Bloomberg School of Public Health Special Event Planning

1. Bloomberg School of Public Health Special Event Planning

2. Team Members • Room scheduling Melissa Horn • Event rooms Suzanne Salas • Multimedia Cherrille Young • Video production Joe O’Hagan • Communications Susan Sperry • Security and Parking JP Garvin • Environmental Services Latrenya Hines • Jay’s Catering Steve Williams

3. The SET Meeting • Scheduled approximately two weeks prior to the event and held on Tuesdays at 10:00 AM. • A representative must be present, primary contact preferred • Event review and support needs - Date, time and location of event - Attendees, special needs - Visitors and VIPs - Multimedia needs - Furniture arrangements - Catering and alcohol - Parking and security - Public event - Communications :Publicity via Marketing - Electronic Postings on plasma screens throughout the building

4. Events Manager External Affairs DeptScott R. Kleinsklein@jhsph.edu Office: 410-614-1550 Cell: 410-868-1162

6. Event Rooms • Scheduled via Room & Services Request Form • Student Lounge • 9th floor café, Wolfe Street • Hampton House Café • Hampton House Patio (May – October) reserve HH Café (rain) as a back up • Feinstone Hall (E2030) • Anna Baetjer Room (W1030)

7. Anna Baetjer Room

8. Feinstone Hall

9. 9th Floor Café, Wolfe Street setup 4pm

10. Hampton House Café Setup 4pm

11. Hampton House Patio Available May-October

13. Room Scheduling Melissa Horn, Student Affairs Scheduling phone number: 443-287-5198 All Room & Services requests for the use of Centrally Managed space (non-departmental) must be processed through the my.jhsph.edu Portal homepage: Form Definitions: • Unsupported Event: An activity that requires no services. • Student Group Event: An event being sponsored by an approved Student Group under the umbrella of the JHSPH Student Assembly that requires the Associate Dean of Student Affairs approval.

14. Student Event Approval • Student Events • Submit online Room & Services Request Form 3 weeks prior to event for content approval by the Associate Dean for Student Affairs. Form can be found on the my.jhsph.edu Portal home page and all services being requested should be listed. • On the Form, select “Yes” to the question “Is this an event sponsored by a student group?” General meetings are not events and students should answer “Select ‘no’ if this is a general meeting; those are not events.” • Upon content approval by the Associate Dean, forwarded to: • Room Schedulers in the Office of Student Affairs

15. Room Scheduling (screen shot)

17. OFFICE OF EXTERNAL AFFAIRS Communications and Marketing comm@jhsph.edu 410 955 6878 We strategically position the research, education, and practice of the School to multiple audiences through creative and effective messages and mediums.

18. OFFICE OF EXTERNAL AFFAIRS • Communications and Marketing • Media Relations • Social Media • Editorial • Print and Digital Content • Design • Digital and Web

19. 7 SET COMMUNICATION TOOLS

20. SET COMMUNICATION TOOLS Calendar of Events

21. SET COMMUNICATION TOOLS Calendar of Events

22. SET COMMUNICATION TOOLS Calendar of Events

23. SET COMMUNICATION TOOLS Weekly Event Emails

24. SET COMMUNICATION TOOLS Digital Signage & E-Poster

25. SET COMMUNICATION TOOLS Faculty and Student List Servs

26. SET COMMUNICATION TOOLS Wall of Wonder (WOW)

27. SET COMMUNICATION TOOLS Public Relations for Major Events • Media coverage • Constituency outreach • Government liaison

28. SET COMMUNICATION TOOLS Online Project Request https://my.jhsph.edu/Offices/ExternalAffairs/OfficeCommunications

29. SET COMMUNICATION TOOLS Get on the comms schedule At least 6 weeks out! Administrative Coordinator 410.955.6878 Rm. E2141 (near the Daily Grind)

31. Security • Event Security • Visitor Access Control: visitor badges & crowd control • Alcohol: Security Officers required • Visitor Access and Assistance • 15 or more visitors – registration table required • Department must staff registration table in Gallery • Security Officer required to check badges • Badge supplies are issued from W3501 • Emergency Procedures • Standard evacuation procedures • Coordination required for anyone needing special assistance

32. Parking and Transportation • JHSPH Garage • Catering access • Visitor Drop-Off / Pick-Up • VIPs: proper security measures for high-profile visitors • Private shuttles and limousines

33. Contact Information Emergency Preparedness Portal Site https://my.jhsph.edu/sites/emergency/default.aspx

34. Contact Information Capt. Chuck Barbera JHMI Corporate Security Services 410-955-0331 cbarbera@jhsph.edu

36. Multimedia Cherrille Young Multimedia Services Supervisor Joe O’Hagan Multimedia Production Supervisor 410-955-3066 cyoung@jhsph.edu johagan@jhsph.edu

37. Multimedia Request form All requests flow through the Room & Services Request Form You will get an email confirmation when your request has been processed Multimedia Department: W3504 Office telephone: 955-3066

38. Video Production Locations • Sommer Hall E2014 • Sheldon Hall W1214 • Feinstone Hall E2030 • Becton Dickinson Auditorium W1020 • Production Studio WB509

39. Multimedia Magic ticket

41. Office of Facilities Management Environmental Services Special Event Preparation and Services

42. We help you plan and arrange furniture for conferences, workshops, continental breakfasts, luncheons, dinners, etc. Round tables must be special ordered by the department Furniture Arrangements

43. Cleaning • We thoroughly clean all areas associated with the event. • We assist you with your meetings, luncheons, and etc. • For special preparation, we wash windows, strip and polish floors, vacuum and shampoo carpet. The cost for this special service is an hourly rate.

44. Scheduling Note: 3 to 5 days notice is required for special requests https://my.jhsph.edu/Resources/Help/Pages/default.aspx

45. Contacts Environmental Services 410-955-3404 • Randy Long – 443-687-6867 • Latrenya Hines - lhines@jhsph.edu (day shift) • Antonio Cole–410-274-3210 (evening shift)