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Oliver Hall from SODA (version 1)

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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Oliver Hall from SODA (version 1)

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  1. Oliver Hall from SODA (version 1)

  2. Get a RoomEvent Planning & Coordination May 27, 2009 2 p.m. Soda Center

  3. Agenda • Facilities Scheduling Policy • Event Categories • The Tiered System • Shared Mission Dates • Blackout Dates • Facilities/Resources/Technology • Fall 2009 Previews

  4. Priority Matrix • Academic use • Administration, faculty, & student events • SMC co-sponsored events • Outside rentals

  5. 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.

  6. 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

  7. 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

  8. 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…

  9. 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…

  10. Tier 4 External groups & Organizations • Example include; Summer Conferencing, sports camps, wedding receptions…

  11. 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

  12. BLACKOUT DATES • See page 5 for details • May 8, 2010 EBCC • May 22-23 Commencements

  13. The buck stops here Event Request Scheduling & Promotion Office Event Scheduling

  14. 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”

  15. Coming in September Faculty & Staff Dinning… seating 52 Faculty & Staff Lounge… seating for 12

  16. 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…

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

  18. 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”

  19. 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

  20. Please be patience ??? bhsulliv@stmarys-ca.edu 925-631-4322

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