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Oliver Hall from SODA (version 1). Get a Room Event Planning & Coordination. May 27, 2009 2 p.m. Soda Center. Agenda. Facilities Scheduling Policy Event Categories The Tiered System Shared Mission Dates Blackout Dates Facilities/Resources/Technology Fall 2009 Previews.

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Get a room event planning coordination l.jpg

Get a RoomEvent Planning & Coordination

May 27, 2009

2 p.m. Soda Center

Agenda l.jpg

  • Facilities Scheduling Policy

  • Event Categories

  • The Tiered System

  • Shared Mission Dates

  • Blackout Dates

  • Facilities/Resources/Technology

  • Fall 2009 Previews

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Priority Matrix

  • Academic use

  • Administration, faculty, & student events

  • SMC co-sponsored events

  • Outside rentals

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Event Categories

  • College events: Activities, meetings, functions, and academic events held specifically for members of the College community.

  • Co-Sponsored events: Meetings, functions, and programs hosted by a Dept. of program held in conjunction with an external organization.

  • External events: Non affiliated organizations, groups or businesses.

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Scheduling Priorities

The Four Tiered System

  • Designed to give priority to our core mission related events

  • Provide a structure to aid event planning

  • Reduce scheduling conflicts

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Tier I

College Events/Institution Wide

  • Fundamental to our core mission and function of the college

  • Benefits the immediate college community

  • Commencement, recruitment/admissions, shared mission events, example include;

    Gael for a Day, Orientations, Alumni Weekend,

    President’s Club

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Tier 2

College Events/Co-sponsored events

  • Events essential to the function or operation of any Dept., program or student organization

  • Events larger than 100 attendees.

  • Events in which the public is invited

  • Examples include; Gaelstock, Student socials, BTSA, Board of Trustees/Regents, Athletic banquets, Social Justice Speaker Series…

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Tier 3

College Events and Meetings

  • Events held by staff, faculty and students primarily for the members of the campus community

  • Examples include; Provost Council, Dean’s & Directors, TUG chairs, ASSMC, Academic Senate, Department speakers series…

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Tier 4

External groups & Organizations

  • Example include; Summer Conferencing, sports camps, wedding receptions…

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Academic year 2009-10 Shared Mission Dates

  • Sept. 9 – Mass of the Holy Spirit

  • Oct. 14 – Student event


  • Feb. 17 – Ash Wednesday

  • Mar. 3 – State of the College Address

  • Apr. 7 – Student event

  • Apr. 28 - Convocation

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  • See page 5 for details

  • May 8, 2010 EBCC

  • May 22-23 Commencements

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The buck stops here

Event Request

Scheduling & Promotion Office

Event Scheduling

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Old friends (under construction)

  • BUG Hall……..off line this summer

  • La Salle dining…off line beginning May 26, 2009

  • Founders Dining…… continues off line

  • Oliver Hall off line until October

    Old friends (reborn)

  • Hagerty Lounge….October

  • Founders & La Salle…October

  • Galileo 113 “Live”

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Coming in September

Faculty & Staff Dinning… seating 52

Faculty & Staff Lounge… seating for 12

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Relocations/Renovationsrenovation web page

Welcome Center-Brother Jerome West

Scheduled (Admission) move 2nd wk. June

Facilities Services-moves to practice field…June

CILSA-BJW office moves late summer to Power Plant

Kinesiology Dept. moves to St. Josephs Hall

Residential, Community Life and C.A.B. move to De La Salle Hall late summer…

Resources http www stmarys ca edu news and events scheduling and promotion index html l.jpg

  • Getting the word out

    Media Relations, Campus Bulletin, Event listing (web), Digital Signage

  • Information gathering

    Master Calendar, DS on the web


    Classroom equipment map

  • Additional resources

    Media Services, Facilities Services, Public Safety

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Conference Rooms

  • Galileo 113

  • FAH 205

  • Filippi Hall, 1st flr. And Garden level

  • Academic Affairs

  • Library


    Every networked computer can participate in a webinar, not every webinar requires a phone…

    Specify “participate in a webinar using Internet and a speakerphone”

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Future Developments

Updated Facilities Request Form (Sept)

Smart form designed to be inclusive of all facility resources.

Functionality to include;

attendance parameter


check boxes

Conference Rooms to be included in the Classroom equipment map