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Campus Event Planning Guide

This comprehensive guide provides step-by-step instructions for preparing an event on campus, covering speaker arrangements, venue availability, testing procedures, technical support, logistics, and contact information. Ensure a successful event with these essential tips.

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Campus Event Planning Guide

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  1. Preparing for an event on campus Elaine Lauerman, Internet2 25 January 2004

  2. Local and Remote site planning • Check availability of desired speakers • Check venue availability and network connectivity into the room • check locations of the jacks • check with the buildings system administrator or network engineer to see how the jacks are configured • Secure date with speakers

  3. Planning cont. • Secure venue for two days (you’ll need the first day for testing). If you’re planning a major event you may want to arrange for testing in the venue weeks before the event. Plan on testing the same time of day as the scheduled performance. • Notify Network Operations Center of upcoming event • You may want to notify the Abilene NOC if the event has several remote sites involved. • Identify technical contacts including land lines, cell phone and email addresses, technology used and ip addresses. You may also want to set up a chat program or use IM. • Make sure the technical contacts are committed to the event.

  4. Logistics for venue • Check for plenty of power • Check for adequate HVAC • If possible have spare equipment available • Have a land line available • Be sure to schedule technical staff for testing at the venue (this is very important!) • If venue needs to be secured hire campus security or a private company. • Plan on reserving a room for storage containers if necessary.

  5. Contact information If you have any questions contact ekl@internet2.edu

  6. www.internet2.edu

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