1. SCHEDULER’S WORKSHOP

2. 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

3. 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

4. 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 

5. 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!

6. 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

7. 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

8. 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
6. REVIEW confirmation for event details
Reservations will be confirmed by OSLCC within 15 BUSIENSS DAYS of receipt of Event Application

9. 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

10. Step 1- Submit an online reservation

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

12. Signatures

13. 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

14. 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

15. Step 4- Wait for Confirmation

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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. Resources Office of Student Life & Cultural Centers
( Main Office)
Event Scheduling
Club Resources Websites: Club Resources