[Heather Corbitt]

At the University of North Florida, we have done it several ways. Right now, event coordinators (planners) are responsible for their own event diagrams. In the past we have tried one person doing all diagrams, but found that it was a lot of back and forth with the coordinator whenever a client wanted changes. We have had students trained at some points in time to assist the event coordinators with diagrams but don’t have students who can support in that way lately.

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Heather Corbitt
Associate Director, Delaney Student Union

University of North Florida

Jacksonville FL
h.corbitt@unf.edu
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Original Message:
Sent: 06-22-2023 07:51
From: Deanna Cahoon-Draus
Subject: Event Diagrams

Good morning ACUI!

Like I’m sure many of you, our department has gone through a variety of task shifts and people taking on new roles over the past few years. As we adjust back towards normal in some ways, we are reassessing tasks again.??

I looking to learn which role does event diagrams? Is it housed more under the Production (AV), setup, or reservations side of house? Is it the duty of professional staff or student staff?

Thanks in advance!

Deanna

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Deanna Cahoon-Draus
I
River Falls, WI
(715) 425-3986
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[Chrissie Taylor]

Hi Deanna,?

At Rutgers-Camden, I handle doing all diagrams as the Assistant Director of the Campus Center.? We have a centralized Events Office, but they haven’t ever gotten trained on making diagrams, and it’s always just come down to my role doing it for the Campus Center.? We use free version of Visio, so none of our diagrams are to scale. I have thought about having my graduate program coordinator take over diagrams, but many times her schedule is not the same as the schdule of the student that we meet with to make the diagrams.? I work closely with my Student Involvement Coordinator to meet with him and students that are having large scale programs.? That helps alleviate some of the back and forth.?

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Chrissie King
I
Camden NJ
(856) 225-6449
chrissie.king@rutgers.edu
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——————————————-
Original Message:
Sent: 06-22-2023 07:51
From: Deanna Cahoon-Draus
Subject: Event Diagrams

Good morning ACUI!

Like I’m sure many of you, our department has gone through a variety of task shifts and people taking on new roles over the past few years. As we adjust back towards normal in some ways, we are reassessing tasks again.  

I looking to learn which role does event diagrams? Is it housed more under the Production (AV), setup, or reservations side of house? Is it the duty of professional staff or student staff?

Thanks in advance!

Deanna

——————————
Deanna Cahoon-Draus
I
River Falls, WI
(715) 425-3986
——————————

[Kathi Compton]

For our building, my team creates all the diagrams for our operations and av teams.  We currently use Social Tables which are pretty close to scale.  

—

Kathi Compton

Event Manager

palmercommons.umich.edu
click on the web link for our event request
Phone: 734.647.9686 Fax: 734.764.5267

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Original Message:
Sent: 6/24/2023 7:06:00 PM
From: Chrissie King
Subject: RE: Event Diagrams

Hi Deanna, 

At Rutgers-Camden, I handle doing all diagrams as the Assistant Director of the Campus Center.  We have a centralized Events Office, but they haven’t ever gotten trained on making diagrams, and it’s always just come down to my role doing it for the Campus Center.  We use free version of Visio, so none of our diagrams are to scale. I have thought about having my graduate program coordinator take over diagrams, but many times her schedule is not the same as the schdule of the student that we meet with to make the diagrams.  I work closely with my Student Involvement Coordinator to meet with him and students that are having large scale programs.  That helps alleviate some of the back and forth. 

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Chrissie King
I
Camden NJ
(856) 225-6449
chrissie.king@rutgers.edu
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——————————————-
Original Message:
Sent: 06-22-2023 07:51
From: Deanna Cahoon-Draus
Subject: Event Diagrams

Good morning ACUI!

Like I’m sure many of you, our department has gone through a variety of task shifts and people taking on new roles over the past few years. As we adjust back towards normal in some ways, we are reassessing tasks again.  

I looking to learn which role does event diagrams? Is it housed more under the Production (AV), setup, or reservations side of house? Is it the duty of professional staff or student staff?

Thanks in advance!

Deanna

——————————
Deanna Cahoon-Draus
I
River Falls, WI
(715) 425-3986
——————————

[Suzanne Turner]

Hi Deanna,

In my office, diagrams are managed by our Event Management team (reservations/scheduling). It is mostly for clients and the Operations team, though we do place certain AV items in the diagram too. The full-time staff in Event Management take care of the more complex diagrams, and student staff take on the easier diagramming projects. Our students are also responsible for double checking everything, so while students don’t often make complex diagrams, they are responsible to know the ins and outs in order to verify their accuracy.? We use also use Social Tables for our diagramming.

I would recommend that you have the person working most directly with the client to collect information be the one to arrange the diagrams, just make sure they are also trained on basic provisions about capacity, walkways, and necessary spacing with your particular equipment.

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Suzanne Turner
She/her/hers
Events Manager
University of Nevada Reno
Reno NV
(775) 682-7403
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——————————————-
Original Message:
Sent: 06-22-2023 07:51
From: Deanna Cahoon-Draus
Subject: Event Diagrams

Good morning ACUI!

Like I’m sure many of you, our department has gone through a variety of task shifts and people taking on new roles over the past few years. As we adjust back towards normal in some ways, we are reassessing tasks again.  

I looking to learn which role does event diagrams? Is it housed more under the Production (AV), setup, or reservations side of house? Is it the duty of professional staff or student staff?

Thanks in advance!

Deanna

——————————
Deanna Cahoon-Draus
I
River Falls, WI
(715) 425-3986
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