Special Event Support SC

Owned by tito1365
Last updated: Oct 17, 2023 by T. John McCune
2 min read
Service

Special Event Support

Service Manager
T. John McCune, Director of ACT and EITA Officer
Department
Academic and Collaborative Technology
Contact

W203 Thompson Hall, (716) 673-3407, ITS Service Center Email

Service Owner
Chief Information Officer
Description
ITS provides assistance with technical support and equipment setup and operation for events and conferences that take place on the SUNY Fredonia campus.
Service Users

Faculty & Staff

Visiting Campus Groups

User Services
Special events and conferences take place on the SUNY Fredonia campus that includes all campus meetings, building ribbon cuttings, Media Day, Professional Development Day, visiting campus conferences, and the Teaching and Learning conference. ITS support for special events includes testing of equipment prior to the event, setting equipment up, operating equipment, providing support during the event, and escalating requests for assistance to appropriate staff members.
Business Services
Faculty and staff in academic departments can request ITS assistance with events and conferences. Visiting campus groups utilizing SUNY Fredonia facilities will receive a price estimate provided by ITS for event or conference support.
Technical Services

To provide equipment for events and conferences, ITS must maintain a working inventory of event support equipment including audio reinforcement systems, cables, laptops, media players, microphones, network cables, projectors, projection screens, and video adapters.

Requirements
Consultation at least 3 weeks prior to the event is required. Details on the event will be needed with date(s), times(s), location(s), equipment required, schedule, and guest network accounts needed.  Conferences or major campus events may require a site walkthrough prior to the event taking place.  Events and conferences that take place in the Williams Center should first consult with Campus Life staff.   
Rates / Cost of Use
Cost estimates will be provided after initial consultation has occurred for the event.  Estimates may include equipment rental and labor costs for providing technical support.  
Getting Started
Availability

  • Semester Hours

    • Monday – Thursday, 7am – 10pm

    • Friday, 7am – 5pm

  • Summer/Break Periods

    • Monday – Friday, 8am - 4pm

Getting Help
SLA Notes

Event and conference support requests must be received 3 weeks prior to the event. Details of the event and final room schedules must be provided to ITS, with the contact information for the primary event or conference organizer.

What is not included:

  • ITS does not provide support for student events and performances, such as concerts, recitals, and Student Association group activities.

  • ITS does not provide event support for dance, musical, and theatrical productions in campus venues that includes Bartlett Theatre, Diers Recital Hall, Juliet J. Rosch Recital Hall, King Concert Hall, and the Merrins Dance Theatre.

Business Procedures
NA
Change Procedures

Changes to the service (transition, additions, and discontinuations) must be reviewed by the Director of Technology Support Services, ITS Service Center Coordinator,  TAC, and approved by the Service Manager (CIO) and Cabinet.

The following procedures are used for changes to the software, hardware or business procedures.

Assigned Primary Support
Justin Rose
Assigned Secondary Support

RACI Chart


Level

Responsible

Accountable

Consulted

Informed

Primary

Justin Rose

T. John McCune

ACT

Users











Date Last Modified
Status
Active