Contents
Cal Poly Pomona

P&R Responses for recommendation 112

Recommendation 112
Department Admissions
Consensus Opinion 10 out of 10 faculty/staff : Pro
Consensus Explanation We support the recommendation of the Support Programs Prioritization and Recovery Committee as submitted with the following comments.

First, it may be problematic to identify a single office to coordinate events, particularly when staff in those offices has a day job and this recommendation would add a significant amount of work to any existing unit. Second, in light of the budget retrenchment likely to occur in fiscal year 2007-08, funding a new position could be viewed as redirecting resources away from existing needs that are central and core to specific department’s missions.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department ASI
Consensus Opinion NA out of NA faculty/staff : NA
Consensus Explanation
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation The concept of a one-stop shop for event planning can create efficiencies and provide for more quality customer service. It can also lead to potential savings in resources through the elimination of multiple venue operators.

The implementation of the concept would require significant
consultation, collaboration and shift in campus culture/protocol. It will also need a thorough analysis of how the auxiliary organizations and the University could jointly operationalize the staffing, logistics and accounting system for the one stop infrastructure. The details will have to be ironed out and documented in a formal MOU.

It is recommended that the possibility of contracting an auxiliary organization that already has the resource base and expertise to run the one-stop shop be considered.

Recommendation 112
Department ASI Business Services
Consensus Opinion NA out of NA faculty/staff : NA
Consensus Explanation I would suggest that we consolidate the #112 One-Stop Shop for Event Planning in BSC. We have the means and the software. Note: I had previously setup this concept at CSULB. The ASI assisted customers and collected the fees. Monthly, ASI would issue checks to Facilities, Parking and Public Safety for events on campus. A small handling charge of 2% was assessed. The only areas not handled were the Theatre and the Foundation facilities.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department ASI PRSM
Consensus Opinion 8 out of 8 faculty/staff : With modifications
Consensus Explanation We really like this recommendation, but there are a lot of logistical kinks to work out. Since ASI plans so many events and holds so many event in the Bronco Student Center, it would be nice to be a part of this conversation. An experience event planner should definitely lead this effort. It may be beneficial to potentially organize this office as a consulting firm.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department AVP Student Services
Consensus Opinion 2 out of 2 faculty/staff : Pro
Consensus Explanation We definitely need this on our campus! Right now we have to check with Foundation, Kellogg West, ASI, Office of Student Life and Cultural Centers, individual academic departments, classes, Kellogg Equestrian Center, Outdoor venues, Athletics, Bronco Student Center, Theatre, Recital Hall, Art Gallery, etc. Since Dave Johnson retired, Commencement planning needs a home. Fall Conference could also be planned by this entity.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Career Center
Consensus Opinion 10 out of 12 faculty/staff : With modifications
Consensus Explanation We acknowledge the benefits of a centralized event planning area with respect to realizing economies of scale for implementing certain aspects of event infrastructure including recognized vendors for the following:
o Tables, tents, chairs
o Transportation
o Catering
o Coordination with campus facilities, assuring that proper and adequate space is reserved with no conflicts
o Centralized permissioning for events

However, it is important to consider that events are one aspect of a holistic relationship with the major stakeholders in the event. It has been our experience that employers, students and alumni prefer an established, single point of contact with respect to navigating both the logistical and experiential aspects of their career event experiences.
For example, Career Days directly impact students, employers, alumni, faculty and staff. These stakeholders touch the Career Center every day through an array of services and touch points that go beyond major events and include workshops, on-campus interviews, career counseling, drop-in advising, information sessions and other professional development activities. Therefore we believe that the sponsoring department should retain control over several key aspects of the event process so that these relationships with stakeholders, and the continuity of services they receive are not disrupted. The aspects over which we believe the sponsoring department should retain control include:

o Invitations and Registration
o Marketing, promotion and collateral
o Day-of-event registration processes and ongoing relationship management. This would assure that the special needs of specific stakeholders (students, campus stakeholders, external stakeholders) are met by the people who initiate, develop and manage the relationships with them.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Children's Center
Consensus Opinion 3 out of 4 faculty/staff : With modifications
Consensus Explanation Since the university hosts a large number of events, this consolidation may lead to congestion and frustration. If this were to happen the process should be well thought out. If the workload is too large, it may be beneficial to have separate agencies one planner each for Academic Affairs and Student Affairs.
Minority Opinion 1 out of 4 faculty/staff : Pro
Minority Explanation It would be very convenient to have 1 department to oversee all aspects of event planning and management.

Recommendation 112
Department Counseling and Psychological Services
Consensus Opinion 11 out of 11 faculty/staff : Pro
Consensus Explanation The Counseling and Psychological Services faculty counselors and staff support moving forward with Recommendation #112 - One-Stop Shop for Event Planning.

CAPS affirms the need for Cal Poly to have a common, online campus calendar of events and one office responsible for scheduling and coordinating major events. There is also value in having a person with expertise in event planning to lead these efforts.

CAPS faculty counselors are often utilized to provide expertise and training as part of campus-wide events and also work collaboratively with various academic and student life departments on programs such as Orientation, Bronco Fusion, 21 Days of Advising, Cross Cultural Retreat, etc. A common campus calendar would streamline scheduling and a one-stop shop for event planning would allow for greater efficiency and ease of communication around the many logistics required for large-scale events to be successful. Improved efficiency and communication in planning events might ease the burden of time spent on outreach efforts by counselors, time which could be reinvested in meeting other pressing mental health service demands.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Dean of Students
Consensus Opinion 4 out of 4 faculty/staff : With modifications
Consensus Explanation PRO WITH MODIFICATIONS

Explanation: We are in complete support of this recommendation. Each department spends a large and unnecessary amount of time finding locations, figuring out logistics, and scheduling efficiently. Commencement is at risk and this recommendation would begin to minimize the hardships for planners of both commencement and other large events. There would be a need for a liaison from each major area/college to ensure effective collaborations, because a key component of the one stop shop would be student advising on their small and large scale programming. This will also allow for additional responsibilities to be placed on those who currently serve the event planning and scheduling roles across campus.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Disability Resource Center
Consensus Opinion 9 out of 14 faculty/staff : Pro
Consensus Explanation It would be good to have a group to organize major events such as commencement, organized under advancement is fine. This would help with the scheduling of all events on campus housed in one area and reduce the number of conflicts that now arise when various events and construction types of activities need to be scheduled.
Minority Opinion 5 out of 14 faculty/staff : Con
Minority Explanation So far out of the loop that we cannot make a valuable assessment.

Recommendation 112
Department Enrollment Services
Consensus Opinion 2 out of 2 faculty/staff : Pro
Consensus Explanation We strongly support both the creation of a one-stop shop for event planning and the common campus calendar. In addition to the efficiencies and cost-savings, this would raise the quality of the events and the subsequent perception of the campus for those who participate. We expect that both the number of participants and the number of events would also increase which contributes to the engagement of the students, campus constituents and the external community in campus life.

We experience difficulty daily in trying to find out what’s happening across the campus, whether the information is needed for our office for coordination purposes or for visitors who are trying to find their way. A polytechnic university without a common calendar presents a negative picture to both internal or external constituents and makes event planning very cumbersome and vulnerable to mistakes.

The combination of the campus calendar and the one-stop event planning should be a high priority.
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation

Recommendation 112
Department Enrollment Services
Consensus Opinion 2 out of 2 faculty/staff : With modifications
Consensus Explanation We strongly support both the creation of a one-stop shop for event planning and the common campus calendar. In addition to the efficiencies and cost-savings, this would raise the quality of the events and the subsequent perception of the campus for those who participate. We expect that both the number of participants and the number of events would also increase which contributes to the engagement of the students, campus constituents and the external community in campus life.

We experience difficulty daily in trying to find out what’s happening across the campus, whether the information is needed for our office for coordination purposes or for visitors who are trying to find their way. A polytechnic university without a common calendar presents a negative picture to both internal or external constituents and makes event planning very cumbersome and vulnerable to mistakes.

The combination of the campus calendar and the one-stop event planning should be a high priority.
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation

Recommendation 112
Department Intercollegiate Athletics
Consensus Opinion 21 out of 22 faculty/staff : Pro
Consensus Explanation Intercollegiate Athletics is in favor of one event planning shop. We are regularly contacted by outside event planners and this would allow all facilities to be coordinated in one area.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Office of Financial Aid
Consensus Opinion 5 out of 5 faculty/staff : Pro
Consensus Explanation We feel that a centralized area for communication and event planning is a challenging yet necessary recommendation. Coordination, flexibility and support by all can lead to huge challenges.









Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Office of Student Life & Cultural Centers
Consensus Opinion 12 out of 12 faculty/staff : Pro
Consensus Explanation As one of the university departments who handles classroom scheduling for clubs/organization meetings, outdoor scheduling for all departments, student groups, and community groups, we STRONGLY support this recommendation. We experience first hand the consequences for not having a coordinated and centralized scheduling system. We are particularly frustrated for students who we send to multiple scheduling offices on campus to find a venue for sponsoring a meeting or program and to handle the necessary logistics for their events (Bronco Student Center, Athletics, Theatre, academic departments, EH&S, Facilities, Campus Police, Parking & Transportation, Los Olivos, Kellogg West, University Housing Services, Foundation Housing, INIT, etc.) A coordinated event scheduling office that acts as a one-stop shop would increase the quality of service for not only students, but for the academic and administrative departments who sponsors numerous meetings and programs. As the campus community increases, the quantity of events will increase as well. If we want to keep the quality of our programs high, a one-stop shop can enhance that major mishaps do not occur such as two or more high-profile events taking place at the same time, or two large events occurring at two locations that are near each other. Right now, such reservations must be caught by the various schedulers as there is no coordinated system to ensure that such scheduling is avoided. This creates extra work and stress for the various offices that are responsible for scheduling. OSLCC would like to be involved in the design and implementation process of such a coordinated event scheduling office so that we can provide the necessary input to make sure that the office is student-centered and meets the needs of the growing number of student events and student life.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Orientation Services
Consensus Opinion 3 out of 3 faculty/staff : With modifications
Consensus Explanation The proposed Event Planning office should be only responsible for program logistics. Sponsoring department should maintain ownership of program for the coordination and implementation of event in order to retain working relationships with constituent groups (i.e. Career Centers relationship with employers represented at Career Fair). This department should also assist (or be knowledgeable of) non-university related activities and events in order to prevent cross-programming.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Parking & Transportation
Consensus Opinion 9 out of 9 faculty/staff : Pro
Consensus Explanation Parking & Transportation Services is supportive of this proposal. Many events on campus do require the services of Parking Officers. A more coordinated and streamlined process of scheduling would provide more effective communication to our department enabling increased customer service.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department ReEntry & WoMen's Resource Center
Consensus Opinion 2 out of 2 faculty/staff : Pro
Consensus Explanation Support concept. Expectation that more collaborations/co-sponsorships result from such coordination.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department ReEntry & WoMen's Resource Center
Consensus Opinion 2 out of 2 faculty/staff : Pro
Consensus Explanation Support concept. Expectation that more collaborations/co-sponsorships result from such coordination.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Registrar's Office
Consensus Opinion 10 out of 10 faculty/staff : Pro
Consensus Explanation
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Student Affairs Info & Tech Services (SAITS)
Consensus Opinion 11 out of 11 faculty/staff : With modifications
Consensus Explanation The department agrees that CPP needs a “university-level” events office. The concern is that smaller events would run into resource constraints and would not be prioritized for support compared to the larger university programs. Suggested modification is that the office be more of a facilitator to identify appropriate contacts, provide a checklist of procedures and help to clear campus road blocks.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Student Health Services
Consensus Opinion NA out of NA faculty/staff : NA
Consensus Explanation
Minority Opinion 1 out of 1 faculty/staff : Pro
Minority Explanation Event planning is a complicated, multi-faceted process that impacts a variety of different departments and constituencies across campus. I strongly recommend that an experienced, professional event planner be identified to lead a comprehensive effort to coordinate the planning of events for the entire campus. This proposal would help to eliminate duplication of events and would work to reduce the number of events that may occur on the same day or during the same time frame.

While a designated Events Office would ensure that critical areas are uniformly considered during the planning process, each area requesting an event would still need to be involved in the process to carry out the primary role of the event and to maintain the relationships fostered with their respective audiences involved. However, the Event Planner could remove a large part of the burden by ensuring that logistical procedures are consistently followed across the board. By moving some of these time-consuming tasks to an event planner, each department could then be freed up to focus their event planning energies on further developing the programmatic content for their events.

A centralized planning office would also reduce spending by identifying sole sources for commonly used services and/or supplies that could result in volume discounts. These cost savings could then be passed on to each department to help support other areas of their events.

Having a central events office would also facilitate communication to those areas most impacted by major construction changes or other safety alerts that may need to reach impacted individuals on campus. It would also serve as a source of accurate information for visitors and off-campus constituencies inquiring about activities on campus. It would also be the natural “location” for the common campus calendar which would be updated by the Event Planner as soon as an event is scheduled. This process would close the loop in ensuring that all events be placed on the calendar, and not left up to the event originator.

A “one-stop shop” for the planning and coordination of events could result in many positive returns to the university.

Recommendation 112
Department Student Outreach & Visitor Services
Consensus Opinion 8 out of 8 faculty/staff : With modifications
Consensus Explanation Staff think it would be best to let the departments take the lead in planning the logistics of their own event. Its a good idea to have one office to contact for all event planning needs including logistics and safety. One office to coordinate parking, facilities, vendor requests, and police services.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Student Support & Equity Programs
Consensus Opinion 16 out of 18 faculty/staff : Pro
Consensus Explanation The concept of a one-stop shop for event planning is a good one considering the large number of events that are offered for both on and off-campus constituents. Whether this can be realistically managed effectively through a central system is questionable given the many events that are sponsored by Student Affairs alone. The group that leads this effort needs to consider the complexity of centralizing processes that are currently being done at the divisional and departmental levels by including key players from these areas in the planning discussions.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Test Center
Consensus Opinion 3 out of 3 faculty/staff : Pro
Consensus Explanation
The Test Center is responsible for administering twelve Saturday tests during the academic year: four administrations of the Cal Poly Pomona Graduation Writing Test and eight administrations of the CSU English Placement and Entry-Level Mathematics Tests. The number of students we test could approach 2,000. It would be much more efficient and effective if there were a single office to contact for scheduling. In the past, we have had serious conflicts with other events. For example, a couple of years ago, the Matt Ryan Memorial Marathon was scheduled on the same day as the Graduation Writing Test. Potential problems resulting from road closures were averted through cooperation between the Test Center and Public Safety, Parking Services, and Public Affairs. Such basic conflicts should never occur in the first place. On other occasions, classes have been scheduled in classrooms the Test Center had reserved well in advance, resulting in last-minute scrambling and irate instructors. To ensure that our test administrations will go smoothly, the Test Center needs to contact multiple offices such as ASI, Facilities, and Parking. What we clearly need is a master calendar that everyone consults and adheres to. The one that currently exists is insufficient.

Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department University Development
Consensus Opinion 12 out of 12 faculty/staff : With modifications
Consensus Explanation This will result in new synergies, a reduction in redundancies, and a savings in time and resources. Current University Advancement Special Events staffing levels will not be able to provide coordination, knowledge or required and available resources, and sign-off or approval mechanisms required for the entire campus without additional staffing and funding.
Minority Opinion NA out of NA faculty/staff : With modifications
Minority Explanation

Recommendation 112
Department University Housing Services
Consensus Opinion 22 out of 22 faculty/staff : With modifications
Consensus Explanation It is agreed that coordination of events on campus must be improved. The ability to locate and contract for space on campus is difficult and confusing. Coordinating the various services, such as audio visual, custodial, access to rooms, etc. would benefit from single, coordinating entity.

For the UHS Summer Conference program, the use of residence hall and suites for sleeping rooms, however, requires care and scrutiny in contracting with clientele. This service cannot easily be incorporated into a one-stop shop format, unless UHS staff is responsible for booking spaces and then working collaboratively with the event center. UHS unique department will still require are own catering coordination, billing and staffing.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department University Police
Consensus Opinion NA out of NA faculty/staff : Pro
Consensus Explanation As one of our Sergeants put it: “…nothing has been more demanding of my time…” when speaking of the work that goes into event scheduling and planning. We strongly believe that implementing a central office for planning and coordinating special events would go much further in serving our campus. It should prove to greatly enhance our relationships in the community at large as well.

Among the most frustrating issues we have dealt with, is the constant need to educate faculty, staff and students who are new to the event planning process. Because they have to coordinate their events with so many different sources they often become frustrated. They often feel the process is designed to discourage their particular event from taking place.

Special events encompass a broad range of concerns regarding staffing, budgets, logistics, fire codes, venue specifications, safety and a host of legal issues to name a few. Nothing speaks of being a service oriented establishment like a well organized facilitator. A central event planning office conveys the pulse of the University’s mission—it shows that we stand together in principle and in providing our best service.

The person to head this office should be well versed contracts, available venues, staffing protocols, department budgetary issues and a host of rules and regulations.

Every campus entity involved in hosting events should establish a dedicated liaison capable of providing necessary input to the central office. Policy should establish and govern guidelines for the overall process. The liaison committee should meet regularly with this individual to further the policies, procedures and coordination of events on campus. Lastly, each and every event could and should be coordinated through this new office by way of a mandate from the President and Cabinet.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendation 112
Department Vice President's Office, University Advancement
Consensus Opinion 19 out of 19 faculty/staff : Pro
Consensus Explanation The staff in the departments that report directly to the Vice President for University Advancement are wholeheartedly in favor of this concept. It would greatly reduce the overlap of activities and in many cases duplication of efforts. However, moving in this direction would require the additional resources necessary, including staff and funding, to make it a success.
Minority Opinion NA out of NA faculty/staff : NA
Minority Explanation

Recommendations not submitted through the forms are available in this folder. They mainly consist of Microsoft Word or Adobe Acrobat documents. If none were submitted for this recommendation, the folder will be empty.