SCHEDULER’S WORKSHOP

HELLO! THERE WILL BE A QUIZ AT THE END OF THE PRESENTATION Your group will NOT get credit if you leave early or fail to follow instructions This presentation will be available online

What is a scheduler? Person responsible for all online reservations Person responsible for Event Application & department signatures Point of contact for club events Departments will ONLY discuss Event Applications with Schedulers This is a BIG responsibility

What is OSLCC Scheduling? We schedule: Indoor spaces for OVER 300 student clubs and organizations Outdoor spaces for the ENTIRE UNIVERSITY Please, be patient with our office 

Planning An Event- Know Your Event Recurring Events: Usually General Meetings Occur weekly or biweekly Indoor or Outdoor Single/Special Events Usually occur only once Food Sales or Tabling Know your event time, location, & details. We don’t plan events for you!

Planning An Event- Know Your Space Indoor Spaces- LECTURE HALLS ONLY Size of room Projectors? Whiteboards? Computers? AV Equipment? Etc. Outdoor Spaces Power? Lights? Restrooms? Know correct names Maps are on the reservation website

Facilities we DO NOT schedule: Bronco Student Center (BSC) The BRIC Kellogg West The Restaurant and Kellogg Ranch The Historic Kellogg House Pomona (Kellogg Mansion) Athletics Facilities (gyms and fields) University Recital Hall & Theater Labs- reserve through departments Residence Halls Parking Lots

Event Scheduling Process 1. Complete EITHER the Indoor OR Outdoor Reservation Form 2. Complete the EVENT APPLICATION 3. Contact departments if signatures are required (see CHART) 4. Turn in Event Application to Office of Student Life & Cultural Centers 5. Wait for confirmation email 6. REVIEW confirmation email for event details Reservations will be confirmed by OSLCC within 15 BUSIENSS DAYS of receipt of Event Application

Things to know Indoor and Outdoor requests are processed through different systems We schedule on a first-come, first-serve, basis Last minute events just aren’t going to happen anymore We start scheduling next quarter during week 7 Fall scheduling starts 9/1/17 Clubs must complete chartering before scheduling

Step 1- Submit an online reservation

Step 2- Complete the Event Application Same form for all events The more details the better

Signatures

Facilities- Service Request Facilities needs to be contacted if you need: Lights turned on Sprinklers turned off Trash boxes Recycling boxes Forms submitted to Facilities via fax or taken to their offices. Require at least 4 business days to render services, sometimes longer. Office can have different hours from main campus OSLCC does NOT need this paperwork

Step 3- Form Submission Submit the Event Application to The Office of Student of Life & Cultural Centers Application should be submitted AT LEAST 15 business days prior to event

Step 4- Wait for Confirmation

Step - Confirmation Review Wait 15 business days for an email confirming your space Check spam/junk/clutter READ THE CONFIRMATION!!! Contact OSLCC if there are questions

Indoor Features We only reserve lecture rooms U-hour requests should be submitted for 12:00 – 12:50pm We will not reserve a classroom for any time beyond 10pm Special Permission Rooms Library- during open hours CBA Complex- with department permission Requires Bronco log in Availability Check We send all events to the master calendar by end of day The urgent option DOES NOT work

Outdoor Features Bring your own supplies First priority- large scale, university, and departmental events Be mindful of others- don’t overbook Requires ASI account # ASI Financial Services or Treasurer Bring your own supplies ASI Conference & Events

Paint the CPP Letters Outdoor reservation through OSLCC No U.S. flag Lots of paint, mops, roller brushes Cutoff mid-May Fall/Winter less busy Policy

If you have reserved a space, you cannot move to this space instead Use of Grounds Policy Library Corner If you have reserved a space, you cannot move to this space instead Food sales cannot be conducted in the space

Office Contact Event description is lacking You Contact Us When… We Contact You When… Your event is changing… Cancellation Time, Date, Location Add, remove, change food DO NOT request changes in the system Always contact OSLCC to make changes Computer changes will drop you to the back of the line. Event description is lacking Cannot find venue that meets your needs Space requires special approval, instruction, or limited time usage

Food Sales Details are part of online training A club is allowed 3 food sales per quarter Must schedule an outdoor space to sell from Tell us your food Do not set up on walkways (emergency zones) Do not set up in front of the Marketplace Do not enter the kitchens of campus services for ANYTHING Do not clean grills or equipment in campus restroom facilities Post EH&S permits at your table Failure to follow procedures may result in fines or sanctions

Large Events Large events that require review by the Police Department AND Risk Management will now go to The On-Campus Event Review Committee Committee meets every other week Allow for this in timelines

Resources Office of Student Life & Cultural Centers (26-124 Main Office) 909-869-2841 Event Scheduling Club Resources Websites: Club Resources