Bloomberg School of Public Health Special Event Planning

Team Members

• Room scheduling Melissa Horn• Event rooms Suzanne Salas• Multimedia Cherrille Young• Video production Joe O’Hagan• Communications Susan Sperry• Security and Parking JP Garvin• Environmental Services Latrenya Hines• Jay’s Catering Steve Williams

The SET Meeting• Scheduled approximately two weeks prior to the event and held on

Tuesdays at 10:00 AM.

• A representative must be present, primary contact preferred

• Event review and support needs

- Date, time and location of event - Attendees, special needs

- Visitors and VIPs - Multimedia needs

- Furniture arrangements - Catering and alcohol

- Parking and security - Public event

- Communications :Publicity via Marketing

- Electronic Postings on plasma screens throughout the building

Events Manager External Affairs Dept Scott R. Klein sklein@jhsph.edu Office: 410-614-1550 Cell: 410-868-1162

Event Rooms

• Scheduled via Room & Services Request Form

• Student Lounge

• 9th floor café, Wolfe Street

• Hampton House Café

• Hampton House Patio (May – October) reserve HH Café

(rain) as a back up

• Feinstone Hall (E2030)

• Anna Baetjer Room (W1030)

Anna Baetjer Room

Feinstone Hall

9th Floor Café, Wolfe Street setup 4pm

Hampton House Café Setup 4pm

Hampton House Patio Available May-October

Room Scheduling

Melissa Horn, Student Affairs

Scheduling phone number:

443-287-5198

All Room & Services requests for the use of Centrally Managed space (non-departmental) must be processed

through the my.jhsph.edu Portal homepage:

Form Definitions:

• Unsupported Event: An activity that requires no services.• Student Group Event: An event being sponsored by an approved

Student Group under the umbrella of the JHSPH Student Assembly that requires the Associate Dean of Student Affairs approval.

Student Event Approval

• Student Events

- Submit online Room & Services Request Form 3 weeks prior

to event for content approval by the Associate Dean for

Student Affairs. Form can be found on the my.jhsph.edu Portal

home page and all services being requested should be listed.

• On the Form, select “Yes” to the question “Is this an event sponsored by a student group?” General meetings are not events

and students should answer “Select ‘no’ if this is a general meeting; those are not events.”

•   Upon content approval by the Associate Dean, forwarded to:- Room Schedulers in the Office of Student Affairs

Room Scheduling (screen shot)

OFFICE OF EXTERNAL AFFAIRS

Communications and Marketingcomm@jhsph.edu

410 955 6878We strategically position the research,

education, and practice of the School to multiple audiences through creative and

effective messages and mediums.

OFFICE OF EXTERNAL AFFAIRS

Communications and MarketingMedia RelationsSocial MediaEditorial Print and Digital ContentDesignDigital and Web

SET COMMUNICATION TOOLS

7

SET COMMUNICATION TOOLSCalendar of Events

SET COMMUNICATION TOOLSCalendar of Events

SET COMMUNICATION TOOLSCalendar of Events

SET COMMUNICATION TOOLSWeekly Event Emails

SET COMMUNICATION TOOLSDigital Signage & E-Poster

SET COMMUNICATION TOOLSFaculty and Student List Servs

SET COMMUNICATION TOOLSWall of Wonder (WOW)

• Media coverage

• Constituency outreach

• Government liaison

SET COMMUNICATION TOOLSPublic Relations for Major Events

SET COMMUNICATION TOOLSOnline Project Request

https://my.jhsph.edu/Offices/ExternalAffairs/OfficeCommunications

SET COMMUNICATION TOOLSGet on the comms schedule

At least 6 weeks out!Administrative Coordinator

410.955.6878

Rm. E2141 (near the Daily Grind)

Security

• Event Security– Visitor Access Control: visitor badges & crowd control– Alcohol: Security Officers required

• Visitor Access and Assistance– 15 or more visitors – registration table required

Department must staff registration table in Gallery Security Officer required to check badges Badge supplies are issued from W3501

• Emergency Procedures– Standard evacuation procedures– Coordination required for anyone needing special assistance

Parking and Transportation

• JHSPH Garage– Catering access

• Visitor Drop-Off / Pick-Up– VIPs: proper security measures for high-profile visitors– Private shuttles and limousines

Contact Information

Emergency Preparedness Portal Sitehttps://my.jhsph.edu/sites/emergency/default.aspx

Contact Information

Capt. Chuck Barbera JHMI Corporate Security Services 410-955-0331 cbarbera@jhsph.edu

Multimedia

Cherrille YoungMultimedia Services Supervisor

Joe O’HaganMultimedia Production Supervisor

410-955-3066cyoung@jhsph.edujohagan@jhsph.edu

Multimedia Request form

All requests flow through the Room & Services Request Form

You will get an email confirmation when your request has been processed

Multimedia Department: W3504

Office telephone: 955-3066

Video Production Locations• Sommer Hall E2014

• Sheldon Hall W1214

• Feinstone Hall E2030

• Becton Dickinson Auditorium W1020

• Production Studio WB509

Multimedia Magic ticket

Office of Facilities Management Environmental Services

Special Event Preparation and Services

Furniture Arrangements

• We help you plan and arrange furniture for conferences, workshops, continental breakfasts, luncheons, dinners, etc.

• Round tables must be special ordered by the department

Cleaning

• We thoroughly clean all areas associated with the event.• We assist you with your meetings, luncheons, and etc. • For special preparation, we wash windows, strip and polish

floors, vacuum and shampoo carpet. The cost for this special service is an hourly rate.

Note: 3 to 5 days notice is required for special requests

https://my.jhsph.edu/Resources/Help/Pages/default.aspx

Scheduling

Contacts

Environmental Services

410-955-3404

– Randy Long – 443-687-6867 – Latrenya Hines - lhines@jhsph.edu (day shift)– Antonio Cole – 410-274-3210 (evening shift)

Service Efficiency Teamwork

Special Event Team

S E T