Daemen College : Offices & Services : Conference and Events : For Campus Faculty, Administrators & Staff
For Campus Faculty, Administrators & Staff
RESERVING SPACE ON CAMPUS
Planning a meeting or event on campus is not a mysterious process. It requires you to think ahead and, most importantly, to communicate with each of the offices below. You will find that staff is willing to help make your program successful!
Once you have chosen a tentative date(s) for your meeting or event, contact one of the offices listed below to make sure a room is available. Ideally this should be done at least a month in advance.
-
Most Wick Center rooms, Rosary Hall, Business 107/109 and various lobbies/public areas around campus are reserved through the Conferences & Events Office (x8253 or
events@daemen.edu).
-
The Executive Dining Room and Executive Board Room are reserved through the President’s Office (x8210).
-
Classrooms in all academic buildings, such as Duns Scotus, Schenck and Business, may be reserved through the Registrar’s Office (x8214).
-
The RIC 120, 101, 212, 213 and the other classrooms in RIC are reserved through Frank Carey (x8243). RIC 120 for Library Instruction, contact Andrea Sullivan (x8243).
Once you have reserved your room, take the next steps. Consider event requirements, such as food service, room set-up, audio-visual needs and security. Only after receiving confirmation of your room reservation should you contact these other offices:
Maintenance (x8222)
Contact Maintenance to discuss meeting room set-up and equipment needs. They can provide chairs, tables, podiums, flip charts and pads, etc., and provide advice on all your arrangements. Follow up by completing a Maintenance Requisition form, available in the mail room. Include the specifics of date, time of event, room arrangements and number of people anticipated. Often, a room diagram will help. Some situations may be subject to charges, particularly for after-hours buildings use on weekends or breaks.
Daemen Dining Service (x8328)
All food service on campus, by contract, must be prepared by Daemen Dining Service. Contact Daemen Dining as soon as you have received your copy of the Reservation Confirmation. Dining Service staff can assist with menus and costs for breaks, receptions, and meals. Provide an estimated attendance count. There is a nominal delivery fee for all events catered outside of Wick Center.
Alcohol service can also be provided for your event. Alcohol services provided in buildings other than Wick Center require a separate liquor license, for which there will be an additional charge. Requests for the license must be made 4 weeks in advance. As host you must follow college guidelines regarding non-service to minors.
Send a purchase requisition for approval to the Business Office, made out to Daemen Dining with specifics of your food service request. One week before the event, you will be asked for a guaranteed food count. Your department will be billed based on the guarantee or the actual count, whichever is higher.
Classroom Technology Support (x8240) / cts@daemen.edu
Contact CTS to discuss your equipment needs. Many rooms are wired for internet connection. Most classrooms are “smart classrooms” with built-in audio-visual equipment. Several rooms on campus are set to receive satellite down-link and have phone hook-ups for teleconferencing.
Security and Fire Safety (x8246)
Contact Security regarding parking issues, sufficient security for your event, fire safety and guest parking.
Here are a few pointers:
- Communicate your needs in writing (paper or email). With many programs on campus there are many service requests.
- The “2/2/2 Rule” works! Communicate with support offices two months ahead of the event, two weeks and then two days prior. It helps to talk about program changes.
We in the Conferences & Events Office are here to help guide you through the process of planning your meeting. Give us a call at x8253 anytime you need advice on how to proceed.
Margene Weiss
Brenda Rosen