Managing Space Allocation for High Traffic Venues Scott Casanova Syracuse University Anthony Otero Syracuse University (Ret.) Barnard College

Managing Space Allocation for High Traffic Venues Or Discovering How Syracuse Discovered the Discovery of their Space Allocation Process while discovering that Barnard has discovered the same thing. (DISCOVERED!)

Scott Casanova – Assistant Director Student Centers & Programming Services Anthony Otero – Reservations & Scheduling Manager Events Management

Learning Outcomes Gain a better understanding for spacial issues on campus Learn how to maintain control over scheduling and resources Ways to make a scheduling process accessible to students through the use of technology How to achieve cross departmental collaboration in creation to one final calendar (and make everyone feel good about)

SCPS Facility management for 2 student centers Technical and logistical support for events Scheduling of facility rooms and venues Non-academic schedule of academic spaces across campus (minus the selfish)

Events Management Coordinate the scheduling of on-campus events Provide event consultation and advancement for students, faculty, staff, and administrators Scheduling of all event/classroom spaces including the Diana Center. Work directly with the fulfillment department, such as Facilities, Public Safety, and Instructional Media & Technology Services to arrange the necessary logistical support

Major Events at Syracuse University Welcome Juice Jam Orange Central (Homecoming) Family Weekend Danceworks FYP FADS Cuse Awards Commencement

Major Events at Barnard College New Student Orientation Programs Athena Film Festival Block Party Family Weekend Midnight Breakfast Scholar & Feminist Conference Torchbearer’s Reception Acapalooza Alumnae Reunion

SCPS Departmental Relationships Student Association Allocates student fee money to Registered Student Organizations Funding allocation process goes hand in hand with space allocation Office of Student Activities Oversees 298 student orgs Handles all contracts for student sponsored visiting artists Consults with orgs on event planning, funding Office of Fraternity and Sorority Affairs Oversees 64 Greek organizations Handles all contracts for Greek sponsored visiting artists Consults with orgs on event planning and funding University Registrar Academic scheduling on campus R25 Administration

Event Management Departmental Relationships IMATS Provides technical support for all campus events and classes. Maintains and upgrades all A/V equipment across campus. Handles video/audio recording Student Life Oversees 74 student orgs at BC and 41 dually recognized groups from Columbia University Handles all contracts for student sponsored visiting artists Consults with orgs on event planning, funding Public Safety Maintains the campus security Complies with fire safety regulations including regulating event capacites Facilities Campus Building Maintenance Room Set-ups

SCPS Venues Goldstein Auditorium – Multipurpose floor level that accommodates up to 1,000 people – Fixed seating balcony for 500 – Permanently installed PA, theatrical lighting, and projection systems sufficient for 99% of the events we host. – Concerts/parties/lectures/dance recitals/expos/banquets/receptions

SCPS Venues Schine Underground – Multipurpose venue that accommodates up to 450 people – Permanently installed PA, and theatrical lighting systems sufficient for 99% of the events we host. – Concerts/parties/lectures/expos/banquets/ receptions

SCPS Venues Skybarn – Multipurpose venue that accommodates up to 400 people – Basic sound system and projection screen installed – Parties/lectures/banquets/meetings/meals/ receptions

SCPS Venues Jabberwocky Café – Lounge that accommodates up to 60 people – Home Theater system installed – Meetings/receptions/musical performances Panasci Lounge – Study lounge that accommodates up to 350 people – Basic sound system installed – Musical performances/receptions/expos

SCPS Venues Schine and Goldstein Student Center Conference rooms – Multipurpose rooms that can accommodate up to 150 people – Partionable into up to 3 separate spaces – Basic presentational AV installed.

Barnard Venues Diana Center Event Oval – Multipurpose venue that accommodates up to 450 people – Oval-shaped event space with wooden paneled walls – Permanently installed House System with A/V capabilities completely sufficient to support 99% of all events – Concerts/parties/lectures/expos/banquets/ receptions

Barnard Venues Student Dining Room – Multipurpose space that accommodates up to 130 people – Lots of natural light, visibility throughout the building, orange tables and red chairs – Permanently installed House System with A/V for small events – Informal gatherings/meetings/small receptions/spoken word/art displays

Barnard Venues Sulzberger Parlor – Multipurpose space that accommodates up to 70 people – Portraits of Barnard presidents and founders, period furniture, a grandfather clock, a 1923 Steinway concert grand piano, a harpsichord, a fireplace – Lectures/meetings/panel discussions, piano concerts/readings/receptions/small dinners

Barnard Venues James Room – Multipurpose space that accommodates up to 260 people – Wood floors, a grand piano in the northwest corner, a photography exhibit entitled “Faces of Barnard” featuring archival photos of Barnard alumnae – Conferences/lectures/meetings/panel discussions/piano concerts/receptions/banquets

SCPS Process history Forms and meetings and stickies! Staff changes Process changes SA funding partnership Current Process Overview

Barnard Pre-Calendar(ing) Student Life Driven One meeting with advisors to decide schedule Event Reviews when needed The future of Virtual EMS

Spring 2013 Recap Syracuse 73 total requests received 53 funded events 18 non funded events 2 unaccommadated events Barnard 45 total requests received 45 funded events 0 unaccommadated events

Activity Recap

Questions?