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Events Management Reporting

  • 1.  Events Management Reporting

    Posted 04-17-2019 09:53

    Good morning,

     

    I was wondering to what department is Events Management reporting at everyone's university, and if it does not report to you, how do you track your rules and regulations, guidelines and everything else that influences the dining revenue?

     

     

    Barbara Schrock-Sturch, M.Ed., MBA

    Director of Auxiliary Services (Interim)

    Savannah State University

    Box 20357

    Savannah, GA 31404

    Phone: 912-358-3110

    Fax: 912-358-3611

     

    "Knowing is not enough, we must apply. Willing is not enough, we must do."

    Johann Wolfgang Goethe

     



  • 2.  RE: Events Management Reporting

    Posted 04-18-2019 18:00

    Conference and Event Management now reports through the Student Union staff. We work with the Compliance Office and we have structured Campus EMS software to identify the compliance issues.

    Danny

     

    Daniel Armitage

    Associate Vice President, Student Affairs

    Auxiliary Services

    University of North Texas

    Crumley Hall Room 182

    1155 Union Circle #311008

    Denton, Texas 76203-5017

    (940)565-2033

     

     






  • 3.  RE: Events Management Reporting

    Posted 21 days ago
    Recently, I created the Office of Campus Event Services. This office oversees the entire scheduling/reservation process for all events and meetings on campus. We use Ad Astra Schedule, which is the system our Registrar's Office uses for scheduling academic classes as well. The Campus Events office works to ensure reporting and compliance with respect to space utilization with support from our office. Happy to discuss more if interested.

    Thanks,
    Brian

    ------------------------------
    Brian Browning
    University of Tennessee
    Executive Director of Auxiliary Services
    Knoxville, TN
    browning@utk.edu
    865-974-3061
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  • 4.  RE: Events Management Reporting

    Posted 21 days ago

    Conference and Event Management reports through the Union operations at UNT. They host most of the events on campus and manage scheduling and full service operations.

    Danny

     

    Daniel Armitage

    Associate Vice President, Student Affairs

    Auxiliary Services

    University of North Texas

    Crumley Hall Room 182

    1155 Union Circle #311008

    Denton, Texas 76203-5017

    (940)565-2033

     

     






  • 5.  RE: Events Management Reporting

    Posted 18 days ago
    Hello all,

    This is a great question.  When I worked at the Pitt campus in Johnstown PA, my department reported to Auxiliary Services which reported to Business and Administration.

    At the end of the day, the best reporting department structure is the one that most closely aligns with the primary mission of conferences and events.  The general primary missions to consider are:

    If the primary mission is Revenue Generation and Sales to external users, then reporting to auxiliary services makes the most sense (in fact, according to an older benchmarking study by ACCED-I, this is the most common reporting line).

    if the primary mission is Internal Event Planning Support, then there are three possible alignments.  If the focus is on student events in student funded venues, then reporting to Student Affairs makes the most sense. If the focus is support for event services such as catering, room set-ups, facility scheduling, then Auxiliary Services may be the right fit.  If the main focus is premier campus events, then typically Institutional Advancement or on smaller campuses, the President's Office is the main reporting area.

    if the primary mission is Academic Program Development and Support, then Academic Affairs and more specifically, Distance and Cont. Ed or may be a good fit.  This is an emerging opportunity that more and more campuses are embracing.  In many scenarios, Auxiliary Services serve as the main coordinator of all event support services and planning thought leaders (including marketing and registrations service) for Academics so that faculty can focus on educational content.  This is a good partnership opportunity bridging the academic side of the house with Auxiliary Services.  if this occurs, then it is encouraged that the department fall under the supervision of Auxiliary Services.

    if the primary mission is Public Relations focused programs, in other words, those that are focused on supporting the local community with programs, free or lower-priced space access, as well as the external campus community such as Alumni and Donors, than you would want to have the department work under Institutional Advancement.

    At the end of the day, most events departments are a hybrid of many or all of the aforementioned, but it's really all about a PRIMARY mission.  While I worked across functional areas with support and thought leadership at Pitt-Johnstown, my main purpose was to generate auxiliary revenue for the campus.  This was paramount and the KPI I was held accountable for.

    It may be a good idea to have the campus leadership and stakeholders all answer the primary mission questions on behalf of the campus and make a collective leadership-based determination so that there is support and buy-in across all divisions.  This will create success and eliminate unnecessary conflict.

    Let me know if you have any questions.

    Chuck Salem



    ------------------------------
    Chuck Salem
    Unique Venues
    CEO
    Fairfax VA chuck@uniquevenues.com
    (703) 520-5084
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  • 6.  RE: Events Management Reporting

    Posted 18 days ago

    I would recommend it report to the management side that manages the most conference and event space on campus. The private industry has taught us not to separate the facility management from the conference and event management.

     

    Daniel Armitage

    Associate Vice President, Student Affairs

    Auxiliary Services

    University of North Texas

    Crumley Hall Room 182

    1155 Union Circle #311008

    Denton, Texas 76203-5017

    (940)565-2033

     

     






  • 7.  RE: Events Management Reporting

    Posted 14 days ago
    We are going through a major revamp at Clark Atlanta University.  We had no controls and poor reporting.  We are looking to use Star Res as our software to consolidate reporting and calendaring for the campus.  Currently this function reports to University External Affairs/ADvnacement.

    Best,

    Cynthia ​

    ------------------------------
    Cynthia Gomes
    Clark Atlanta University
    Director of Campus Auxiliary Services
    Atlanta GA
    United States
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