Deadlines for Scheduling of Events


In an effort to best support the requirements and quality of service to events on campus, a system of deadlines has recently been approved by Cabinet. The size and scope of events on the BSU campus has increased dramatically in the past several years, which has resulted in an increase in last minute requests/changes limiting proper support and event coverage. To effectively manage these events and the demands that they place on campus resources, both physical and human, the following deadlines will allow a reasonable amount of time to arrange for support services while maintaining the University's ability to provide such services at a quality level.

 

For Space Reservations:

Type of event/ space: Major Venues (Campus Center Ballroom, Auditorium, Horace Mann, Outdoor spaces, Dining Halls)
Deadline for Making Reservation: Minimum 21 days prior to event date
Rationale: These venues involve extensive setup needs, technical support needs and labor. Usage of these venues also involves the approval of other departments and coordination with the academic schedule. Certain events will require significant alteration of furnishings. Ample time is required to schedule supporting labor to complete set-ups and facility re-sets. Use of these spaces also require that the venue be available for longer periods of time before and after the event to accommodate the extensive setup needed prior to other support services having access to the venue (ie: room must be set before Sodexho can enter room to cloth and skirt tables and set place settings/buffets)

 

Type of event/ space: All spaces other than major venues with programs requiring support services such as, but not limited to: IT, Food Service, Room Setup, Labor and/or Overtime staff, Athletic Equipment

Deadline for Making Reservation: Minimum 14 days prior to event date
Rationale: Some venues require additional departmental approvals that require extra time to secure. Support services can be reasonably arranged in this time frame without unreasonable or negative impact on the supporting department(s). Certain services require longer lead time to support (ie: software installations). These reservations are also in spaces that have minimal flexibility to set the room in a specific manner, requiring less time to make adjustments than major venues.

Type of event/ space: Simple Meetings (requiring no services/room used in standard configuration)
Deadline for Making Reservation: 2 days prior to event date
Rationale: Time is required to receive reservation, identify availability, address questions or space conflicts, enter reservation and confirm with program sponsor. With no support services, 2 business days is a reasonable amount of time to accomplish these tasks.

For Services/Set Up:

Service: Confirming all IT Support Services, Food services, Room Set-ups, Labor, Overtime Staff, and/or Use of Athletic equipment.
Deadline for Arranging Services: 12 noon on the Thursday prior to event date. All event details must be confirmed by 12 noon prior to the event date, after that point all services and reservations will be considered final and no changes will be accepted.
Rationale: Currently CESO coordinators meet with service providers weekly to confirm events, logistics and trouble shoot upcoming issues. A deadline of this nature allows CESO to turn around requests to the supporting departments in a timely manner. Changes after 12 noon on the Thursday prior to an event do not allow ample time to ensure these changes can occur and in turn punish those who planned accordingly as it puts a strain on resources that may be otherwise committed to other events.

 

Back to Event Planning Guide

Last Modified: September 21, 2010