Got Space?: For Campus Faculty, Administrators & Staff
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2014.RESERVE SPACE ON CAMPUS.pdf
EVENTS ON CAMPUS
Space on campus can really feel tight. Everyone seems to want the same space at the same time. Reserving space or planning a meeting/ 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 many people on campus are willing to help make your program successful!
Reserving space on campus
Once you have chosen a tentative date(s) for your meeting or event, contact staff in one of the offices below to make sure room(s) is/are available. Ideally this should be done at least a month in advance. You may place a room(s) on HOLD for a short time during the planning process.
· All events are entered into a electronic Facilities and Events database visible at MyDaemen or http://conference.daemen.edu/VirtualEMS/BrowseEvents.aspx
Posting events descriptions on MyDaemen events page
For the reservation, discuss whether you want your event viewed on MyDaemen and how open-to-the public you want your event. Some events listed on MyDaemen can be linked to social media. Your program description is actually added into the electronic event reservation.
· Do you want your event viewed on MyDaemen?
o If so, viewed by internal campus only or by the general public?
· Provide brief (100 word) description and add a web link if available. We will edit for length.
· If you choose, provide longer description of the event for a secondary webpage.
When completed, you will receive an electronic confirmation of your reservation. Check it to ensure accuracy. There will be a reminder about how you want your event posted on-line.
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. After receiving confirmation of your room reservation, you should contact these other offices:
Conferences & Events (x8253) email@example.com
We will help guide you through the process of planning your meeting. Check our webpage for more information. Please contact us any time you need maps, directions, registration options, room diagrams, budget templates, brochures, signs, nametag options or advice on how to put together your successful event! Ask us about other campus event-related services such as publications design, printing, media promotions, institutional relations, web services, guest internet access etc. Several meeting rooms on campus have phone lines for private calls or teleconferencing; please contact us for the extension number. We also have speaker phones for conference calls.
Here are a few pointers:
- Communicate your needs in writing (paper or email). With so many programs on campus there are many service requests. A diagram is always helpful!
- The “2/2/2 Rule” really 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.
- In all correspondence add:
- Your name and contact information
- Name of the event
- Event date, location and time
Contact Maintenance to discuss meeting room set-up and equipment needs. They can provide chairs, tables (6’, cabaret and banquet rounds), podiums, flip charts and pads, etc., and provide advice on all your arrangements including additional rentals. Follow up by sending an email to firstname.lastname@example.org or completing a Maintenance Requisition, available in the mail room. Include the specifics of date, time of event, room arrangements and number of people anticipated. Often, a room diagram (paper/electronically) will help. Some situations may be subject to charges, particularly for after-hours maintenance or CTS staffing on weekends or breaks.
Campus Dining Services (x8328) http://www.campusdiningservices.com/daemen/index.php/wick-dining-room
All food service on campus, by contract, must be provided by Daemen Dining. The catering menu is on their webpage. Contact them when you have received your copy of the Reservation Confirmation. Dining Service staff can assist with menus and costs for breaks, receptions, and meals. They can create customized menus for your event. They arrange for table draping and skirting. Provide an estimated attendance. There is a nominal delivery fee for all events catered outside of Wick Center.
Send a purchase requisition for approval to the Business Office, made to Daemen Dining, with specifics of your food service request.
One week before the event, Daemen Dining staff will ask for your guaranteed food count. Your department will be billed based on the guarantee or the actual count, whichever is higher.
Alcohol service can also be provided for your event. However, alcohol services provided in buildings other than Wick Center require a separate liquor license, at an additional charge. Requests for the license must be made 4 weeks in advance. IMPORTANT: As host, you must follow college guidelines regarding minors at alcohol-serviced events.
Classroom Technology Support (x8240) on line technology request form: www.daemen.edu/offices/informationtechnology/cts
Contact CTS to discuss all your equipment needs. Almost all classrooms, meeting spaces and Wick Center are hard wired and/or wireless for internet connection. Almost all classrooms are smart classrooms with built-in AV equipment. In Wick, smart rooms are: Alumni Lounge, Wick 113 – 115, Wick Social Room, Executive Board and Executive Dining Room.
Campus Safety (x8246) email@example.com
Contact Campus Safety regarding parking issues, sufficient security for your event, fire safety and guest parking. They are located at Wick Desk.
Margene Weiss, Director
Brenda Rosen, Administrative Assistant