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November 17, 2017 | Category: Announcement

TO: Faculty and Staff, Medford/Somerville

Facilities Event Planning Practices 101 

Have an event?  We are here to help you with a few easy reminders when submitting a facilities work order request.

Required Information:

1. Dept Id:  Is the #1 required field to hold your event.  Ensure this field is filled out prior to submission.

2. Details Field – Please provide a clear and complete scope of your event.  This allows us to understand the needs and expectations for a successful outcome. 

3. Attachments – Attaching a layout or agenda provides a clear visual and concept of your event.

4. Start Date/Time – Please include the exact start date/time and end date/time.

5. Three business days or sooner – In order to process your request, we require three business day from date of event.

Helpful Tips & Common Questions:

• One is all you need!   Only one work order request is needed for your event. (Does not apply to mega university events such as commencement; orientation) If there are more than one locations needed, simply provide the additional spaces in the details field of your work order request.  

• Cancellations/changes/additions:  Please Do not send in another work order request, just email to email us at facilitesevents@tufts.edu.

• Event Venue Locked?  Call Campus Police.

• How far in advance should I be submitting my work order request? Best practice is the earlier the better or when reserving space:

Suggested timeline for submitting facilities work orders

Nature & size of event                                                                     #of weeks/months

Small Events (with one location)                                                          1 week
Medium Events (with two locations: conference, reception etc)         3 weeks
Large Events (Multiple breakouts: symposiums, conferences)            1 month
Mega Events (using interior and exterior locations)                              2 - 12 months

                                      

Thank You,

Tufts Facilities Events Team

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