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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

Get a RoomEvent Planning & Coordination

May 27, 2009

2 p.m. Soda Center

  • Facilities Scheduling Policy
  • Event Categories
  • The Tiered System
  • Shared Mission Dates
  • Blackout Dates
  • Facilities/Resources/Technology
  • Fall 2009 Previews
priority matrix
Priority Matrix
  • Academic use
  • Administration, faculty, & student events
  • SMC co-sponsored events
  • Outside rentals
event categories
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.
scheduling priorities
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
tier i
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

tier 2
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…
tier 3
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…
tier 4
Tier 4

External groups & Organizations

  • Example include; Summer Conferencing, sports camps, wedding receptions…
academic year 2009 10 shared mission dates
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
blackout dates
  • See page 5 for details
  • May 8, 2010 EBCC
  • May 22-23 Commencements
the buck stops here
The buck stops here

Event Request

Scheduling & Promotion Office

Event Scheduling


Old friends (under construction)

  • BUG Hall…… 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”

Coming in September

Faculty & Staff Dinning… seating 52

Faculty & Staff Lounge… seating for 12

relocations renovations renovation web page
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
  • 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

conference rooms
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”

future developments
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


Please be patience

??? 925-631-4322