Events Management Procedure

Introduction

This procedure aims to ensure successful events across the College that continue to further the College’s mission. This procedure conforms to the HCCC Information Technology Services Policy approved by the Board of Trustees.

Applicability

This procedure is applicable to all faculty and staff of the College who hold College events.

Accountability

The Associate Vice President for Information Technology Services and Chief Information Officer will implement this procedure in coordination with the Executive Director of Facilities, Operations and Engineering, the Executive Director of Public Safety and Security, and other college leaders.

Procedure

1. Definition of an HCCC Event
   
   
   1. College Academic Activities: CAA are activities or events directly related to the instructional mission of the College. Examples include credit-bearing classes, programmatic activities relating to academic coursework, and faculty/administrative departmental meetings.​
   2. College Events: CE are activities organized and run by faculty, staff, College offices, and registered and approved student organizations planned primarily for members of the HCCC community and the benefit of the College. Examples include student programming activities, faculty and staff development, commencement, convocation, open houses, recruitment events, guest lecturers, and others. Attendees of these events include members of the community, faculty, staff, students, guests and alumni.​
   3. College Hosted Events: CHE are academic programs, conferences, retreats, and meetings involving two entities: a College entity (school, academic or administrative unit, or registered and approved student organization) and an outside organization (such as a professional association in which the College holds membership or maintains a relationship that directly benefits the College community or community-based organization.)​
   4. Non-College/External Events: NC/EE are defined as programs and activities organized by individuals, groups, businesses, or organizations not included in the organizational structure of the College. Examples are receptions, charity events, corporate meetings and events, youth camps, conferences, social activities, exhibitions, etc. Non-University/External Events require a contractual arrangement and proper proof of insurance with the College.​
2. Offices Supporting Events and What They Provide
   
   
   1. Information Technology Services
      1. Technology equipment
      2. Test presentations and media ahead of the event
      3. Meeting links and hybrid meeting/event support
      4. Guest WiFi
      5. Technology support during the event
   2. Facilities
      1. Furniture setup and breakdown
      2. Breaking down furniture
      3. Cleaning
      4. HVAC monitoring
   3. Security
      1. Security support during events
      2. Building openings and closings
      3. Parking and transportation support
   4. Flik
      1. Food and drink
      2. Servers and other support
      3. Coordination with outside groups
3. Events Management Process
   
   
   1. Online requests must be entered through the College's Coursedog system.
   2. Approval will be required for special spaces and event types; e.g., President's Board Room, Atrium, Gallery.
   3. Advance notice is required for all events.
   4. Priority will be given to college-wide, high-profile events.
4. Event Type Guide
   
   

   Event Type	Description
   Academic Computer Lab	Computer lab services, including the support of a Lab Assistant, require three days’ notice. These requests may be entered 180 days in advance.
   Administrative Services	Meetings require one day’s advance notice.
   Continuing Education (CE)	Continuing Education and Workforce Development events and classes require one day's notice. These requests may be entered 180 days in advance.
   Enrollment Services / Admissions	Enrollment Services and Admissions events require three days’ notice. These requests may be entered 90 days in advance.
   Hospitality and Catering Services Priority 1	Priority 1 Events include campus-wide events, external participants, advertised events, and cabinet-level events. These requests require 30 days’ notice and may be entered 180 days in advance.
   Hospitality and Catering Services Priority 2	Priority 2 Events include department-level events with more than 50 participants and that are being recorded require 14 days’ notice. These requests may be entered 180 days in advance.
   Hospitality and Catering Services Priority 3	Priority 3 Events are small and more informal and require three days’ notice. These requests may be entered 180 days in advance.
   North Hudson Campus Event	Programs and events hosted on the North Hudson Campus require three days’ notice. These requests may be entered 180 days in advance.
   North Hudson Office Space	Meetings at the North Hudson Campus require one day’s notice.
   Registrar's Office	Programs and events in Academic Affairs classrooms in Journal Square require one day’s notice. These requests may be entered 180 days in advance.
   School of Nursing Testing / Guest Speaker	Programs and events in the F129 Computer Lab require one day’s notice. These requests may be entered 180 days in advance.
   Student Life	All Student Life Events require two days’ notice. These requests may be entered 180 days in advance.

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5. Responsibilities
   
   
   1. Organizers will provide all available information in the request, including contacts for the event, email and phone numbers, etc.
   2. Organizers will communicate any changes in a timely manner, and in writing.
   3. Organizers will include the College’s Accessibility Statement in all communications about the event.
   4. Organizers will attend walkthroughs and practice sessions as required by the event type.
   5. College offices providing services will communicate in a timely manner with the organizers.
   6. Hybrid event links will be created exclusively by Information Technology Services for HCCC events.
   7. Organizers will notify college offices in advance when there is a cancellation to release the event space.
   8. HCCC Offices will notify organizers of any issues as soon as they are discovered.
      
      

Approved by Cabinet: December 2024
Related Board Policy: Information Technology Services

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