Event Planning Guide & Frequently Asked…

We are so excited that you are either considering or already planning to host with us! We understand that you are likely to have many questions during the planning process, and since we are a small team and are not always available to answer every question right away, we have compiled this information together for you to know what to expect. If you have any questions that fall outside of this FAQ, please feel free to contact us.

Timeline

  • Once your deposit & contract is submitted, your date is officially booked and we should at least have an outline of what we’ll be providing. During this planning stage we hope that this page provides you answers to any questions you may have about the venue or our services, but for any specific requests, you are welcome to reach out. Please note that if your date is far in advance, the specifics of what we offer may change — we may update furniture or decor, have new improvements or installations, or have different amenities, so please save any detail-specific questions until at least Phase Two.

  • If your date was booked far in advance, we recommend revisiting the venue around this time to discuss the plan for your event and see if the venue has had any updates. By now you should already have booked your caterer, decorator & planner if applicable, and this is a good opportunity to decide on how the food will be served and the general flow of your event, while your caterer & planner get familiarized with the limitations of the venue. No other specifics need to be confirmed just yet.

  • Our on-site Maître D’ will reach out and send over a formal check-in. This is when we’ll finalize things such as the room layout and vendor list, discuss the order of events, make bar menu selections, and confirm anticipated guest count, furniture rentals and deliveries.

  • The final guest count is solidified, and remaining balance on the invoice is due. This is our last opportunity for making any adjustments to the services that will be provided for your event.

  • Prior to reservation - If arrangements have been made for any early deliveries, our staff will be here to accept the drop-off. Please note that additional fees may apply if deliveries are made before your reservation time. It is possible we may have another reservation before your event, so please keep in mind that early access for you or your vendors may not be possible. If your vendors need additional time for setup, then you will need to extend your reservation window.
    Reservation start time - The start time of your reservation is when you & your vendors are guaranteed access to the venue, so this is when setup can formally begin. Our on-site coordinator will be present at the start time to help direct your vendors. Any amenities provided by Atmosfera, such as tables, chairs and table settings, can be setup by this time if applicable, but will depend on your schedule of events. We recommend an hour of setup for soirées / presentations, at least two hours of setup for catered banquets and three hours for weddings.
    Event start time - By the the time that your first guest arrives, all vendors should be present and fully setup. Due to the intimate nature of our venue, punctual arrival is crucial to ensure your event runs smoothly and without disruption. Atmosfera front of house staff will begin service at this time.
    45 Minutes till end time - This will be the last call for the bar & food, with the bar fully closed 30 minutes prior to the end time of your event.
    Event end time - At the end of your reservation window, we expect guests to be on their way out the door. Music is off and all vendors begin tearing down, as Atmosfera staff begin cleaning up. You and your vendors have a 1-hour grace period to fully tear down and load out, but no guests are allowed to linger during this time.

The Basics

  • Atmosfera can hold a maximum of up to:
    - 96 guests seated for a presentation.
    - 72 guests seated for a banquet (all guests with a designated seat at a table).
    - 128 guests for a soiree (a mix of some small tables with some seating, and cocktail tables).

  • Our floorplan is available here. For room layouts, we are able to offer suggestions & examples of what has been done in the past, but we advise working with a planner to coordinate your ideal layout; otherwise we will default to what has been tested & works well in our space.

  • Our building is 5 blocks away from the Ditmars BLVD station, which is a 15 minute ride to Midtown on the N or W. We do not have a parking lot, but we do have a valet partner that is available for an additional fee. There is ample free & metered street parking available on all nearby surrounding streets, otherwise, guests are able to park at the Ditmars Municipal Parking lot near the Ditmars BLVD Station. We recommend guests try to rideshare and otherwise plan accordingly.

  • This is a private building with a secure entrance. We are able to have our staff at the street-level elevator during the hour your guests are supposed to arrive to direct them to the suite - at all other times, guests will need to buzz in to enter.

    Our suite is located on the 2nd floor, however, no stairs are required to access the venue. Please note that this is not a freight elevator - it is spacious enough for general use & most furniture, but if you are planning to bring anything extra large, plan accordingly and ensure the dimensions will fit.

    We do have a cart/dolly available to assist you with load-in.

Amenities

  • Atmosfera has a built-in, fully equipped kitchen with a chef’s counter, commercial appliances & everything needed for prepping catered events. For safety & liability reasons, use of kitchen appliances is exclusive to staff or a licensed caterer.

    - Induction 5-burner Bertazzoni Range
    - 36” Bertazzoni Convection Oven
    - Subzero 36” Fridge + Freezer
    - Commercial dishwasher + racks
    - Vitamix Blender
    - Various induction-safe pots & pans
    - Oven pans & baking sheets
    - Various bowls, serving platters, cutting boards
    - Assortment of kitchen tools & utensils

  • Atmosfera has an indoor bar equipped with everything needed to run beverage service for your event. For safety & liability reasons, only Atmosfera staff is permitted behind the bar to run beverage service. During summer months, we can also setup bar service at the outdoor bar on our private terrace.

    Bar Service always includes:
    - 1 or 2 bartenders + barbacks (depending on number of guests)
    - Acrylic Shatterproof Tumblers
    - Ice
    - Cocktail Napkins
    - Cocktail Straws

    All Bar Packages include options to upgrade to glass / crystal glassware, as well as mixers and garnishes.

    View Bar Packages here.

  • All guests are welcome to enjoy our completely private 1,000 sq foot garden terrace, which is directly attached to our interior space. The terrace has welcoming lounge furniture, an outdoor wet bar, a beautiful garden arrangement of trees & flowerbeds, and sun shades. During winter months we also put out heat lamps to keep it inviting all year round.

    - Smoking is permitted on the terrace.
    - The terrace is part of our space, and is included with all reservations.
    - Outdoor dining is possible, weather permitting.
    - The terrace is exposed to inclement weather, and may not be usable in the event of heavy rain or thunderstorms.

  • All reservations include the use of our high-top cocktail tables, lounge seating on the terrace, and various folding tables of different sizes. We also have an assortment of pedestals clients are welcome to use as part of the decor. We provide a set amount of chairs, but if you require additional seating or a specific style of chair, we work exclusively with our rental partner for additional options. Our banquet rates include chair rentals, as well as any additional tables we will need to seat all of your guests.

    Included with all reservations:
    - 6x High-top 24” cocktail tables
    - 3x 36” Round dining tables
    - 2x 40”x 7’ white farmhouse tables
    - 2x 40” 9’ white farmhouse tables
    - 4x 6’ folding tables
    - Outdoor lounge sofas & benches

    Included in banquet packages or available a la carte:
    - Padded folding chairs for all guests, upgradable
    - 8’ folding tables OR 60” round tables for dining

  • Table settings are included with banquet packages for up to 75 guests. This is an all or nothing package - if you choose to bring any of your own table settings, there is no difference in pricing.

    - Classic white dish set (Dinner plate, appetizer plate, dessert plate)
    - Modern polished stainless cutlery set (dinner fork, soup spoon, butter knife, dessert spoon, dessert fork, steak knife)
    - Modern glassware set (Water glass, 12oz wine glass)
    - White dinner napkins
    - White table linens

  • Chafers with sternos are available at a flat rate for any events where buffet service is requested. Serving platters & appetizer boards are available as well in ample quantities.

    - 4x 6qt Round Chafers
    - 2x 8qt Rectangle Chafers
    - Assortment of serving utensils
    - Various silver appetizer trays
    - Various cheese & charcuterie boards

  • Atmosfera is equipped with a stereo sound system, accessible through a professional mixing board. Your DJ or performers should easily be able to plug into this system with any standard audio cables (XLR, 1/4” or RCA) or wirelessly through our 2.4ghz receiver. Our speakers are high-fidelity and are plenty loud enough for a party. Out of respect to our neighbors, we do not allow DJ's to bring dedicated subwoofers for events at Atmosfera, but they are welcome to bring an additional monitor / front speaker if they wish.

    We also have 2 wireless microphones available at your request.

  • Business class gigabit speed WiFi is available with easy access.

    Our 4K projector is accessible via Apple AirPlay, which can be easily paired with most modern devices. Please note that we do not have a screen, and the image will be projected directly on the back wall of the stage, so using the projector may not work if you plan to have large decorations on the stage.

    As for lighting, we provide each event with an array of uplights, splash lights, and a spotlight to bring more ambiance to your event. We will do our best to accommodate any requests for specific lighting, but please note that we are not lighting technicians, and make no promises as to what is possible with the lighting.

General Policies

  • Our venue is insured with general liability & property coverage. At this time, we do not necessarily require additional insurance, but depending on the nature of your event, we may request a COI with Atmosfera LLC as an additional insured.

    For all events, we will require a credit card authorization form to keep a card on file in the event of damages or deductible costs.

  • As contractually obliged, clients must disclose if they plan to serve alcohol during any event. At no point are any guests allowed to bring their own alcohol or self-serve during any event. At no point are any guests or third-party vendors allowed behind the bar.

    For some occasions, we may allow client or their caterer/sponsor to supply the alcohol - but this must be discussed beforehand and approved by Atmosfera.

    Atmosfera will terminate bar service 30 minutes prior to the end time of your event. No exceptions.

    While we want you and your guests to have a great time, Safety is our top priority. Atmosfera reserves the right to refuse bar service to any guest they deem a hazard to themselves, the venue or other guests. Any guests that do not treat our staff with respect will be escorted out of the venue.

  • Our building is well insulated from sound, and therefore can tolerate loud sound levels. However, we do ask that guests keep noise levels down in the common spaces of the building during daytime events, as there may be other tenants conducting business on the property.

    Noise curfew on the terrace must be respected, therefore terrace doors must remain closed if loud music is playing inside after curfew.

    While we allow DJ’s and live music, please note, this is not a night club. It is at our sole discretion to determine whether sound levels are too loud, and any requests by our staff to adjust the volume must be respected.

    DJ’s are allowed to bring their own speakers, but are not allowed to bring dedicated subwoofer units.

  • As of now, we do not allow any decorations that include:
    - Glitter or fine confetti
    - Any organic material on the interior floor (flower petals, moss, etc.)
    - Open flame candles on the floor, unless they are in votives

    While this is not an extensive list, we reserve the right to prohibit and remove any decorations that we deem a safety hazard on the day of your event.

  • Most event-related furniture can be coordinated by our team through our rental partner All Borough Party Rentals. Please feel free to review their inventory, and we will place the order on your behalf with a delivery window that works best for our team.

    For outside vendors and all other deliveries, drop-offs should be at the start time of your event at the earliest, and pick up within an hour of the end time of your event. Arrangements for earlier deliveries can be made, but cannot be promised as we may have other events and very limited storage space.

    Holding any rentals overnight will result in a $175 / night convenience fee.

  • If you need additional time for setup, this can be booked in advance for $150 / hour.

    If your event runs overtime, the price to extend the event is a minimum of $500 / hour on the day of the event, or $350 / hour if booked in advance.

Staff & Services

  • Our Maître D’ is present for every event to ensure everything runs smoothly. They will be the go-to person to discuss logistics on the day of the event, and will organize the direction of the staff and vendors.

  • Bartenders are provided by Atmosfera, and are required for any event where alcohol is served, no exceptions.

    We typically staff 1 bartender for every 30-40 guests.

  • Banquet events include the service of our wait staff that can pass out hors d’oeuvres, set table settings, pour wine, and serve plates.

    All events include busboys that will clear used dishes & glassware, and in general keep the venue tidy of any trash, spills or mess.

  • While our waiters are able to serve plates that are coming from the caterer and pass out hors d’oeuvres, they do not plate or setup the food.

    For an additional fee, we are able to set your drop-off catering into our chaffing dishes and have our staff plate for each guest in a buffet line. Alternatively, we can also set this up as a self-serve buffet.

  • Aside from the above core staff that is offered by Atmosfera, we have a variety of vendors that we work closely with and would be happy to connect them with you if you require additional services that are not outlined here.