Setup/Takedown
EMS
Event Coverage
Catering
Misc.
100
Who do you contact/send for set-ups in RCC?
Beth Goad
100
What does EMS stand for?
Event Management System
100
When should you start Event Coverage?
Depending on how large the event is generally go 60 mins- 30 mins before event starts or pre-event time.
100
Generally how much time does catering need for setup/takedown?
Generally an hour for both
100
What is the main office extension?
6139
200
What are CESO Ops normal operating hours?
M-F 8am-8pm & Sundays 9am-2pm
200
What is the difference between the reservation and the booking?
Reservation: Who and what of an event Booking: Where and when of an event
200
When do you not have to cover an event?
Simple Meetings (no resources) A meeting that has food or IT in which you have confirmed with sponsors that everything is all set.
200
Who are the catering managers?
Angela Perkins & Molly Nee
200
What is the deadline for submission to Night & Weekend Log?
4pm the day of the event. If it is a weekend event then 4pm the Friday before.
300
What are the spaces (4) that acquire more than 2 hours of set-up/takedown time?
Ballroom (4 hrs) Burnell 132A (3 hrs) Burnell 132B (3 hrs) DunnA&B (3 hrs)
300
What do you put on the reconfirm date before you send to service provider?
The date of the event
300
When do you need full coverage on an event?
When sponsor has requested coverqage If there are various rooms being used with a lot of resources Large number of people attending or large number of people attending mostly off campus
300
Should you place a student groups catering order without the SGA Fund approval?
No
300
Who do you contact for audio in RCC & Horace Mann?
Mark Johnson
400
What is the standard set-up in Weygand South?
Hollow Square for 36
400
What information do you provide when an event is sharing setup/takedown time?
The reservation number and booking number for both events.
400
You are checking on an event in Heritage Room 30 mins before the event starts. The sponsors ask you for a mic, which they did not ask for in prior discussions with them. What do you do?
• Let the sponsor know that you will see what you can do, but because of short notice this may not be possible. • Check EMS for any info concerning tech (see if they requested mic on pod. or standing mic) • Call Janine to see if it is possible. o Last resort, call her student on duty and follow up with Janine later. • Detail how you handled this issue in an EMS comment.
400
If a sponsor is requesting to bring in outside food what do you do?
Must get permission from Gary Boothby first by sending him an email.
400
You are in the ECC Office and a few members from LSL come into the main office saying that they have WEYG1047 reserved for an event at 6 pm but another group is in there having a meeting. What do you do?
Check EMS to see who exactly has the room reserved See if you can find an open alternative space for the group who does not have a reservation Let the group without the reservation know that this other group has the room booked. Offer alternative room to them. Detail how you handle the situation in an EMS comment.
500
When reserving a parking sign for an event, what should be written in the "special instructions".
Time in and out Location What to say Quantity
500
What would you add for attachments for events?
ATTACH EVERYTHING YOU CAN! But specifically: catering, any detail sheets, diagrams, "schedules" of an event, emails
500
Your covering an event and catering isn't there what do you do?
Assess the problem Call Angela or Molly (you have their numbers right?!) Notify your supervisor and write a comment in EMS
500
What is the deadline for catering orders?
small order - 5 days large order - 7 days Anything over 100 people or more usually give 2 week notice *there is a 24 hour menu just in case of emergencies
500
When do you need a maintainer detail?
Time of event If it occurs after 4pm or on the weekends a detail may be required If the building in which the event is occurring is ordinarily scheduled to be closed at the time of event a detail will be required to open and close the building Program attendance Programs with at least 100 people may require a detail If there are special requirements such as extensive food service a detail may be required. NOTE: 4 hour minimum
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