You're officially booked.
Congratulations — we're so excited to host your event and can't wait to bring your vision to life. This guide covers everything you need to know from now through your event day. Please read through it carefully and keep it handy as you plan.
Getting Your Questions Answered
This guide and our FAQ page are designed to answer the vast majority of questions that come up during the planning process — we'd encourage you to start there before reaching out. Chances are the answer is already there waiting for you.
If your question isn't covered in this guide or the FAQ, the best way to reach us is by replying directly to your booking confirmation email rather than starting a new message. This keeps all of your communication in one organized thread, which allows our team to reference your full history and respond more accurately and efficiently.
Please keep in mind that while we always do our best to respond promptly, non-urgent questions may take a little time to get back to — especially during busy periods. We appreciate your patience and understanding, and we promise nothing falls through the cracks.
For urgent matters close to your event date, don't hesitate to flag your message as time-sensitive and we'll prioritize accordingly.
Your Event Coordinator
Every event at Atmosfera includes a dedicated event coordinator — your point person as your date approaches and your plans come together. Around 6–8 weeks out, your coordinator will reach out to connect, go over the details of your event, answer questions, and make sure everything is on track. On the day of your event, a coordinator will be available to oversee logistics, ensure policies are upheld, and keep things running smoothly. Please note that for smaller or shorter events, on-site coverage may be limited to key moments rather than the full duration.
To set clear expectations, here's what's covered under standard event coordination:
Included with all events: One 45-minute on-site planning consultation, up to two 30-minute phone calls, day-of oversight and logistics, vendor direction upon arrival, and venue policy enforcement.
Not included under standard coordination: Vendor sourcing or outreach, timeline or run-of-show creation, ongoing planning communication, or coordination of vendors hired independently by the client. These services are available through our Guided Planning & Coordination Suite.
Want more hands-on support? Our Guided Planning & Coordination Suite pairs you with a dedicated planner from the moment you add it to your booking — giving you personalized planning consultations, a custom run of show, and full vendor coordination leading up to your event. If you're still building out your vendor team, managing timelines, or simply want someone in your corner throughout the planning process, this is the upgrade for you.
Outside vendor fees are also waived for suite clients (outside catering fees still apply). Reach out to add this to your booking at any time before your final check-in — booking@atmosfera.nyc
Your Planning Timeline
Here's what to expect between now and your event day — and when to expect to hear from us.
This is the fun part. Your date is locked in — now it's time to build out your event. Head over to atmosfera.nyc/vendors to browse our curated list of preferred vendors: caterers, photographers, DJs, florists, decorators, photobooths, and more. These are people we know, trust, and have worked with firsthand. Hiring from our preferred list also means no additional outside vendor fees, so it's worth starting there. The sooner your vendor team is locked in, the smoother everything else will be.
Around eight weeks before your event, we recommend coming in for your included 45-minute on-site event consultation. Walk the space with your coordinator, talk through your vision, go over your vendor plan, and make sure everything is coming together. Come prepared with questions and as much detail as you have — this is your one included in-person meeting, so make it count.
You also have up to two 30-minute phone calls with your coordinator available leading up to your event. We recommend saving at least one for the weeks just before your final check-in.
If you've added our Guided Planning & Coordination Suite, you'll have two additional 45-minute consultations — by phone or in-person — on top of your standard allocation.
You'll hear from us four weeks before your event to schedule your final check-in. This is when we'll collect everything we need to prepare for your big day:
- Confirmed final guest count
- Full vendor list with contact details
- Any special requests or last-minute changes
- Outstanding questions or concerns
Your remaining balance must be paid in full no later than 7 days before your event date. Your final invoice will reflect your confirmed guest count and any additional services added since booking. Please review it carefully and reach out right away if anything looks off.
Your coordinator will be on-site and ready to go. Vendors may begin arriving during your designated setup window. Sit back, take a breath, and let us handle the rest.
Fees & Charges
All fees are clearly reflected in your final invoice — no surprises. Here's what to expect.
Catering & Vendors
We've put a lot of care into building our vendor network, and we genuinely think you'll love what you find. Here's how it all works.
Head to atmosfera.nyc/vendors to browse our curated list — caterers, photographers, DJs, florists, and more. All vetted, all familiar with our space, and all available with no additional outside vendor fees. If you're not sure where to start, reach out and we'll point you in the right direction.
If you've added our Planning & Coordination Suite, your planner will handle outreach and coordination with preferred vendors on your behalf.
You're welcome to bring vendors from outside our network — just a few things to keep in mind. Outside vendors are subject to additional fees depending on vendor type, and all outside caterers must be licensed and insured to use our kitchen facilities.
Every outside vendor must be submitted on your vendor list and approved in advance. Outside vendor fees are waived for clients with our Planning & Coordination Suite (outside catering fees still apply).
Your planner will act as the primary point of contact for any vendors selected from our preferred list. For vendors you source independently, Atmosfera is not responsible for outreach or hiring — those arrangements are yours to make. Once hired, your planner will step in to communicate venue policies and ensure full alignment before your event date.
A Few Important Reminders
Nothing complicated — just a few things worth keeping in mind as you plan. For the full breakdown, visit our FAQ page.
If Anything Changes
Life happens — we totally understand. If your date, guest count, or services need to change, please reach out as soon as possible. The earlier we know, the more options we have to help you. Changes are subject to availability and the terms outlined in your contract, so don't wait on it if something comes up.
We're Here For You
Our booking team is your main point of contact from now through your final check-in. Don't be a stranger — if something comes up, if you have a question, or if you just want to talk through your plans, we're happy to help.
Astoria, NY 11105
"We're genuinely honored to be part of your celebration.
Let's make it one to remember."
— The Atmosfera Team