IV. Academic event planning with Instructional Support

While assisting with a plethora of requests, Instructional Support provides direct academic event planning coordination and support for all the MS programs. Our goal is to ensure all your logistical needs are met when coordinating event planning with program administration staff. With that in mind, we have created a resource outline page for any new program administrators, anyone that is looking for answers, and or any programs that are interested in requesting for support in some capacity. In order to assist with your event planning, we have listed essential bulleted items within a certain time frame to ensure Instructional Support can coordinate in collaboration with the program. Additionally, we understand that many of these items can be tentative and the needs and or demands of each event can change day to day. These are best practices to use as a guideline to help with your event planning. 

Quick Glance Outline Overview

A. In Person Academic Event Support Timeline

Step By Step Template For Event Planning

1. Program requests event support via the helpdesk platform CUSPS.Zendesk.com. Below is what you need first and foremost. 

In Person Academic Event Support  Recommended request time: 3-6 months in advance of the event What the program should include initially in the ticket should be: Tentative dates for event Desired space for event - paid or classroom (free) AV needs (if applicable) Chartstring for space cost  Courses associated with event (and faculty if applicable) Tentative itinerary for event (including any non academic segment) - for example “we will be eating at a restaurant 2 out of the 3 nights of the residency”  Tentative need for IS support and to what extent  Point of contact from the program - it is imperative that this is identified right from the beginning of the ticket submission.

Online/Zoom/Webinar Academic Event Support  Recommended request time: 1-3 months in advance of the event What the program should include initially in the ticket should be: Tentative dates for event Courses associated with event (and faculty if applicable) Tentative itinerary for event (including any non academic segment) - for example “breaks, activity sections, guest speak lecture portion, etc.”  Tentative need for IS support (remote) Link for Zoom (indicate whether program will provide this or if requested to be provided by IS) Zoom components (this includes polls, breakout rooms, etc.) Point of contact from the Program - it is imperative that this is identified right from the beginning of the ticket submission.

1a. Online/Zoom/Webinar Only: An online event with support from Instructional Support has slightly less variables and items to account for. The biggest components are usually indicated right away (see above). Once the initial request is submitted, Instructional Support will confirm any deliverables (if needed) in the response (ie: Zoom link, confirmation of IS remote support, point of contact from IS, etc.). If there is a need to regularly meet about details pertaining to the event, as every event can have unique demands and challenges, IS will coordinate with the program to discuss any additional needs. The outline for an online academic event should typically include steps 1a, 4 (if requested), 6, and 7. 

2. Instructional Support will prioritize securing space first and any reservations with Columbia approved vendors for the academic learning space, dinners, social events, happy hours, etc. Please note if you change dates for the event, we will try to accommodate any changes as soon as you communicate that with us. IS cannot promise that space / reservations will be available if you change the dates / times closer to the day / week of the event. (within 1-2 weeks of request being created) IS cannot guarantee that cancellation fees will be waived.

3. Once space / reservations is confirmed, Instructional Support will reach out to you via the request ticket to begin regularly scheduled meetings via Zoom in preparation for the event. (timing can vary depending on scale and IS availability) 

a. Point of contact from Instructional Support will be identified at this point

4. At this point the program and IS will be at a regular meeting stage, the program is to flesh out and deliver the following items to Instructional Support:

a. Tentative residency / academic event schedule (this includes start times, exercise / activity times, breaks, end time, etc. on a PDF or working google document) - Should be confirmed no later than 1 month before event  

b. Tentative list of faculty, administrative support from the program, student roster and guest speakers (if applicable) (on a working google doc) - Should be confirmed no later than 1 month before event

c. Final desired confirmations on vendors / restaurants, swag items, or any third party outside of the program and IS (if applicable) - Should be confirmed no later than 1-2 months before event

d. Confirmed academic materials that IS can provide (and or order via p-card / already in IS inventory). Should be confirmed no later than 1-2 months before event

i. IS will add this on the request ticket as separate incidents to document additional charges if need be

e. Confirmed event space materials / needs that need to be communicated to vendors / event space - please note this will be added to any initial invoices or contracts already opened (if applicable) - Should be confirmed no later than 1-2 months before event

f. Space visits (if applicable) - Should be confirmed no later than 1 month before event

g. Need for any demo runs - AV and tech related - Should be confirmed no later than 1 month before event

5. 2 - 4 weeks out stage – At this point of the planning process, the following items are all confirmed and should any last minute changes need to be made, these should be addressed before the final meeting stage with Instructional Support. 

a. Confirmed final Residency / academic event schedule with final details (start / end times, instructors/guest speakers detail, etc.)

b. Confirmed roster with contact information (faculty, administrative support that will be at the event, student roster)

c. Confirmed final IS support capacity (Instructional Support usually builds out a one sheeter as a quick reference for internal uses during the event, can be provided to program upon request)

i. Additionally, Instructional Support will introduce the day of event staff to the current meetings, while also briefing the staff member with all the essential information for the day of support delivery. (this is contingent on IS team availability)

d. All items from IS / swag items are in either the programs or IS possession - coordination on when the items will be delivered to the space can be assisted by SPS Facilities upon request - depending on the volume or size of the items

e. Any last minute items / requests that can be feasible, will need to be addressed here. Items that cannot be changed / shouldn't be changed at this point of the planning process and will generally not be able to be accommodated are:

i. date changes of the event,

ii. change in venue location,

iii. IS support capacity,

iv. large purchases (beyond p-card limit)

v. drastic change in scheduling,

vi. drastic change in attendance (see UEM policies on cancellations)

vii. large catering order changes, etc.

6. Week of Event - During this week Instructional Support will reach out to the program with an overview of what the expectations for the IS personnel that will be supporting / working during the event. We understand that last minute changes may occur. Should there be any changes, please communicate this with us ASAP. We can discuss if the change requested is possible and follow up with any additional party members, if necessary.

7. Post event after action: Instructional Support will coordinate an after action meeting with the program to discuss the following:

a. What went well and what can be improved (from the IS standpoint)

b. What went well and what can be improved (from the program side)

c. Solutions and processes that can be noted for future events

General Points to keep in mind in regards to Academic Event Planning with IS

• Instructional Support will be the best starting point for any questions in regards to the whole planning process especially if you are new to planning your academic event. If we cannot answer a question, or provide the exact support you need, we will do our best to find the correct entity that can. 
• While Instructional Support is more than happy to support in a variety of ways, we strictly assist in executing logistical tasks and items in coordination with your direction of the event. Should you have questions on what is appropriate to ask in regards for support, you can contact Steven E. Thomas or Lucas Higuera-Hidalgo with specific questions. 
• It is extremely important and highly recommended for the program to have a presence during the entire event. While Instructional Support coordinates and oversees all aspects of planning, it is expected that the program administrators are responsible for troubleshooting class related questions/concerns.

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