Hospital Events Calendar: Efficient Planning Tool for Events

1. Hospital Events Calendar Introducing the launch of the Hospital Events Calendar!

2. How do you directly benefit from using the Hospital Events Calendar? • You will receive support in planning and implementing your event in a timely and efficient manner

3. Why did we implement an events planning calendar? • Individuals/departments plan their events in a silo; other departments may be affected by these events creating a draw on resources or conflicts in events • Support staff receive last minute requests • Event organizers are stressed because they are missing supports

4. Support staff trying to carry the weight of too many or last minute requests • Event organizer under duress because supports are not in place in a timely and efficient manner

5. What other benefits are there from using the calendar? • Promotes interdepartmental and organizational communication • Allows support staff to plan resources required to assist with events • This is a tool for the end user to receive assistance in planning a departmental or facility wide event

6. When will it be available? • It is available now! • See instruction manual

7. Where is it located? • It is directly on your desktop! • It’s as simple as opening Outlook and creating a meeting request!

8. Who can use it? • Anyone in the Hospital who has access to Outlook can use it

9. What types of events should go into the calendar? • Anything where you are planning to promote awareness hospital wide such as: National recognition days or weeks, examples: Earth Day, National Nursing Week, Health and Safety Week, Hospital Walk/Run, etc., or any other type of education event where you might require support. • Anything you are planning within your department only, such as a staff luncheon or BBQ, or a patient event. • Even if you’re not sure whether an event you are planning might impact any other area, you can still use the calendar – someone else might identify an area of support.

11. What happens after I create an event in the calendar? • The events calendar and your calendar will be populated with the event • Anyone who has access to the calendar can view events • You can request access to the calendar by emailing the Information Systems Helpdesk • An email automatically goes to Building Management Services (BMS) • BMS will review your requirements and assist you in planning your event • You will receive an automatic response email with an event planning checklist

12. Thank you for using the Hospital Events Calendar! • Please use the list below as a checklist/guideline in planning your event. • Event organizer:          • Event start time:          • Event end time:           • Do you need assistance from any of the following support departments: Information Systems, Environmental Services, Distribution, Communications, Risk Management, Health and Safety, Education, JCI, etc.     • Do you require catering for your event?   Please email the following to Building Management Services: • Do you require tables and/or chairs? How many? Where?    • What time for set up/take down?    • Do you require any other equipment for your event?  • Do you require access to any spaces? Where?         • If you have any further questions, please email: BuildingManagementServices@nbrhc.on.ca Thank you, Building Management and Facilities Services

13. This is a work in progress – your feedback is welcome!