Planning and running an event in Faculty of Medicine spaces involves a few key steps. Use this guide to make sure your event goes smoothly.
Before Your Event
- Book your resources (academic learning spaces, FoM Zoom) using RoomFinder and include service requests as needed (e.g., recording, technical support.)
- Confirm that you’ve received a booking confirmation via email from the Resource Coordination Team.
- Disseminate site access information for your participants and presenters at all locations.
- If using videoconferencing, share Zoom details (Meeting ID digits, passcode) with participants in advance.
- Check technology and equipment needs early. If you or your presenters are unfamiliar with the room technology, in-room user training is available — visit the In-Room User Training webpage to learn more or submit a request.
- Identify a backup person who can assist or take over coordination if you’re unavailable.
- Confirm all event requirements. Certain sites require additional steps for catering, custodial, security, or other support services if your booking is after-hours. Contact the Resource Coordination Team for more information.
During Your Event
- Arrive early to set up and test audio/visual equipment.
- Check your connections:
- Ensure all videoconference sites or hybrid participants are connected.
- Verify that everyone can see and hear clearly.
- Test presentation materials to make sure they display correctly at all locations.
- Contact the MedIT Service Desk (1-877-266-0666, option 2) immediately if you experience technical difficulties.
- Start on time and make sure the session stays within your booked time slot.
After Your Event
- End the session on schedule so the next group may start their session on time.
- If videoconferencing, end the Zoom meeting so the call disconnects and recording (if applicable) is ended at an appropriate time.
- Leave the room clean and tidy and remove any personal items or garbage.
- Report any issues (technical, custodial, or facility-related) to the Resource Coordination Team or MedIT Service Desk.
- Provide feedback if you encounter recurring issues or have suggestions for improving event support.
Need Help?
For assistance with bookings, contact the Resource Coordination Team at fom.resourcecoordination@ubc.ca.
For technical issues during your event, call the MedIT Service Desk at 1-877-266-0666 (option 2.)