Event Coordinators plan and administer their Department, School, Centre, Institute, Program, or Unit activities in Faculty of Medicine academic learning spaces. The following outlines the roles and responsibilities for event coordinators.
Please note: Academic learning spaces not affiliated with the Faculty of Medicine cannot be booked through the Resource Coordination Team.
Booking Responsibilities
- Act as designated point of contact to collaborate with the Digital Solutions Resource Coordination Team.
- Determine and submit booking requirements in accordance with Advance and General Booking guidelines and timelines.
- Communicate promptly with the Resource Coordination Team about:
- Booking changes
- Changes to the event organizer’s contact information
- Cancellations
- Booking conflicts or requests to use spaces already booked.
- Book only the spaces needed and regularly review reservations to ensure resources are still required.
- Ensure that the requested spaces are appropriate for the planned activity.
Access to Booked Academic Learning Spaces
- Event organizers are responsible for understanding access conditions for each room.
- Event organizers are further responsible for distributing access information to participants.
- Details about room access (e.g. access codes, contacts) can be found on RoomFinder.
After-Hours Events
- Recordings must be manually started by the Host or co-Host of the Zoom meeting.
- For certain sites, Event Coordinators are responsible for arranging housekeeping, custodial, and security services for events held outside of regular hours.
- If unsure of the specific after-hours requirements for your site and event, please contact the Resource Coordination Team.