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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 RoomEvent Planning & Coordination

May 27, 2009

2 p.m. Soda Center


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Agenda

  • 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

    2010

  • Feb. 17 – Ash Wednesday

  • Mar. 3 – State of the College Address

  • Apr. 7 – Student event

  • Apr. 28 - Convocation


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BLACKOUT DATES

  • 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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Facilities

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…


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Resourceshttp://www.stmarys-ca.edu/news-and-events/scheduling-and-promotion/index.html

  • Getting the word out

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

  • Information gathering

    Master Calendar, DS on the web

    http://sign1/Carousel/Public

    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

    Webinars

    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

popups

check boxes

Conference Rooms to be included in the Classroom equipment map


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Please be patience

??? [email protected] 925-631-4322


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