EMS and Event Planning Guides

The Office of Campus Events, in conjunction with our service providers, has developed the following event planning checklist. It is meant to be a helpful guide for planning campus events and for adding services to EMS reservations but does not necessarily address all considerations. When adding any of the services listed below to EMS, be sure to include an account number and a diagram (if applicable). Please do not contact service providers directly in lieu of utilizing EMS. Services must be added to EMS at least 5 working days in advance of weekday events and a minimum of 10 working days before weekend events. Contact the Office of Campus Events at events@kenyon.edu with any questions and for assistance with EMS or planning/logistics.

Event Logistics

·   Location (confirmed space reservation)

·   Date (keep in mind holidays and breaks)

·   Set-Up Time (Start & End)

·   Program Start Time

·   Program End Time

·   Teardown Time (Start & End)

·   Set-Up Diagram

·   EMS Reservation with Services & Account #

·   Master Events Calendar Listing (if applicable)

·   Kenyon Events Calendar Listing (if applicable)

Furniture & Other Items

·   Coat Racks

·   Fencing

·   Folding Chairs

·   Pipe and Drape

·   Podium (does not have mic/sound)

·   Presidential Seal for Podium (if President is speaking)

·   Recycling Containers

·   Tables: 60” Rounds

·   Tables: 8’ Rectangles

·   Trash Cans

·   White Board(s)

Catering

·   Contract with AVI or third party (depending on space)

·   Linens

·   Liquor License (if applicable)

·   Staging Tables (8’ Rectangles)

·   Staging Trash Cans

Audio/Visual

·   Livestreaming/Recording

·   Microphone(s) (handheld/lavalier/podium mount)

·   On-Site Technician

·   Projection Screen/Monitor

·   Sound System

Miscellaneous Items

·   CART Services (closed captioning)

·   Custodial Services (requires work order)

·   Electricity (extension cords, generator, etc.)

·   Grounds Services (requires work order)

·   Security

·   Stage

·   Trash Removal

Additional Considerations

·   Accessibility

·   Event Promotion

·   Parking

·   Rain Site (if applicable)

·   Room Capacity by Set-Up Type (found in EMS)

·   Signage

·   Green Room  

·   Riders/Instructions (green room, tech, etc.)

·   Tent Permits (if applicable)

You can browse by Events or Locations.

1. Enter the date of your event.

2. Add filters to browse by event: location, room, group name, event name and event type.

3. Add filters to browse by location: capacity, features, floors, room, room types and set-up types to your search.

There are two reservation templates: Faculty/Staff no services and Faculty/Staff with services.

You cannot add services to the "no services" template.

Creating a reservation and adding services:

1. Choose a template such as Faculty/Staff with services.

2. Enter a date or recurring dates. Events can recur daily, weekly, monthly, and random.

3. Please choose a space that allows set-up and tear-down time if needed.

4. You can search for a location or enter a specific location.

5. Once the date, time, and location are entered, select "next step" at the top right of the screen.

6. Enter the reservation details: the event name, contact information, add attachments of all custom setups, and your account number.

7. Accept the terms and create the reservation.

Academic Class: This event type is used only for the classes that are loaded from Banner during the sync and publishing process. These are required class meeting times.

Academic Supplemental: This event type is for reservations that are associated with a specific class. This can include extra class times, review sessions, discussion group break-out sessions, and tests that require additional rooms.

Alumni Event: An event whose participants are graduates, former students, or parents of students of Kenyon College.

Athletic Camp/Clinic: An event that involves an institution’s sports camp or instructional clinic that is owned or operated by a Kenyon College or an employee of the Kenyon College athletics department, either on or off its campus, in which prospective student-athletes participate. This can also include athletic camps that are held during the summer months and supported by Summer Programs.

Athletic Contest: A reservation for a contest between varsity athletes who participate in intercollegiate athletic competitions.

Athletic Parent Request: A reservation by the parent of a Kenyon College athlete that is social in nature and does not align itself with the athletic group at Kenyon College.

Athletic Practice: A reservation representing a Kenyon College athletic group engaging in repeated exercise or performance of an activity or skill to acquire or maintain proficiency in it.

Audition: A reservation for a short performance to show the talents of someone (such as an actor or a musician) who is being considered for a role in a play, a position in an orchestra, etc. for Kenyon College.

Campus-Wide Event: A reservation for an event that involves much of The College and helps foster a sense of community on campus. The event may run for multiple days and consist of many smaller events spread throughout the campus.

Club Contest: A reservation for club sports contests against other institutions (intercollegiate clubs).

Club Practice: A reservation for an event where members who participate in a club are practicing or performing an activity or skill to become proficient in it.

College Governance: A reservation for official College student, faculty and staff governance.

College Traditional Events: Reservations for traditional Kenyon College events that enrich the campus life and the college experience. These include Commencement, Baccalaureate, Honors Day, Founders Day, etc.

Community: A reservation for a planned gathering on public property consisting of 50 or more people or any sized event which blocks/reserves access to public property/right of way. Usually includes local city residents as well as the Kenyon College community.

Conference: A reservation for an event where two or more persons come together to discuss matters of common concern, a usually formal interchange of views and opinions. Often includes refreshments/catering.

Film Screening: A reservation to show a movie, video, or television program. If this is part of a class, please use Academic Supplemental. If this is for a student organization, please contact the Student Activities Office to secure film screening rights.

Final Exam: This event type is used only when reserving space for final exams.

Hiring - Presentation/Interview: This event type is used for various meetings involving candidates for employment at Kenyon. (Details not displayed on the web.)

Informational Fair: A reservation for an event that brings representatives from various entities (offices, companies, organizations) with the intent of sharing information for a particular purpose.

Language AT Sessions: A reservation for the Kenyon Intensive Language Model (KILM) or Department of Classics, as a required part of a student’s attendance for a language course.

Lecture/Panel Discussion: A reservation that includes a discussion of a subject of public interest by a group of persons forming a panel, often before an audience. This is usually a formal discussion for which the topic and speakers have been selected in advance.

Maintenance: This event type is used to place a space “on hold” for required maintenance or upgrades on equipment.

Meal/Reception: A reservation for a social function where light refreshments or meals will be served. Receptions are often informal, and attendees will usually stand up and socialize rather than sit down at a table.

Meeting: This event type is used for events that occur on a routine basis. It can include beverages or food service, but it is not a reception or hospitality event.

Orientation: This event type is used for a period of time at the beginning of the academic year during which a variety of events are held to orient and welcome new students.

Party: A reservation for a social group gathering. Student parties must be approved by the Student Activities Office. External parties are contracted through Summer Programs during the year.

Performance/Concert/Recital: An event typically held in Rosse Hall, Bolton Theater, etc. and features a dance or musical performance, readings, or recitations usually performed in front of an audience.

Presentation: A reservation for presenting a topic to an audience. It is typically a demonstration, lecture, or speech.

Production Prep: This event type is used to place a hold on a space being prepared for a production, film, play, or performance.

Recreation/Wellness: An event or program designed to sustain campus wellness, such as Kenyon Fit and Intramurals, may also include individual requests.

Rehearsal: A reservation for practice or a trial performance of a play or other work for later public performance.

Religious Service: An event having religious meaning.

Training: A reservation for teaching, or developing skills and knowledge related to specific useful competencies.

Tutoring/Review Session: A reservation for tutoring or review of academic subject material. Review Sessions take place in a large group format utilizing problem sets provided by the academic department.

Wedding: All wedding requests are to be contracted through the Office of Summer Programs regardless of the time of the year. Weddings and other external events are not to be scheduled while students are in session.

*Please note that some Event Types are not able to be requested through the online forms.

Why does it matter what Event Name you use?

Naming event names appropriately helps everyone use EMS when browsing for spaces and viewing scheduled events.

Searching for your own event will be more efficient if you provide event-specific details.

Information stored in the system will be used to make decisions about how space is used and the types of space the College needs in the future.

Recommendations for Naming Public Events

The name should include what the event is and who is sponsoring the event. Please include all sponsors. 

eg. Tom Petty solo concert-Taylor Concert Series 

eg. Jim Lehrer lecture-Faculty Lectureship

Be sure to include information about who the meeting will include, and when it will occur.

eg. Hillel Planning Meeting Fall 2022

eg. Owl Creeks Winter Concert 12/7/22

For a one-off meeting, including the date would be appropriate, helpful information.

eg. Dept. of Geography Meeting 9/5/22

However, for a recurring meeting, each meeting would read the date of the first one, so a generalization of the time would be more useful.

eg. Dept. of Geography Meetings Fall 2022

Be sure to also include any other relevant information, such as the intended audience for the event.

eg. Public Open Forum on Campus Accessibility 9/7/22

eg. Classics Department Faculty Meeting Fall 2022

1. Select a template such as Faculty/Staff with services.

2. Enter a date or recurring dates. Recurring events can be daily, weekly, monthly, and random.

3. Please choose a space that allows set up and tear down time if needed.

4. You can search for a location or enter a specific location.

5. Once the date, time, and location are entered, select the plus sign beside the first space you would like to book. 

6. Enter a new date, time, and location, and select the plus sign beside the next space you would like to book.

7. Once the bookings are added to your reservation select "next step" at the top right of the screen.

8. Enter the reservation details the event name, contact information, add attachments of all custom setups, and your account number.

9. Accept the terms and create the reservation.

1. Use the faculty/staff with services template and create the reservation.

2. At the top right of the screen under reservations tasks, select "add services."

3. Select services and add any special instructions.

4. Enter the start time and end time of the event if your reservation includes necessary set-up and tear-down time.

5. At the top right of the screen select "next step."

6. Identify the specific booking by selecting the specific space checkbox.

7. Lastly, select "add services" at the top right of the screen.

Service requests include AV and IT, LBIS, Maintenance, and certain AVI catering items. The following deadlines ensure that service providers have enough time to process, schedule, and fulfill requests.

Weekday service requests: events taking place Monday-Friday during or after business hours require a minimum of five (5) business days advanced notice.

Weekend service requests: events taking place during a weekend require a minimum of ten (10) business days advanced notice is required.

Please contact AVI catering directly to arrange catering services and request catering furniture and items such as tables and trash cans by requesting specific services in EMS.

For now,

Please indicate the actual start and end time of your event in the special instruction section of each service request.

Thank you.

Select "MY EVENTS" and select a specific event.

Edit

Under the "reservation details" tab, select "edit reservation details" in the top left of the screen.

View Services and Manage Services

Select view services or manage services located directly underneath your event booking.

Add special instructions for service providers and make changes to service requests by selecting "Manage Services".

Reservation Tasks (listed in the top right of the screen)

Add Services: select to add AV and IT, Maintenance furniture, and more.

Booking Tools: select to make time and date changes.

Cancel Reservation: cancel a reservation

Cancel Services: If you added services to an event you can cancel services 

View Summary: Provides reservation details

Send Invitation: embeds a reservation summary in an email.

Setup Type Diagrams