Quick Straw poll - scheduling office staff count vs. meeting and event count

11 Replies

Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Nora Molloy on Mar 11, 2019 11:38 am

Hi All  - looking for a quick anecdotal benchmark
  1. How many full time staff, part time staff, student employees work in your scheduling office - include those who input schedules as well as anyone who's job is predominantly consulting with student orgs on event scheduling and planning.
  2. Roughly how many meetings/event are handled by this staff annually
  3.  - bonus question if you have time  - do you have a staffer that works as a go between for student orgs and the scheduling office? What is the structure/ function?
Thank you!
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Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Ann Myers on Mar 12, 2019 5:43 am

Kent State University 

1. 1 Senior Assistant Director, 2 Full Time Coordinators, 3 -4 students who work during academic year and additional 3 interns from May Commencement thru August Commencement.   Everyone within the office can book space, follow up on details, make diagrams and input catering orders.  Assignments are done monthly/weekly on following up on final event details. 
2. During 2018 fiscal we scheduled over 6,000 reservations which included over 11,000 bookings. 
3. Currently we have liaisons with our Center for Student Involvement office who assist when needed with student organizations and their planning process. 

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Paul Terzino on Mar 12, 2019 7:36 am

Western Michigan University
  1. 2.25 full-time: one events manager, one reservations and billing coordinator who spends about 3/4 time on reservations, one Catering events coordinator who spends about 1/2 on reservations.  
  2. 7500 bookings annually
  3.  - The staff mentioned above handle most student org scheduling and event planning.  Office for Student Engagement is somewhat involved in this process, mainly from a funding stand point. 

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Katie Beaulieu on Mar 12, 2019 9:15 am

Wayne State University in Detroit, MI

1. How many full time staff, part time staff, student employees work in your scheduling office - include those who input schedules as well as anyone who's job is predominantly consulting with student orgs on event scheduling and planning. We have 2.5 professional staff – 1 person is the go-to for student organization reservations, 1 for university departments, and the “1/2” is a professional staff with a dual appointment between handling external reservations and summer conferences. We have 2-3 student managers and 11 student assistants who assist with inputting reservations. In addition to scheduling, these full-time and student staff are also responsible for the management of the information desk, cash handling, and the administrative suite front desk.

2. Roughly how many meetings/event are handled by this staff annually. We handle approximately 13,000 reservations per year, including bookings in spaces outside the Student Center that we manage.

3. bonus question if you have time  - do you have a staffer that works as a go between for student orgs and the scheduling office? What is the structure/ function? We have a go-to professional staff member who focuses on reservations for student organizations as mentioned above and work in partnership with the student activities office on campus (called Dean of Students Office here) to provide resources for student organizations as they navigate the event-planning process.

 

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Katheryn Paynter on Mar 12, 2019 9:56 am

Texas A&M University - Corpus Christi
  1. 1 full time Event Coordinator who oversees the Involvement Center Specialists and Information Desk. There are 14 students who work between the 2 areas and 8 of them work almost exclusively with scheduling - but a few of the others know the basics and can fill in if needed. Included in that 14 students we have recently created 2 Senior Student Manager positions to assist with the large number of bookings and other office responsibilities. 
  2. We have about 20,000 bookings a year. This includes everything we are responsible for booking through our office; Indoor events, outdoor events, information tables, campus monitor slides, banners, etc.
  3. My student workers that work in the Involvement Center answer any emails that come to our uc.scheduling account. This varies from scheduling requests/questions from students, faculty, and staff as well as things like student org print requests, scanning in waivers after events, and other duties as they come up. They also act as the receptionist desk to our office which has the Student Activities full time staff as well as our departmental orgs. If they have any questions about student orgs the UCSO (University Council of Student Organizations) office is in our office suite and they can call them or walk over and talk with them.

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by David Pennock on Mar 12, 2019 10:00 am

  1. How many full time staff, part time staff, student employees work in your scheduling office - include those who input schedules as well as anyone who's job is predominantly consulting with student orgs on event scheduling and planning.
We have two full time staff that primarily work on scheduling through 25Live.  Both staff focus on academic/administrative reservations.  Our student staff (overall number is 35 including 4 student leaders, but 15 consistently work in a scheduling capacity) schedule student organizations in our student center spaces including information tables, and classrooms on campus.  Another professional staff member (on our event and technical services side of the house) schedules student organizations in our event spaces, as that requires much more detail.  One of our graduate assistants schedules one of our small event spaces (60 person capacity) to give them experience scheduling.  Another professional staff member schedules "facilities and operations" type spaces for students and staff.  This includes art hangings, outside banners, and window paintings.  Finally our director schedules outdoors spaces that include our main quad.  
  1. Roughly how many meetings/event are handled by this staff annually
Our office schedules roughly 13,000 events each year.
  1.  - bonus question if you have time  - do you have a staffer that works as a go between for student orgs and the scheduling office? What is the structure/ function?
As you can see from above, we do not have one person that works with student orgs.  All of our staff work with student orgs in one capacity or another.   

Please feel free to reach out with any other questions.

Dave

David Pennock
Associate Director
Student Centers and Programming Services
Syracuse University
dhpennoc@syr.edu

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Whitney Rule on Mar 12, 2019 3:35 pm

How many full time staff, part time staff, student employees work in your scheduling office - include those who input schedules as well as anyone who's job is predominantly consulting with student orgs on event scheduling and planning.
Our sales/ reservations team consists:
Director of Sales - She handles non university and university events over 150 guests
Reservation Manager - I handle non university, university events under 150 guests and all Student org events
Admin Desk team - 5 student managers, 10-15 admin desk students- They handle intake of all reservations and processing of student org events with no charges
2 sales interns - support the Director of Sales
Our Reservation Manager and admin desk managers/students work closely with the student orgs


Roughly how many meetings/event are handled by this staff annually
We have about 2,000 reservations with 22,000 bookings a year. About 80% of our reservations/bookings are student orgs.


bonus question if you have time  - do you have a staffer that works as a go between for student orgs and the scheduling office? What is the structure/ function?
Our Reservation Manager and our admin desk managers/ students work closely with the student orgs

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Laura Shimabukuro on Mar 12, 2019 4:18 pm

Hi Nora,

Our unit is the Campus Center Meeting and Event Services.  We host events in two buildings on campus.  Student organizations can also reserve space in other buildings on campus, but those reservations fall under a different office.  My answers below are just for our Campus Center.
  1. How many full time staff, part time staff, student employees work in your scheduling office - include those who input schedules as well as anyone who's job is predominantly consulting with student orgs on event scheduling and planning. 3 full-time staff, ~17 student employees
  2. Roughly how many meetings/event are handled by this staff annually. ~8,000 events
  3.  - bonus question if you have time  - do you have a staffer that works as a go between for student orgs and the scheduling office? What is the structure/ function? No specific staffer assigned to work as go between for student orgs and scheduling officer.  All of our staff assist any customer, which could be department, student org, or external group.
Thanks,
Laura Shimabukuro
University of Hawaii at Manoa
Campus Center Meeting and Event Services
 

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Rachel Henry on Mar 13, 2019 9:12 am

Good Morning!

For Louisiana State University, we have two full time staff and four student employees that handle the scheduling. One coordinator primarily schedules departments and off campus groups while the other schedules student organizations. That team manages roughly 6,000 bookings annually (approximately half are student organizations). We work heavily with our partners in LSU Campus Life on managing student organization events. That office manages the approval process and we support the logistical aspects of the events in the LSU Student Union.

Hope that helps!

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by John Payne on Mar 13, 2019 1:00 pm

At UC San Diego we have the following:
1)   (1) Scheduling and Event Services Manager (FTE) - reports to Union Associate Director,  (2) Event Coordinators (FTE), 16 Student Workers who handle reservations desk
2)   21,000 bookings annually (60% student org bookings)
3)   No go between person for scheduling and event services.


 

Re: Quick Straw poll - scheduling office staff count vs. meeting and event count

Posted by Brian Koehler on Mar 14, 2019 11:12 am

1. Scheduling Services staff report to Asst Director of Student Union Operations -
  • (2) Full time program coordinators (one primarily focuses on Student Union space - one primarily focuses on academic buildings, athletic buildings, and field / lawn space);
  • (2) student staff assist with billing / audit process and scheduling regular meetings, table space, and rental equipment - each work approx 20 hours / week
2. Roughly how many meetings / event are handled by this staff annually
  • 26601 in FY17-18
 - bonus question if you have time  - do you have a staffer that works as a go between for student orgs and the scheduling office? What is the structure/ function?

KIND OF: Students need to check in with several offices in the process of planning events
  • Student Engagement Coordinator (working in Student Involvement office) has the responsibility to keep track of the club recognition process - that position makes sure the clubs are in "good standing" and have taken care of all liability concerns
  • Club Accounting (also the Student Union accounting) helps to assist clubs with billing and confirms that clubs have money in their account before events are confirmed
  • Campus Activities (and eventually the Dean) needs to get involved when contracts are part of an event (ie entertainers, speakers, outside vendors, sponsorships, etc)
  • Each club has an advisor that may or may not be an active part in the planning process (more often not)
  • Equity and Service Council Organizations have a slightly different approval process and tend to guided slightly more by our Diversity and Equity Center.  They are great