Event Setup Policies and Procedures

Purpose: This Policy and Procedure document is intended to provide guidelines for ITS Media & AV setups for campus scheduled events. 

Please be informed that rooms being requested for any scheduled event MUST be reserved via the Campus Reservation Online System (https://reservations.cobleskill.edu/) or with our Campus Event Coordinator, Evelyn Davies (DaviesEB@cobleskill.edu), and that facilities and catering needs shall be coordinated with Facilities and CAS, respectively. ITS requires at least a 7 days notice for A/V services and/or equipment needed for scheduled events.

Due to staffing, time allocation, equipment setup, ITS reserves the right to suggest an alternative solution if we are unable to comply to the event's request if not posted in advance as stated in this policy. Advance notification improves service fulfillment for scheduled events. Presentation and/or media files needed for event should be submitted to ITS for review and testing at least 5 days prior to the event scheduled date.

This request should be submitted to the ITS Service desk ticketing system by one of the following options. 

1. Online: https://cobleskill.teamdynamix.com/TDClient/277/Portal/Requests/TicketRequests/NewForm?ID=tudtMmEG7RQ_&RequestorType=Service
2. Phone: 518-255-5800 or extension 5800

Scheduling an Event with ITS:

1. Submit a ticket with ITS
   1. Subject Line: Date(s) | Time(s) | Location(s) | Event Title | Sponsoring Person or Department
   2. Body/Description:
      1. Brief description of event
      2. Host contact information
      3. Number of attendees
      4. Equipment and/or services needed for the event (Wi-Fi, Microphones, Speaker, etc.)
2. Attach digital media and/or files needed for event to ITS when submitting a ticket.

Small Venue Events/Non-Academic Areas: ITS reserves the right suggest alternative location and/or equipment option for said event request. E.g. If the event can be covered by Library Circulation Desk Loaner equipment this may be suggested in lieu of using ITS. ITS is willing to provide necessary training on the Library A/V equipment if needed at least 2 days prior to scheduled event date.

Academic A/V Requests: Faculty/Instructor requesting ITS Digital Media/AV Services and/or Technician Support for scheduled academic related event should submit their request at least 7 days prior to the scheduled event date. Any files and/or media needed for scheduled event should be attached to the event ticket for review and testing at least 5 days prior to the event scheduled date (this may include but not limited to DVDs, PPTs, etc.).

Please be informed that advance notification allows ITS the opportunity to meet with the event host, discuss event options and requirements to ensure a safe and successful event.