in-person:

• A signed parent/ guardian permission form is required for each attendee
• Ensure adequate supervision by SEO staff.  Minors should not be left unsupervised, either with each other or with adults who are not SEO staff (i.e. volunteers).
• Ensure clear lines of sight.  Spaces occupied by minors should either have doors left open or include a window allowing visibility into the room.

Noise Level: Please be considerate as we share our office with other organizations.

Supplies: Supply closet and pantry materials are meant for day-to-day use.  If you need supplies for your event, email REAsupport@seo-usa.org in advance, preferably 1-2 weeks.

Hosting an External Event:   SEO departments hosting external organizations must have SEO staff onsite day-of event.  Please continue to follow all office guidelines, including SEO Visitors and Guests protocol. The external organization must email a Certificate of Insurance for general commercial insurance and worker compensation to REAsupport@seo-usa.org

Please select this link to view information on Certificate of Insurance.

Event Breakdown

Room Set-up: Return the room to its original configuration as part of cleanup if you move tables or chairs. 

Trash & Recycling: Both trash and recycling are placed in the same receptacles. We have large clear trash bags available when needed.  Check the pantries, ask at 6th floor reception or our building staff for assistance. 

• Do not overfill trash receptacles or trash bags.  A typical person should be able to easily lift the receptacle or individual bag.
• Break down cardboard boxes and place next to trash receptacles please!

Food clean up:  Please toss or give away food left over from your event.  If food has been sitting out unrefrigerated for several hours, assess if it is still safe to eat.  If you would like to make leftovers available to SEO staff, please place the items in the 6th floor pantry (top shelf of the refrigerator).

• Please notify reasupport@seo-usa.org if any spills or stains occur.
• Please wash and return catering platters/ utensils

Supply clean up: Please put all supplies away.

Select links below to view other event resources:

Lyft
Mail and Delivery Protocols
New York Office Nuts & Bolts
SEO Shipping Guide
Visitors and Guests