Scheduling Office, Community Bookings

Event Booking Procedures

Step 1: Determine scope and book a space for your event

• Determine the budget and scope of your event and if needed, secure authorization and funding from your Dean or Department Head. You may require extra security and/or janitorial services for large groups.
• Contact the Scheduling Office, Community Bookings to place a hold on a suitable space and provide a brief description of your event.
• You will receive a confirmation by email confirming that the space has been placed on hold for you. At this point your event is conditionally approved.
• If any adjustments need to be made, or you no longer require the space, please contact the Scheduling Office, Community Bookings.

Step 2: Complete required event support forms

• Complete the required Event Form at least 3 weeks before your intended event.
• If you are serving food or alcohol, or require equipment or resources for set up and/or tear down, a risk assessment is required.
  
• Please note that if you require event technical support, due to support staff availability, we may not be able to accommodate your event if your request is not received within this time frame.

Step 3: Coordinate support

• Once the required event forms have been received, you will be contacted by members of our Events team to coordinate support.
• Additional information may be required to complete your event booking. If there are any questions or concerns about your event, you will be contacted directly.

Step 4: Final approval

• You will receive a final confirmation by email once your required event forms have been reviewed and approved.
• No substantive changes can be made to the event once approved.

A request can be submitted to CTS to support online-only events including Zoom meetings and webinars. The Event Technical Support Form must be submitted.

If your booking is online only you do not need to complete an Event Form.

• Complete the Event Technical Support Form at least 3 weeks before your intended event.
• Once the Event Technical Support Request form is received, you will be contacted by members of the CTS Events Support team.
• Additional information may be required to complete your Event booking.

Technical Capabilities

Zoom Meetings vs. Webinars
Faculty + staff may wish to familiarize themselves with the technical capabilities present in the ECU Zoom license. Here is a useful link.

This Zoom webinar primer is useful for planning a live-streamed event.

Stairwells must remain unobstructed for safe exiting at all times.

If student work is found in stairwells, and constitutes a risk of safety to others or damage to university property, the Student Conduct Policy will be followed.

If you are wanting to book the IMS, please complete the IMS Booking Form.

Someone will be in touch within 2 days to confirm your booking and advise you of next steps.