Are you in charge of planning a company retreat, awards ceremony, fundraiser, product launch or another corporate event? You may be thrilled by this opportunity, but also overwhelmed at the prospect of putting together something so important. Follow these useful tips to help you begin planning your corporate event successfully.
Define the Basics
The very first step of planning a corporate event is to answer these basic questions:
- What is your budget?
- What is the goal of the event?
- How many people will be attending? Are they strictly company employees, or will other industry leaders be present?
- What style of event are you going for? A dinner, upscale cocktail party, all-day conference, interactive activity or something else?
- What date will work best for the event, keeping your industry, school breaks, religious holidays and other significant events in mind? Give yourself at least four months to plan and market a local corporate event here in NYC (or six to 12 months for an international event).
Secure a Venue Early
Once you have a date in mind, it’s time to book a venue. The further in advance you call around, the more likely you are to secure your first choice on the date you want. As you search for the right venue, look for one that meets these requirements:
- Convenient location, preferably one with scenic views
- Spacious interior and exterior areas to accommodate your guests, rain or shine
- Unique atmosphere that will leave a lasting impression
Avoid Paying Too Much Out-of-Pocket
Corporate events are an investment your company must make, but if you plan it right, you can avoid losing money if the event falls through. Here’s how:
- Ask for a complimentary hold on the venue. This is available at the Statue of Liberty and Ellis Island with National Park Service (NPS) approval.
- Confirm RSVPs and collect payments from attendees. Use this money to pay the deposit so you’re not out anything upfront.
- If you don’t sell enough spots or have to cancel the event for any reason, the complimentary hold lets you do so, as long as you provide several months’ notice to the venue.
When you hold your corporate event at the Statue of Liberty or Ellis Island, you gain access to a unique venue with accommodations that provide the professional, memorable setting you crave. The conference room overlooking the Great Hall on Ellis Island is perfect for small meetings and presentations, while the Great Hall’s main floor and outdoor area are ideal for larger events. Evelyn Hill Inc. – the NPS’s authorized concessionaire for events held on Liberty and Ellis Islands – will work with you to help you plan an unforgettable experience.
For more information about holding your corporate event at the Statue of Liberty and Ellis Island, please contact Evelyn Hill Inc. at (212) 363-3200.
Are you interested in holding a social or corporate event at the Statue of Liberty and Ellis Island? This is a unique opportunity to mingle and socialize while surrounded by beautiful historical landmarks. Your event is bound to make a lasting impression on you and your guests.
Be aware that special rules apply when you hold your event at a National Monument run by the National Park Service (NPS). After all, the goal is to preserve our National Monuments for generations to come. Use the information here to help you with the event planning process.
Event Planner & Vendor Information
- The NPS must approve all events held at the Statue of Liberty and Ellis Island. To seek approval, submit a special use application and a $75 fee. Upon approval, you will receive a Special Use Permit two weeks before your event.
- Prepare to deposit 25 percent upon signing the food and beverage contract, an additional 25 percent three months in advance, and a final payment no less than five days before the event.
- Evelyn Hill Inc. is the authorized concessionaire for the NPS. All outside caterers must be approved by Evelyn Hill Inc.
- Vendors hired to work an event on Ellis Island must conduct a site inspection and drive the load-in route at least two weeks before the event.
- Vendors are required to carry a Certificate of Insurance for $2 million worth of liability coverage.
- Vendors must submit an alphabetical list of employees working the event 72 hours prior to the event.
- Vendors are required to pay Evelyn Hill Inc. a 10 percent commission. Plan this fee into your pricing.
- Setup in the museum’s public areas must wait until the museum closes, which ranges from 5:00 to 6:15 pm depending on the season. Events usually end by 11:30 pm.
- Ferry tickets to Liberty Island or Ellis Island will be arranged for all event staff. Plan call times to coincide with ferry departures from Battery Park, NY or Liberty State Park, NJ. You can find schedules at statuecruise.com.
- If you prefer, staff members can ride empty ferries known as “clearing boats” to Ellis Island. Arrange this transportation at least seven days before the event.
- Arrange to have ferry tickets sent to you in advance or picked up by a manager en masse at the will-call office in Castle Clinton. Individual staff members are not permitted to pick up their tickets.
- A ferry will return to Ellis Island to transport staff back to Battery Park, NY one hour after the conclusion of the event.
- Everyone attending the event – including staff and guests – must obey the directions of the NPS Rangers and US Park Police.
- Staff and guests must go through airport-style security, including a metal detector. This keeps America’s iconic National Monuments safe for all.
For more information about planning your event at the Statue of Liberty and Ellis Island, please contact us at (212) 363-3200.