Get a Room Event Planning

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Oliver Hall from SODA (version 1)
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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,
• Presidents 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, Deans
  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 diningoff line beginning May 26, 2009
• Founders Dining continues off line
• Oliver Hall off line until October
• Old friends (reborn)
• Hagerty Lounge.October
• Founders La SalleOctober
• 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 fieldJune
• 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-event
s/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
??? bhsulliv_at_stmarys-ca.edu 925-631-4322