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| Goal 1: To continue to develop 25Live to streamline the event planning process. 25Live is a centralized scheduling system and the data repository for all meetings and events scheduled by the students, faculty, administrators and staff. Event Services will continue to work with ITS to build on additional features to the program. The software is currently used for room scheduling and calendar display of events. The software has the potential for seamless event planning to include event logistics such as detailed room layouts, audio visual requirements which are integral parts of an event. |  | Measure: Program Enhancement Other level; Direct - Other | |  | | | | Proposed actions to achieve goal: Collaboratively worked with ITS to implement the structure of 25Live through a series of training and meetings. Supported the software rollout by assisting organizers on how to use the new program and troubleshooting issues. The department also hired a secretary to support the overall function of 25Live for the 19 spaces managed by Event Services. Expected Results: 1. The expectation is to further develop 25Live to serve as a one stop shopping for event planning in which an event organizer can schedule a room, advertise the event and plan logistics through one seamless program.
2. The enhanced program will also be able to generate detailed reports for Event Services which will include event logistics that will improve the daily operations of the department. Details/Description: Collaboratively work with ITS and CollegeNET(vendor) to build out, support and test the enhanced features of event planning for 25Live. This is provided ITS has staffing to dedicate to this task/project.
The program is only limited to room scheduling and calendar display. With the enhanced features developed, the program will allow organizers to include event logistics such as the kind of audio visual equipment needed (microphones, laptops and the system can track inventory) and also choose from various room layouts for meetings and events.
The enhanced system will allow users to streamline all of their planning needs in one program. The program is a valuable resource for the service departments to generate reports and take action as needed.
The college will also be able to track measurable data with the availability of 90 reports with various categories such reservations per room, per building, organization, and resources used.
The enhanced system will be able to generate detailed reports for Event Services which operates on limited reporting information which must be handwritten on the reports. This process is not effective or efficient and it duplicates efforts which requires extra coordination. Samples are attached. Supporting Attachments:If 25Live is further developed (by adding fields to enter event logistics) this is a sample of the report that can be produced which contains details of event logistics. The attached weekly report is missing information that needs to be further developed by ITS in order to streamline all communication. Since Fall 2015, I manually write the information into the report to detail room layout, audio visual information, catering and team assignment. If the resource information is built out further in 25Liive, we can successfully streamline this integral piece of event planning. |
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| Goal 1a: To continue to develop room layouts for meeting and events. Social Tables is the platform used for room layout planning. We will continue to develop and expand the resources for event planning purposes. | |
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| Goal 2: To improve the daily operations of the Event Service Department. To reassess the internal daily operations of the Events Services Department. The improvements will allow us to better serve our students, faculty, administrators and staff and host high quality events. | | Measure: Daily Department Operations Review Other level; Indirect - Other | | | | | Proposed actions to achieve goal: Created policies and procedures for the new Event Services department based on current college practices and the management of the Student Commons building.
Hosted weekly staff meetings with the department staff to review all tasks required from each person. Trained and developed support staff. Hired and trained the department secretary to support office management.Expected Results: A daily operations review will lead to further improved policies and procedures, identify if further resources are required for effectiveness and efficiency.
Professional development will further train staff, increase staff morale and retain staff.
Surveys will be able to help identify areas of improvement.
Increased full time staffing will enable the department to deliver excellent customer service to provide a true service-centered environment. Details/Description: The Raymond W. Kelly Commons has become the primary location to host meetings and events and is operational 7 days a week which consists of staffing meetings and events with 3 shifts: day, evening and weekends. Since the Student Commons building has been erected, the number of meetings and events hosted on campus have grown. There is a limited amount of event staff to perform all functions required: manage room reservations, event planning, physical room set up and breakdown, manage audio visual and troubleshoot events in progress for multiple spaces. Please see attached documentation from 25Live reflecting 758 meetings and events were hosted by the the Event Services department for Fall 2015.
A daily operations review will encompass the following:
Review, evaluate and amend current policies and procedures for the department.
Further assess staffing needs to accommodate the growing number of meetings and events.
Review all current resources to determine efficiency and effectiveness. Evaluate further resources to meet the growth of the event industry trends.
Review and evaluate customer service skills with the team.
Promote professional development in the department by joining professional associations, attend seminars and conferences related to academic event management.
Create a survey to evaluate feedback from organizers on how to improve effectiveness during an event .
The request for a full time staff member to manage the audio visual equipment and event support in the Student Commons. The current organizational chart for the department has a shared position with Student Activities in which the position only works part time to support events. Given the large volume of activity per semester, a full time staff member is required for this position. Please find attached the current organizational chart and proposed organizational chart for the department.
Supporting Attachments:August-December Event Totals 2016 |
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| Goal 2a: To offer audio visual training to the Manhattan College Community. The department will offer audio visual training sessions to the students, staff, faculty and administration for the equipment in the Raymond W. Kelly Student Commons. The trainings will help event organizers become comfortable with the equipment. | | Measure: Audio Visual Trainings Other level; Indirect - Other | | | | | | Proposed actions to achieve goal: To offer audio visual training sessions open to students, faculty, staff and administration once a week for four weeks at the beginning of each semester. Expected Results: To educate the Manhattan College community on simple audio visual connections so event organizers feel confident in using the equipment. Details/Description: To train event organizers on how to use the audio visual equipment (laptop connections for presentations) in the Raymond W. Kelly '63 Student Commons. |
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| Goal 3: To engage student employees and events staff To engage the team with meetings and discussions to talk about the college's mission of our daily practice of Lasallian values and support of a diverse and inclusive community. | | Measure: Review Other level; Indirect - Other | | | | | | Proposed actions to achieve goal: Train and have open discussions each semester with student employee and events staff on daily practice of Lasallian values. The focus is centered around customer service skills and the support of a diverse and inclusive community. Expected Results: For student employees and events staff to have a voice and feel they are part of a diverse and inclusive community. Ensure a safe, nurturing, engaging, and enjoyable environment. Details/Description: To continue to train, develop the team by conducting weekly meetings to monitor progress and evaluate feedback.
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Event Services Goals 2016-2017
