Event Planner’s Forum Thursday, August 7, 2014 Office of the President Judy Barnes – Director of University Events Rena Piper – Special Events.
Download ReportTranscript Event Planner’s Forum Thursday, August 7, 2014 Office of the President Judy Barnes – Director of University Events Rena Piper – Special Events.
Event Planner’s Forum Thursday, August 7, 2014 Office of the President Judy Barnes – Director of University Events Rena Piper – Special Events Coordinator HOW’D YOU KNOW THAT? Events Website • • Virtual Team Central Repository of Information • • • • Policies Check lists Support request forms Contacts Facilities Management Kelly Kinnard – Director for Physical Plant Services BRING IN THE MUSCLE Facilities Management Described as the “muscle” of UTD, we are: FM Business Services Custodial Services Energy Management & Sustainability General Maintenance Remodel/Construction Energy Management Services NSERL Research Facility Operations Engineering, Construction & Planning Key Shop Move & Events Grounds Electrical Garage Plumbing Callier South FM Home Page: www.utdallas.edu/facilities/ FM Organizational Chart “Pardon our Progress” Updates FM Building Liaison List FM Work Request Key Request Form Links to FM Departments Awesome Photos of Campus Buildings Move Support Checklist FM Main number: 972-883-2141 Baldemar Flores, Moving Crew Supervisor: 972-883-4115 To better serve our customers and make your next move an easier one, please set up a Pre-Move Meeting and use these helpful suggestions and checklist. NEED Crates Carpets cleaned Walls painted Special electrical requirements Door signs General repairs Locks changed Keys Electronic door access LAN connections Telephones & faxes transferred DEPARTMENT Facilities Management Facilities Management Facilities Management Facilities Management Facilities Management Facilities Management Facilities Management Facilities Management Facilities Management IR – Help Desk Telecommunications FORM / CONTACT Work Request Work Request Work Request Work Request Work Request Work Request Work Request Key Request Building Access Authorization x2911 Telephone Service Request Move Support Checklist – pg. 2 Pre-Move meeting: One to two weeks prior to the targeted moving date, please schedule a meeting between your move coordinator and the Facilities Management moving crew supervisor, Baldemar Flores (x4115). He will assess your moving needs, and will then assist with coordinating and implementing a system for a safe, efficient, and economical move conducted to your satisfaction. Certain things, such as hazardous materials or sensitive lab equipment, will not be moved by the Moving crew due safety liabilities. These will be determined at the Pre-Move meeting. Labeling System: Proper labeling is a must to achieve an organized, smoothly-executed move. Location - Where items are going - clearly indicating From – To Surplus - or not- directive to mover Do Not Move - directive to mover Fragile contents - directive to mover Everything should be labeled, including each piece of computer equipment (i.e. monitor, CPU, keyboard and cable bundle). Also, be sure to label those sometimes forgotten items such as floor chair mats, trash cans, whiteboards, etc. Monitors, fax machines, small printers and typewriters should be properly labeled and left on their respective desktops for our movers to pack, if you want Facilities Management to move those for you. Some people may prefer to move their own computers, but that is discouraged in order to avoid potential injuries caused by improper lifting. Move Support Checklist – pg. 3 Packing and Marking Containers/Crates: • Facilities Management can supply crates of uniform size which allow for ease in handling, thus saving time and money. We highly recommend that you use these crates for packing materials from filing cabinets and bookshelves, as well as personal materials from in and on your desk. A well-labeled container is always easy to find! • Within one week after your move, please notify Facilities Management by email to the [email protected] inbox to pick up all empty crates and dollies. • Your promptness in returning our crates/dollies allows us to better serve our customers, and we appreciate your efforts in keeping replacement costs to a minimum. After two weeks, any lost or unreturned crates or dollies may be billed at replacement cost to the account number on the work order. Current replacement cost: Lost/Unreturned Crate = $43.50 each Lost/Unreturned Dolly = $51.25 each Move Support Checklist – pg. 4 ABOUT YOUR FURNITURE: • Desks, Credenzas and Storage Cabinets are moved on their end. All contents should be completely removed; otherwise, items may fall out and become lost. • Vertical File Cabinets can often be moved with their contents remaining in each drawer. We recommend that you securely tighten the back of each drawer to prevent files from becoming loose or the contents mixing during the move. • Lateral File Cabinets must be emptied and their contents put into crates provided to you due to their light-weight construction and tremendous weight when full. Our movers will not move lateral file cabinets that are not empty. Move Support Checklist – pg. 5 • Bookcases should be completely emptied into the containers/crates provided to you. Bookcase shelf pegs should be removed and packed away for safekeeping. Loose bookcase shelves should be counted, labeled and stacked in the bottom shelf of the bookcase unit. • Copiers - Before movement of any copiers, Facilities Management recommends that you notify your service contract agent. To insure that no warranties are voided, please determine if they will move the equipment for you, or obtain their permission for us to do so. Please let Facilities Management know if the agent is to arrange the move or if permission was granted for us to proceed with the movement of the copier. • Delicate Material – Please mark these items as “FRAGILE” to insure special handling, and be sure to advise the move Supervisor of the sensitive nature of these items. Proper labeling and communication is essential for moving these items safely. • After the Move is complete the moving Supervisor will check with you and the moving coordinator to ensure that everything was moved and properly placed. FM Work Requests 2013 created vs. closed/canceled 1200 1000 800 Series1 600 Series2 Series3 400 200 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec FM Work Requests 2014 created vs. closed/canceled 800 700 600 500 Created 400 Closed Canceled 300 200 100 0 Jan Feb Mar Apr May Jun AiM – FM Work Order System To request access, contact Willie Taylor x2527 or by email at [email protected]. For all other issues, contact Andy Aquatero x2696 or by email at [email protected]. Access/View/Print Work Orders Select Internet Explorer or Mozilla Firefox. Enter https://facmgmt.utdallas.edu/fmax/screen/WORKDESK. You will be prompted to enter your current UTD login and password. Once AiM has fully loaded, click on “WORK MANAGEMENT” at the top of the Menu box, then select “WORK ORDER”. In the lower right-hand corner of the WORK ORDER screen, a box is provided to enter your 8-digit work order number inserting a hyphen prior to the last two digits (Example: 100181-09). Click on the magnifying glass next to the box to access the work order. After your work order has populated, click on the “SELECT” drop down arrow on the “VIEW” box and then click on “COST ANALYSIS” for charges currently posted to the entire work order. For charges posted to a specific phase number, click on that phase number (Example: 001, 002, 003, etc.) and then select “COST ANALYSIS” from the “VIEW” drop down selection. If you are viewing multiple work orders, return to the WORK ORDER screen by clicking on the green flag to the right of the screen until you are able to key in the next work order number in the box provided at the bottom of the page and click the magnifying glass to access it. Billed work order phases will indicate “95- Billed/Closed”. To print “COST ANALYSIS” amounts visible from the WORK ORDER screen: Maximize your web browser, click the Print Screen key at the top right-hand side of your keyboard, open a Word document, right-click on your mouse over the blank page, select Paste and Print. What’s new? Garage Rates: $45 per person/per hour Move/Events & Maintenance Rates: $40 per person/per hour The new rates begin with FY15 billing. What’s changed? Key Requests: Students are no longer issued keys. Unreturned keys = $25 plus $35 for each core the unreturned or lost key operates. FM Work Requests: Normal work hours are 8:00 AM - 4:30 PM, Monday through Friday. Work done outside these hours are billed as overtime. Disclaimer added: Unless high value items are specifically and individually identified, Facilities Management is not responsible for any lost or damaged goods during moves or events. Surplus Requests: Please see next page. Transfer of Assets to Surplus Surplus (Property Administration) can pick up most types of smaller technology-related equipment such as desktop computers, laptop computers, docking stations, monitors, desktop printers, desktop scanners, desktop copy/fax/print machines, keyboards, speakers, mice, cables and servers. To request a pick-up from Surplus, please send an email message to [email protected] and include a brief description and the asset tag number (if applicable) of each item that needs to be picked up. No forms are necessary. The Move and Events team can pick up larger equipment such as furniture (desks, chairs, file cabinets, bookcases), books, server racks, large copy/fax/print machines, large televisions and pallets of mixed items (e.g.: computers mixed with furniture). To request a pick-up from Move and Events, please fill out the Facilities Management Work Request form and send it to [email protected]. Transfers of furniture or equipment to Surplus are not scheduled for a specific date or time and are handled between other scheduled move and events. Urgent requests or those requesting a specific move date will incur charges. Emergency After Hours Contacts Energy Management Services 972-883-2147 or UTD Police 972-883-2222 Office of Budget and Finance Randy Rikel – Associate VP and Controller SHOW ME THE MONEY! Use of State Appropriated Funds • General Rule Ask a simple question Does the purchase benefit the residents of State of Texas? Example – Does this (sandwich, brownie, coffee, water, flowers) benefit the residents of Texas? In all examples above – the answer is NO Most event planners will not have a state account they can use for M&O type of expenditures. If you are not sure about your cost center look at the fourth and fifth digits. Fund 21, 22 and 29 should not be used. Vendors • If a vendor is helping you with your event and wants to donate/give “gifts or giveaways” to the attendees of your event. This is allowed if the non-cash item is less than $50 in value per recipient. Purchasing Tips • The University Procurement Card (P-Card) can be used for purchase up to $1,000. This dollar limit can be raised with Procurement approval. • Use of the e-Procurement module or “SciQuest”. This remote purchasing application for authorized UTD users submits a purchase requisition into work flow for Purchasing to place your order. Purchasing Tips • Use a sales tax exempt certificate as the University is exempt. • Can be found at http://www.utdall as.edu/procurem ent/forms/ Purchasing • For further clarification or help, please contact Mr. Pete Bond ([email protected] or ext. 2301) or Mr. Paul Watson ([email protected] or ext. 2307) • Visit Procurement Management website at http://www.utdallas.edu/procurement/ Office of the President Judy Barnes – Director of University Events IF YOU CAN’T WALK THE LINE, JUST SAY NO… Facilities Usage • Regents’ Rules • UT Dallas Policies • General Rule – “State/UT System property requires a state/UT System purpose” • Exceptions – Registered Student Organization (or other registered group) – Joint Sponsorship • You sponsor, coordinate and can collect fees… but there are rules – Special Use Facilities • Rental fees not established… “just say no” at this time! – Residential Conferences Office of the President Rena Piper – Special Events Coordinator Records & Registration Rebecca Ballard – Assistant Registrar Sandy Runowski – Associate Director of Records Student Union Delvora King – Assistant Director of Student Union YOUR PLACE OR MINE? Room Reservation Directory • • • For faculty and staff use only Off-campus organizations must be sponsored and coordinated by an on-campus department, school, or organization Students and student organizations must work with Student Union Reserving Classrooms for Special Events UT Dallas Office of the Registrar Schedule of Classes • Over 3000 classes per semester meeting in around 200 rooms. • About 110 of those rooms are lecture style classrooms. • First priority in rooms is classes. • Accept reservations 3 to 4 weeks after the schedule of classes is published. – End of April for Summer and Fall – End of November for Spring – Earlier scheduling requires approval Astra Scheduling • Single interface used to request most classrooms on campus. • Some rooms require approval. • All room scheduling done through Astra can be viewed in the calendar. Astra Scheduling • Students may not use Astra. • Requests should be submitted two days in advance. Astra Room Requests Registrar Intranet http://www.utdallas.edu/student/registrar/records/index.html Registrar’s Office: Here to Help • Have a big event, need lots of rooms? • Scheduling questions? • Need Astra Access? Send an email to [email protected] for expert help with Astra. Part I: Reservation Guidelines & Virtual EMS Training UTD Student Union Scheduling and Reservations Office SU 2.422 https://reserve.utdallas.edu/VirtualEms/ www.facebook.com/sureservationsandscheduling (p) 972-883-2945 Scheduling Timeline Students Faculty/Staff Student Union Student Services Building Student Union Mall June 1- thru August, prior to the first day of fall classes Current year August 1- thru August of the next year, prior to the first day of fall classes Classrooms Lecture Halls Auditorium June 1- thru finals week in December, prior to winter break Do not use the EMS system to request these locations. Please use the following link: Edits & Modifications The person who submitted the reservation request is the only member of the student organization or department who is able to edit or modify it. Reservations may be edited, modified or cancelled through EMS three (3) days prior to the booking date. You may email the scheduling and reservations office 24 hours prior to the booking date and request to remove a/v and/or setup items but there must be 3 days notice to add them. Note: Edits & modifications may delay completion of the booking process. Original reservation request take precedence over edits & modifications. The queue volume will determine how quickly request for adjustments can be addressed. Cancellations Done through EMS at least three (3) days prior to the booking date. If less than three (3) days, an email must be sent to the student union scheduling office 24 hours prior to the booking date to avoid penalties. Student groups that fail to cancel a reservation on three (3) or more occasions risk losing their scheduling privileges. Faculty/Staff events that include service charges will be charged a $100 cancellation fee. Note: An email is required by noon on the Friday prior to the confirmed date to cancel a reservation on Monday. The Student Union reservations and scheduling office is closed on the weekend. EMS Reservation Locations in the Student Union Registered Student Organizations Libra Room (1.614) Gemini Room (2.504) Pegasus Room (2.502) Phoenix Room (2.508) Galaxy Rooms A, B, & C (2.602) Booths inside and outside of the Student Union Faculty/Staff Libra Room (1.614) Gemini Room (2.504) Pegasus Room (2.502) Phoenix Room (2.508) Galaxy Rooms A, B, & C (2.602) Booths inside and outside of the Student Union EMS Reservation Locations Outside of the Student Union Registered Student Organizations • • • • • • • • • • Gazebo The Pub Chess Plaza Auditoriums Lecture Halls Student Union Mall Classroom Buildings Faculty/Staff Dining Hall Student Services Building, SSB 2.102 Student Services Building lower level Faculty/Staff • • • • • Gazebo Chess Plaza Student Union Mall Student Services Building, SSB 2.102 Student Services Building lower level Note: Faculty/Staff cannot utilize EMS to reserve academic buildings, faculty/staff dining hall, or The Pub. Please use the following link to contact the appropriate scheduler : Meeting vs. Events Reservation scheduling for meetings is limited to (2) hours including the unlock and lock time . Requests for booths or reservations on the SU mall are categorized as events. Food & Beverage Food and beverage is permitted in the Student Union, SU Mall, and Student Services Building. Students with confirmed bookings in the faculty/staff dining hall are required to purchase Chartwells Catering: Food and beverage is prohibited in the following: Classrooms, Hallways, Lecture halls, Auditoriums, Walkways, and all undesignated campus spaces. Student Affairs food policy provision for registered student organization events: Student Union Room Services & Fees • Charges include set-up, tear down and cleaning fees. A/V charges are calculated separately. • University departments will be charged for use of the Student Union Galaxy Rooms and service fees for media service equipment provided in all meeting rooms inside the union. • Students and student-sponsored groups will not be charged room usage or media service fees in the student union. Student Union A/V Equipment Charges Student Union A/V Equipment Charges Continued SU Facilities & Operations Staff For more information regarding Student Union Scheduling and Reservations, please call (972)-883-2945. SU Director: Mary Walters [email protected] SU Assistant Director: Delvora King [email protected] SU Building Manager: Homer Salazar [email protected] SU Coordinator: Andy Helgeson [email protected] SU Coordinator: Sean Collins [email protected] Media Service Tech: Daniel Delgado [email protected] Media Service Tech: Alexander Donaghy [email protected] We look forward to serving you. Office of Communications Cary Delmark – Assistant Vice President Rachel Ortega – Web Specialist SHOUT IT FROM THE ROOFTOPS! Our Mission: Telling the Story Provide strategic leadership that shapes the character, direction and underlying principles guiding the University’s institutional communications; take primary responsibility for organizing University-wide resources, brand identity and positioning, internal and external communications, message content, media visibility/media relations and crisis communication; and fully integrate these efforts in service to the University mission and vision. Communications Departments • • • • Marketing Periodicals Media Relations Web Services Marketing and Web Services Invitations Evites Brand Standards www.utdallas.edu/brand Media Relations Ext. 2155 or [email protected] • If there is potential for media coverage, check with us before setting the date • Two significant events on the same day is problematic • The earlier an event is planned, coordinated and posted, the sooner we can consider possible opportunities for internal and external promotion. Periodicals Ext. 4405 • News Center, especially This Week at UT Dallas • Social media • UT Dallas Magazine Comet Calendar www.utdallas.edu/calendar Why use the Comet Calendar? 1. Widely used • 25th most popular Web page • Over 281,000 page views in 2014 so far 2. Reach wider audiences 1. UTD website/mobile website 2. UTD Facebook and Twitter 3. This Week at UT Dallas 4. Featured events 5. RSS feeds 6. Google 3. Avoid scheduling conflicts 4. Help lost visitors • Visitor Center • Switchboard Simple, easy-to-use interface Best Practices Make your events searchable • Think about keywords Web visitors will use and put those in #1 on Google, #3 on Yahoo, #3 on Bing the title • Describe three “W”s: who/what, when and where • Be concise but informative Best Practices Connect on social media Pick and choose which channels per event Internal Calendar • Useful for… • Private University events • Avoiding scheduling conflicts • Ask for access Need access to Comet Calendar? Questions about it? Contact Web Services: [email protected] or call ext. 4995 Office of Administration Vanessa Balderrama – Administrative Project Coordinator II Environmental Health & Safety Teresa Johnston – Director of Business Services Sandra Mitchell – Administrative Project Coordinator II CROSSING YOUR T’S AND DOTTING YOUR I’S • Special Events Risk Assessment form • Event insurance • Safety considerations Chartwells Valerie Vo – Catering Director ALL THIS TALKING MAKES ME HUNGRY Website • • • • New Look-Same login information as before New Layout New Menus New Guidelines Website Catertrax New Look New Online Menu selections • In Any Event-Everyday Catering • Good Cents-For Student Groups Policy-Guidelines and Printable Menu Forms and Guidelines Access by clicking on the Policy tab • • • Revised Outside Catering Request Form Faulty Dining Room Reservation Form Facilities Request Form New Website Layout • https://utddining.catertrax.com • Features new menus-In Any Event and Good Cents • Features the policy tab • LTO-Limited Time Offerings$7.99/$9.99 UTD Police Department David Spigelmyer– Senior Public Safety Officer WHO CALLED THE POLICE?! Event Registration • Purpose: To assist UT Dallas Police and Parking & Transportation with making campus events successful. • Services Provided: – Unlock and lock doors – Parking requests – Police Officers and PSOs/guards to work your event • Registrations need to be made 10 days prior to your event to ensure we have the support available to you. Event Registration Form Actual start and end times The name advertised to the public Specific Must be a recognized campus organization The person we should direct questions to Helps us to determine in an officer or PSO/guard is needed Crowd control? Parking assistance? Will be used for any PSO/guard assistance provided Event Registration Form Must be approved by Parking & Transportation Need barricades, cones, etc. Helps us to determine possibility for protestors Exact location and times Helps us to determine in an officer or PSO/guard is needed • • The form can be located at: http://www.utdallas.edu/events/process/campus_p olice/ By submitting this form, you are acknowledging an understanding of our Overtime General Order. Office of Parking and Transportation Elena Morten – Parking and Transportation Manager YOU WANT ME TO PARK WHERE?! Event Basics • Is this an “event”? – Multiple (20+) guests • Especially non-UTD guests – Comet Cab (shuttling) needs – Special requests • • • • Reserved spaces Gatherings in parking lots Valet service Etc. • If any of the above apply, then you need to submit an Event Registration Form – http://www.utdallas.edu/utdgeneral/business/police/ eventform.html Permit Requests • Small meetings do NOT need to submit an event form for parking; You can request a parking pass via e-mail • Allow 2-3 business days’ notice • E-mail all requests to [email protected] with the following information: – – – – – Date: Time (arrival & departure): Location: Number of permits needed: Sponsoring department: Event Form Parking Options Metered Parking • Departments can purchase time in Pay-By-Space lots • The charge is $1/hour, billable to the sponsoring department • Our Pay-By-Space lot capacities are: 21 – Lot G (MC) 25 – Lot F (VCB) 45 – Lot K (SSB/SU) 60 – Lot M-West (JSOM) 62 – Parking Structure 3 (NSERL/JO) 63 – Lot I-North (CN/HH) 100 – Parking Structure 1 (ATC/JSOM) • Pay-By-Space reservations can be made to guarantee spaces are available for guests – Reservations must begin no later than 8:00 AM, with the event starting no later than 10:00 AM – Mid-day reservations can be made, but reservation begins two hours prior to event, as do the parking charges – Reservations are accepted on a first-come, first-served basis Parking Options Metered Parking Parking Options Short-term Parking • Departments can purchase short-term event permits at a prorated price of yearly prices. • The pricing is as follows: Price 1 Month* 2 Weeks* 1 Week* 3-6 Days Permit Type E-Parking $10 $5 N/A N/A Green $12 $6 N/A N/A Gold $21 $11 N/A N/A $27 $14 N/A N/A Orange $32 $16 N/A N/A Purple $53 $27 N/A N/A Evening Orange Parking Options Free Parking w/ Shuttle • Shuttling is the most effective parking option for large events during the school year: – 30+ vehicles during peak hours (M-R, 8a-5p) – Free parking in the E-Parking (Remote) areas – Comet Cabs (14-passenger golf carts) are available to shuttle guests to event location – First-come, first-served reservation Parking Options Free Parking w/ Shuttle Parking Options Free Parking After-Hours • Further considerations may be taken for afterhour events – Mon-Thur after 5:00pm; Fri-Sun all day • Parking is determined for after-hour events based on availability in certain areas – Determined via lot surveys done in advance – For extra parking consideration, please let us know at least 2 weeks in advance to allow time to survey lots Media Services Ryan Arnold – Media Technology Supervisor UMM, HOW DO YOU GET THIS MIC TO WORK? Media Services: We Provide • Classroom Support • Event Support - Portable Equipment; common examples: • Speakers, microphones, projectors - Setup/breakdown assistance - On-site assistance • Video Recording Media Services: About Us • Located in JO 4.702, ATC 1.101 – We handle all rooms on campus except JSOM, the SU, and the ATC Auditorium • 5 Student Workers • 2 Student Event Specialists – Sun-Thurs 1pm-10pm – Tues-Sat 3pm-Midnight • 8 full-time staff members – 7:30am-10:30pm Mon-Thurs – 7:30am-7:30pm Fri • 3 Videographers – 8am-6pm Mon-Fri Media Services: Charges • Formerly $30 an hour per technician, minimum of 2 hours • Starting in Fall ‘14, charged only for: – On-site assistance – Portable Equipment – Off-hour Events • Sat/Sunday morning • Start before 7:30 or last after 10pm Media Services: Things to Remember • Requests must be made 6 business days in advance • If you are bringing off-campus presenters, either have them bring their laptops or make sure you get them guest logons. • Reserve the room before and after your event to ensure sufficient setup/breakdown time • Please check the Comet Calendar to ensure that there are no other large events already scheduled on your preferred day. Useful Contacts • Media Services – x4900 – [email protected] • JSOM A/V Support – x4980 – [email protected] • SU Support – x6155 – [email protected] • Videoconferencing – x4630 – [email protected] • Computer Assistance- x2911 – [email protected] Office of the President Judy Barnes – Director of University Events Rena Piper – Special Events Coordinator AND, EVERYTHING ELSE… Props • • • • • Flags Media Wall Podiums Cocktail Tables Staging Cocktail Table Reservation Request • • • Online request form located: https://www.utdallas.edu/events/process/cocktail-tables-staging/ UTD net-id and password required for access to the form Total of 30 in stock – Reservations are for 10 max Staging Reservation Request • • Online request form located: https://www.utdallas.edu/events/process/cocktail-tables-staging/ UTD net-id and password required for access to form Other Resources • • • • • Disability Services Donor Relations Print Services Vendor relations Etc. Thanks for joining us today! THAT’S ALL FOLKS!