ACUI Open Forum

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  • 1.  Student Event Assistant Training Guidelines

    Posted 02-18-2022 11:59
    Hey all,
    We have created a student Events Assistant position in our department. This position would be a liasion between the office/department and the cusomter having their event. This person would be able to assist in a variety of ways during events. Responsibilities may include: assist with pre or post event setup/breakdown, minor adjustments of furnishings or A/V during event, assist with event execution (greeter, distribute programs/materials, etc.) and serve as direct point of contact to Student Center support personnel.
    Does anyone have a similar position at their student center? Or, a manual/training program that they have used to assess "successful" completion of training?



    Meghan Toomey Wilson | Scheduling and Events Coordinator

    Hill Student Center

    Division of Student Affairs

    UAB | The University of Alabama at Birmingham 

    205.996.1841 | | HSC 225

  • 2.  RE: Student Event Assistant Training Guidelines

    Posted 02-21-2022 17:23
    hello Megan,

    We have a very similar position here at SUNY Oneonta. We call them Event Support Interns. Student get paid hourly but can also, optionally, get internship credit through our music industry or event planning programs.

    They work regular office hours where they are expected to communicate with clients and the union staff. A big part of the events is overseeing the technology piece but they are trained on all aspects and are there to assist to make it the best possible.

    We do not have a manual.

    Training is as follows (they return 1 day prior to Orientation so only day one is all training - 2 and 3 are training and event support):

    Day One
    • Payroll/timesheets
    • Expectations
    • Emergency Procedures
    • plan shifts for first 1/3 semester schedule
    • Event expectations
    • A/V Training
    Day Two
    • Health and Safety
    • Operational Procedures/EMS training (events management not medical)
    Day Three
    • Customer Service
    • All Employee DEI training
    We do not assess training specifically but all employees go through mid-semester evaluations.

    Those participating for academic credit are also expected to spend a minimum of 30 hours on a self-initiated project to improve operations based on their coursework. 


    bill harcleroad
    Director of Campus Activities and Leadership
    Oneonta NY

  • 3.  RE: Student Event Assistant Training Guidelines

    Posted 02-22-2022 09:39
    Hi Meghan,
    I oversee a very similar position here at Temple (formerly known as Event Staff, now referred to as Event Operations & Tech Support). I have struggled to make training successful as so much is learned on the job especially with the av/tech support aspect, many issues come up randomly and are fixed seemingly randomly as well. For this reason we try to plan shadow shifts before staff start and also make ourselves available to troubleshoot tech issues the first few weeks they are working. We also have some equipment videos available on canvas for them to watch and come back to as needed but I am working on expanding our resources for them this spring and summer so I am curious to learn from other schools and employment programs. 

    -- Laurel

    Laurel Chase
    Event Operations Coordinator - Temple University Student Faculty Center
    Temple University
    Philadelphia PA

  • 4.  RE: Student Event Assistant Training Guidelines

    Posted 02-23-2022 10:44
    I have a student position Event Assistant. They process the requests for the spaces in 25 Live, speak with customers about reserving space, ordering linens, creating invoices, processing vendor requests, room tours, and more. I completely agree with Laurel, training is hard to do ahead of time. Most of the learning happens on site. What i find as best practice is to bring them in to start working in the summer when there are less calls and customers. Learning the reservations software is the a task in itself. My training consists of working after that summer of training. There is an EA manual that details each part of their position which helps them when they need additional assistance. I would be more than willing to send you additional information or setup a zoom call with you. 


    Alicia Ferguson
    Event Coordinator
    Temple University
    Philadelphia PA