[Cortney Goff]

Hi Michael,

We employ a model very similar to the one you are looking at, and we are actually beginning to review if this model is the most effective for us as the more “full service” type model also comes with its own challenges. These students operate under my umbrella (facilities/operations) but I work extremely closely with our events office and my students actually work out of their office. Typically a staff member from the events office and I will meet with clients as needed, my AV manager may join us but typically I will pass on any info needed and/or it will be included in EMS for them to see. Our current model is as follows (all student employees):

• Building Managers: oversee facility operations outside of regular office hours, providing event support and enforcing policies around the building. They receive some training in AV and lots in setup so they typically are able to help or know when to call staff for additional assistance. During office hours our events office or I will respond. We only charge for building managers for events outside of normal operating hours, we charge $23.50/hr. This is probably close to what you’re thinking for “event manager.”
• Audio Visual Technicians: these students are assigned to a specific room or may float/assist with breakout/conference rooms as needed for larger tech-heavy events like conferences. They handle all AV setup, execution during event, and teardown. They are assigned to a space typically one hour before event starts and stay until all equipment is torn down after event is over. Some equipment (like external speakers, microphones, soundboards, etc.) is only offered in specific rooms with a technician required. We charge $16.50/hr for technicians.?
• House Crew (our room setup crew): these folks do all of our room setup (tables/chairs/screens and computer projector carts for smaller rooms). $32/hr for 2 people, but we do often staff 3-4 depending on workload. 2-4 shifts per day to set up rooms as needed.
• Note: recognized student organizations are not charged for any labor or equipment fees, these fees are only charged to departments/offices and external clients.

Like I said earlier, there are definitely pros and cons to this system and we are looking into if our existing system is the best. I am expecting we will make some changes, especially in the realm of AV staffing, though I am not sure what that is yet. Our biggest challenge for the tech area is that our events used to be much more technologically involved which attracted students in our film/audio engineering programs and was a great educational opportunity, but since 2020 there has been a sharp shift away from production-level events (bands, concerts, performances, etc.) and we primarily do conferences and meetings now, so our students running AV are just bored during the events. Our other significant challenge is just attracting students to apply, as we are seeing fewer and fewer students interested in any position. We don’t allow students to work on homework, and though for good reason so they can pay attention to the event, I know it does decrease interest.?

I am happy to discuss and compare notes with anyone who is looking at their staffing model! Would love to hear what others are doing that works for them as we also look to shift gears.

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Cortney Denbow-Goff
Assistant Director, Facilities and Operations
Missouri State University
Springfield MO
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Original Message:
Sent: 05-29-2024 13:17
From: Michael McKean
Subject: Event Production Model

I hope everyone’s summer is going well.  I’m exploring changing our operations to an event production model.  Currently our staff does room set ups, meets with clients, and trouble shoots if there is an issue.  I would like to transition to a model where we assign a event manager (student) to an event to serve as a point of contact for clients.  In addition, I’d like to offer Audio Visual support to larger events.  Once again, we help out with client issues, but not until something goes wrong.  That being said, I was hoping you might be able to provide me with job descriptions for A/V Technicians, Event Managers, Support Staff etc.  In addition if you have pricing for your services, that would be helpful.  

If any Student Centers have made a transition like this, can you let me know if you experience growing pains in the transition?

Thanks

Michael 

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Michael McKean
Director
L.A. Pittenger Student Center
Ball State University
Muncie IN
765-285-1926
michael.mckean@bsu.edu
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AV Tech Job Description.docx 28 KB Word Document - Click to view

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House Crew Position Description.docx 25 KB Word Document - Click to view

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Building Manager Job Description 2023.docx 31 KB Word Document - Click to view

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