From ASISTwiki

Contents 1 Book Space 2 Food 3 Arrange Parking for Speakers 4 Arrange Gifts for Speakers 5 Promote the Event 5.1 Flyers 5.2 Campus TV Monitors 5.3 GSLIS Web site 5.4 Campus Events Calendar 5.5 LISSA Events Calendar 5.6 ASIS&T chapter web page 5.7 E-mail options 6 Questions/Reference/Help

Book Space

• Classrooms: E-mail classroom@simmons.edu to request GSLIS classrooms (P207 is best but anywhere in Palace Road is acceptable, Lefavour Hall/Beatley Library is a good backup, third choice is MCB)
• Lounge: email LISSA secretary
• Other rooms, including Kotzen: start by emailing conferences@simmons.edu
• Equipment/Furniture: Submit request form to Conferences & Special Events Department

Conferences & Special Events (Rob Lavendar, Director) Web pages: http://my.simmons.edu/services/business/conferences/index.shtml Phone: (617) 521-2158 Location: C219 of Main College Building

Food

Order food from Catering Services

• Catering Guides/Menus: http://my.simmons.edu/services/business/dining/catering.shtml
  • Student catering menu is slightly cheaper than regular catering rates, but you have to pick it up
• E-mail request to: catering@simmons.edu and copy the ASIS&T treasurer. (Catering will respond that they have received it, but you will receive no further confirmation. CALL THEM at x2904 TO CONFIRM THE DAY OF THE EVENT.)

Request should follow the form

The Simmons ASIST chapter is holding an event and would like to provide food. Please deliver the following to Room P207 in the Palace Road building at 12:45 pm on Monday, May 12th.

Please charge these items to account # (get the ASIS&T account number from the treasurer). If there are any problems with the account number, please contact (whoever).

$19.98 – 2 Cheese Pizzas (@9.99 each) $11.28 – 1 Pepperoni Pizza (@11.28 each) $31.26 – Total

If the amount will be different or you have any questions please contact me.

• Call to confirm the day before: (617) 521-2904 (They have been flexible about creating combinations not on the menu as long as you are very nice to them. In this case, call first to work out the details and then send the e-mail request including what was agreed upon, the price and the account number.)

Food from Elsewhere

• Depending on the size & nature of the event, it may be cheaper to get food from somewhere else. In the past we have gotten snacks and Shaw's or Trader Joe's for smaller, more casual events. In order to do this, you must keep your receipt and then submit it to the LISSA treasurer for reimbursement. Info on how to do this, and the paperwork to submit, is in the LISSA section of eLearning.

Arrange Parking for Speakers

Email parking@simmons.edu with names of people needing parking, date, time & name of event. They will add guests to the parking list (or however it is currently being done) and the guests will be able to park in the garage free of charge. --Cody1 12:47, 9 October 2007 (EDT)

Arrange Gifts for Speakers

It's best to include money in the ASIS&T budget for thank you gifts. Currently, we have water bottles and funny librarian pins. If you're desperate, GSLIS might have something they can offer (contact Anne Reid - anne.reid@simmons.edu). --Cody1 12:48, 9 October 2007 (EDT)

Promote the Event

Flyers

• Print them out at the Tech Lab, using the LISSA copy card (get this from the TRA). The TRA can also help you print on colored paper. --Cody1 12:50, 9 October 2007 (EDT)

Key spots for posting flyers (in color or colored paper are best)

• Outside GSLIS office (get permission)
• Door of GSLIS Tech Lab
• GSLIS Lounge
• Bulletin board by elevator on 2nd floor Palace Road
• Bulletin board by area with class evaluation binders

Campus TV Monitors

• Go to Media Services Web pages at: http://my.simmons.edu/services/technology/media/request-forms/message-display.shtml for “Message Display Request” to submit request online. Or call at 617.521.2765 or e-mail media@simmons.edu to inquire about posting more complex graphical displays.

GSLIS Web site

• Send event details to gslisweb@simmons.edu. --Cody1 12:50, 9 October 2007 (EDT)

Campus Events Calendar

• You can submit the event to the calendar through the online “Calendar Event Submission Form” at the bottom of this page: http://my.simmons.edu/services/business/conferences/publicity.shtml, but the form works intermittently. Try calling the Conference & Special Events folks at 617.521.2158 if the link isn’t working.

LISSA Events Calendar

• E-mail LISSA secretaries to ask if they will post to LISSA calendar.

ASIS&T chapter web page

• Create page on ASIS&T chapter Web site (http://web.simmons.edu/~asist). E-mail info to whoever the current ASIS&T webmaster is.

E-mail options

• Campus Announcements – before 8am Monday week-plus before event; repeat for next Monday. Remember subject line will be what shows as first link in announcements list, so keep brief and informative. Send from Simmons e-mail account only. announcements@simmons.edu.
• LISSA listserv – at least a week-plus before event; repeat week of. Send from Simmons e-mail account only, and only GSLIS student officers can post regarding GSLIS related, student-sponsored activities. lissa@simmons.edu.
• ASIS&T E-mail listserv – members and interested others. Post to asistlist@simmons.edu. You must be subscribed to the list to be able to post. Subscribe here: https://mailman.simmons.edu/mailman/listinfo/asistlist
• GSLIS Info listserv - Post to gslis_info@simmons.edu All GSLIS students are required to subscribe to this list.

Questions/Reference/Help

Assistant for Student Administrative Services – Alisa Libby is great and will help with any questions or problems. E-mail her at (alisa.libby@simmons.edu). Her desk is right outside the office of Em Claire Knowles (inside the GSLIS office and to the right).