Hospitality & Events and University Crossing –Event Operation Plan

Academic Year 2023-24 (FY24)

Overview:

Hospitality & Event Services is here to assist you throughout each step of the event planning process for all on campus events. As part of your planning process, we would like to announce the following event support changes that will be taking effect Oct. 1, 2023.

Customizable Event Space: Customized room set-ups will be limited to designated events spaces across campus. The following event space is customizable.

Designated Custom Event Space Locations:

South Campus:

  • Allen House: Gallery & Patio - ALL100
  • Coburn Smith Ballroom - COB255
  • O’Leary Mezzanine - OLE270

North Campus:

  • Alumni Hall - ALU102
  • Saab ETIC Atrium - ETI100L2

East Campus:

  • University Suites - USR106

University Crossing:

  • Moloney Hall - UCC260
  • University Crossing Atrium (limited basis) - Special Approval Needed UCC100

Additional space for event bookings is available through 25Live, but it must be used with existing furnishings in 25Live identified “as-is” event spaces. No furnishing or equipment changes for meeting space not designated as custom event locations.

Evening, Weekend & Holiday Events:

Event support for nights, weekends and will also be limited. Please contact Hospitality & Event Service for more details.

Event Submission & Approval Process:

Event space requests must be submitted no less than 7 days prior (5 business days prior) to the event for approval. Event submission requests submitted with less than 5 business days’ notice cannot be guaranteed. The deadline for requesting event date or venue changes or service change requests must be submitted 5 business days prior to the start of the event.

Event Broadcasting:

Use of hybrid and streaming technology is quickly becoming a necessary tool for many events. To help event planners understand what is best for their event, please review the following definitions:

  • Hybrid: Real time audio and video collaborative meeting with groups of attendees both present in the meeting space and remote locations. Depending on the room and number of attendees – may require audio amplification. These events require live tech support in the large event spaces. These meetings can be recorded, and transcripts enabled. There is a potential for audio feedback if other Zoom/Teams participants in the room. Presenter must enable sharing for remote participants to view content. Presenter or Tech must enable recording. Remote participants must mute microphones until called upon.

  • Live Streaming: Live one-way video/audio/computer streaming via a public URL. This is a cost-effective solution for events that want to live stream an event and don’t have a need for those watching remotely to participate. Set-ups require little to no tech support and each event records automatically. Captions and transcripts are automatically created. Remote participants can see video/presentation without presenter screen sharing. Request and link URL setup via 25Live request system.

Minimum Requirements for Hybrid:

  • Event must have over (100) total participants:
    • For smaller virtual events, clients can host Zoom or Teams meetings using readily available laptop programs.
  • An event must have 75% or more virtual participants. Virtual participants do not include on-campus virtual participants.
  • Tech staff for hybrid events is limited, please contact HES for more details.
  • Hybrid support requests must be made no less than 5 business days prior to event date.
  • A UML host department should always be present during the hybrid event, both in the in-person location and in the virtual space. (This can be the same person)
  • Departments should utilize their departmental meeting own technology whenever possible.
  • Event staff supporting hybrid events will not transition slides.
  • Hybrid Events are approved in the following Designated Hybrid Event Space Locations:
    • South Campus:
      • Coburn Smith Ballroom
    • North Campus:
      • Alumni Hall
      • Saab ETIC Atrium
    • East Campus:
      • University Suites: 106
    • University Crossing:
      • Moloney Hall

For smaller events, self-service Hybrid Technology is available in any conference room or event space via laptop by using Zoom or Microsoft Teams and connecting to the room projection system using Airtame. Hybrid self-service meeting spaces are identified and bookable in 25Live.

Helpful links: