Tips About Scheduling Events


Campus Master Calendar & Space Request Program

This note is to serve as a reminder on use of the campus Master Calendar and Space Request System. The web-based Event Request format and Master Calendar are accessible at http://schedule.clarion.edu

The Master Calendar covers a comprehensive list of events on campus with a variety of options to search and view events while investigating event details by dates and locations.

Space requests can be completed through the calendar site by selecting the "My Requests" option. You may also access the Space Request template at www.clarion.edu/events with the "SPACE REQUEST" link. You will be required to enter your RSO's official e-mail and password. If you do not have an e-mail or password please contact Kelly Ryan, Office of Campus Life, at 393-1688, or Computing Services Help Desk at helpdesk@clarion.edu or 393-2640. This request process is only available to those with an active RSO e-mail address.

The form is a three step process covering any pertinent details that the Conference and Events Office will need for approving your request. Once you have completed and submitted your request, it will be processed through the Conference and Events Office. Submitting a space request will NOT guarantee the particular space requested. You will be able to check the status of requests by accessing the "Tentative" and "Approved" links on the Master Calendar page.

We request at least 7 days notice for events you are planning that require little or no technology equipment and at least 30 days for those events that require extensive equipment, planning and set up. The request system on our end requires approvals from other departments and personnel on specific spaces, with this information we ask that you are considerate in the amount of lead time we are given to process your request.

You will be notified by e-mail with any updates to your request status. Once events are confirmed, they will appear on the Master Calendar.

If your department or group is contacted by an external or non campus affiliated group or client, you must direct them to Conference and Events Services to request use of university facilities. These groups must complete formal agreements and provide additional insurance coverage for the use of university facilities.

Please contact Conference and Event Services at spacerequest@clarion.edu or extension 2705 if you have any questions.

 

BRINGING A SPEAKER TO CAMPUS

Here are some things you should know...

Requirements for a speaker or Outside Act

  • Space request
  • Time allotted for set up
    • The speaker should arrive at least an hour prior to their event
  • The speaker needs to bring his or her own laptop
    • Clarion is a PC campus
    • If the laptop is a Mac, the speaker needs to bring their own adaptor
  • For outside acts (beyond speakers) that need more technical assistance
    • Schedule a meeting with the Events Support Team Manager
    • Schedule a rehearsal day or time period

Before putting on your show

  • Did you fill out a space request?
  • Contact Carl Callenburg at 814-393-2449 or ccallenburg@clarion.edu for technical needs
    • Do you know what your technical needs are?
      • Microphones
      • Sound
      • Lighting Requirements
      • Computer Requirements
      • Projector

Checklist and Timeline

  • Space Request
    • In the planning phase
    • Spaces go fast, get yours quickly
  • Meeting with the events support team
    • In the planning phase
    • Decide on technical needs
  • PUBLICIZE!!!
    • No one will attend if they don't know what's happening

Putting on A Talent Show

Here are some things you should know...

Requirements for a Talent Show

  • 8-10 contestants maximum
  • Space request 30 days prior to the event
  • 1 day for Tech rehearsal
    • You must have a rehearsal for the show
    • This should occur on a day before the show date
    • Expect to perform the entire show
  • 1 day for show

Before putting on your show

  • Did you fill out a space request?
  • Did you schedule a meeting with the Events Support Team Manager?
    • Contact Carl Callenburg at 814-393-2449 or ccallenburg@clarion.edu
    • Meeting Agenda
      • Did you decide what technical needs you have?
        • Microphones
        • Music
        • Lighting
        • Types of Talent
        • Talents that may require special tech
        • Order of talents
  • Technical Requirements
    • Any CDs used must be given to the crew before the rehearsal
    • Four copies of the written timeline for the show, including songs, participants and MCs

Check List and Timeline

  • Space Request
    • In the planning phase
    • Spaces go fast, get your quickly
  • Meet with the Events Support Team
    • In the planning phase
    • Decide on technical needs
  • PUBLICIZE!!
    • No one will attend if they don't know what's happening

Putting on a Fashion Show

Here are some things you should know...

Requirements for a fashion show

  • 8-10 contestants maximum
  • Space request 30 days prior to event
  • 1 day for runway set up
  • 1 day tech rehearsal
    • You MUST have a rehearsal for the show
    • This must occur on a day prior to the show date
    • Expect to perform the entire show
  • 1 day for the show
  • Technical Meeting
    • Any CDs used given to tech crew before the rehearsal
    • Four written copies of timeline for the show, including songs, participants and MCs

Before putting on your show

  • Did you fill out a space request?
  • Did you schedule a meeting with the Events Support Team Manager?
    • Contact Carl Callenburg at 814-393-2449 or ccallenburg@clarion.edu
      • Meeting Agenda
        • Did you decide your technical needs?
          • o Microphones
          • o Music
          • o Runway
          • o Lighting

Checklist and Timeline

  • Space Request
    • In the planning phase
    • Spaces go fast so get your quickly
  • Meeting with the Events Support Team
    • In the planning phase
    • Decide on technical needs
  • PUBLICIZE!!
    • No one will attend if they don't know what's happening

Putting on a Concert or Battle of the Bands

Here are some things you should know...

Requirements for a concert

  • Space request 30 days prior to event
  • Technical meeting
  • Time allotted for set up
    • 3 hours minimum set up time
    • The first band should arrive at least and hour and a half before they are scheduled to perform
    • Other bands should arrive one hour before they are scheduled to perform
    • Four copies of exact timeline for the show, including songs, participants and MCs
    • Bands should report to sound desk where they will be required to fill out an input sheet

Before putting on your show

  • Did you fill out a space request?
  • Did you schedule a meeting with the Events Support Team Manager?
    • Contact Carl Callenburg at 814-393-2449 or ccallenburg@clarion.edu
      • Meeting Agenda
        • Did you decide what technical needs you have?
          • Time table
          • Room Set Up
          • Security
          • Microphones
          • Sound System
          • Monitors
          • DI boxes
          • Backline equipment

Checklist and Timeline

  • Space Request
    • In the planning phase
    • Spaces go fast, so get yours quickly
  • Meeting with the Events Support Team
    • In the planning phase
    • Decide on technical needs
  • PUBLICIZE!
    • No one will attend if they don't know what's happening
Last Updated 6/8/16