|
Special Event Request
30 Days before event
Event Coordinator
1. Notify I.T. Department
a. Provide I.T. with dates and time of the event including schedule for "walk-thru" prior to event. Provide the date and time for "break down" of the equipment.
b. Provide I.T. with a map of the setup desired
c. Provide I.T. with the number of computers, printers and phones that will be utilized.
d. Provide I.T. with contact numbers for Event Coordinator and any additional contacts that will be available.
2. Contact Facility Services
a. Reserve room or area that will be used.
b. Schedule setup of any tables that Facility Services will be providing. Depending on the size of the setup, schedule room and tables for 24 to 72 hours in advance of the event to allow time for setup.
3. Contact Plant Operations
a. Give them information about event so that power can be provided to setup.
4. Contact Security Department if equipment will be in an unsecure area overnight.
I.T. Event Planner
1. Provide Maps to P.C. Techs, Wiring Tech, Network Tech and Telephone Tech.
2. Confirm that desired equipment is available.
3. Contact Event Coordinator to determine if any “special software” will be needed on I.T. provided equipment.
4. Communicate any concerns or useful information to Coordinator.
2 Weeks before event
Event Coordinator
1. Contact I.T. department with any changes in original request.
2. Contact Facility Services to confirm that the event is on their schedule.
3. Contact Plant Operations to confirm that they have your event on their schedule.
4. Contact Security to confirm that they have your event on their schedule.
5. Communicate the support schedule to I.T. Event Planner. If event is scheduled for times that I.T. Support staff is not normally on site, arrangements will have to be made to adjust schedules and availability.
I.T. Event Planner
1. Contact all areas of I.T. Department involved in setup. Confirm with them that event is on their schedule and that they have the necessary equipment for the setup.
2 Days before event
I.T. Event Planner
1. Contact Facility Services for Table Setup Schedule.
2. Contact Plant Operations for Power setup schedule.
3. Confirm that wiring is in place. Provide Wiring Tech with setup schedule.
4. Confirm that any needed switches are ready. Provide Network Tech with setup schedule
5. Confirm that equipment is ready to place. Organize required number of P.C. Techs for setup.
Walk Thru
Event Coordinator
1. Schedule Walk Thru on the day before the event is to take place.
2. Communicate with all participants in the event to verify that equipment is properly placed and all necessary software and network connections are available.
3. Go over login procedures with participants.
I.T. Event Planner
1. Be at walk thru at designated time.
2. Communicate with Event Coordinator to verify that equipment is properly placed and all necessary software and network connections are available and working properly.
3. Arrange for support coverage as needed and provide Event Coordinator with contact information.
| 
