EVENTS MANAGEMENT OFFICE

FACULTY AND STAFF USE OF COLLEGE FACILITIES

FACULTY AND STAFF SCHEDULING PROCEDURES

Credit Generating Classes/Extracurricular Activities : Department Meetings :  Department/Office Special Events

 

CREDIT GENERATING CLASSES / EXTRACURRICULAR ACTIVITIES
The Registrar's Office is responsible for assigning and/or relocating teaching space for credit generating classes.  Once these classes have been scheduled, faculty/staff contact Events Management to request facilities for any extracurricular activities.  Examples of these would include; student teaching seminars, make up exams, review sessions, guest speakers, etc.

  • Facilities may be requested via telephone or e-mail through Events Management.
  • If necessary, an Events Management staff member will contact you within 24 hours to clarify your request.
  • A confirmation will be sent to you via e-mail (E-Confirmation) when your request is accepted entitled "Important Events Management Confirmation."
  • Review the confirmation carefully.  Notify Events Management  immediately if there are any errors or changes to be made.
  • View all attachments shown at the top of the e-mail confirmation and follow all instructions pertaining to use of the assigned space.
  • Print a copy of this confirmation for your records.  This will be your only confirmation.
  • Pick up a key for the room/smart console from  Events Management  (if applicable).  No reminder telephone calls will be made.

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DEPARTMENT MEETINGS
Campus departments wishing to schedule a meeting and/or function "short term" should contact  Events Management for scheduling.  Examples of short term would include:  college committees, staff meetings, reoccurring programs, etc.
Meeting space may be requested via telephone or e-mail through Events Management .

  • If necessary, an Events Management staff member will contact you within 24 hours to clarify your request.
  • A confirmation will be sent to you within two business days via e-mail (E-Confirmation) entitled "Important Events Management Confirmation."
  • Review the confirmation carefully.  Notify  Events Management  immediately if there are any errors or changes to be made.
  • View all attachments shown at the top of the e-mail confirmation and follow all instructions pertaining to use of the assigned space.
  • Print a copy of this confirmation for your records.  This will be your only confirmation.
  • Pick up a key to the room/smart console from Events Management  (if applicable).  No reminder telephone calls will be made. 

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DEPARTMENT / OFFICE SPECIAL EVENTS
Campus departments/offices wishing to plan a "special" event should begin by contacting Events Management.  Examples of a "special" event would include:  conferences, multi-day workshops, receptions/luncheons/dinners, Orange Events (the College's major institutional events), etc.  Often times, these "special" events require additional  planning and services, such as, parking, food service, technology, and signage.  The Events Management  staff  helps coordinate logistics to ensure a successful event.

  • Faculty/staff should immediately contact Events Management regarding the potential event.
  • You will need to complete an Event Application.  This application will answer specific questions for us and will assist you in "thinking through" each aspect of your event.
  • Fill out the Event Application to the best of your ability and return it to our Office.  An Events Management staff member will contact you within ten business days to discuss your request.
  • Events Management  will arrange a planning meeting involving all  pertinent parties, if necessary.  The meeting may include representatives from the venue, food service, University Police, Instructional Resources, or any other office that may be involved in helping to make your event a success.
  • A Reservation Contract package will be developed detailing all aspects of your event, and will be sent to you for your review and signature.
    **Please note when signing the Reservation Contract, you may be required to provide further documentation and  payment for services rendered or facilities used**
  • All documentation and monies due must be returned to Events Management  by the specified date.  Failure to do so may result in the cancellation of your event and the release of your reserved facilities.

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