Events and Video Production Policies

After setting a firm date with presenters and their department/group, Medical Center employees and Medical Students are asked to check room availability prior to submitting a room request.  This can be done through the online calendar at go.osu.edu/WMCrooms (you must be on the Medical Center network). Use the Filter feature at the top right to search by date, location, and audiovisual capabilities. Click on room names for more details on the space including availability, capacity, room setup, pictures and audiovisual system instructions. For non-Medical Center entities, skip this step and submit a request. If there are any issues, the Events & Video Production team will work with you.

New requests to reserve space or schedule audiovisual services are to be submitted electronically through the Events & Video Production Request Form. This ensures Events & Video Production receives all of the information they need to accurately schedule the request. The request form can be found in two places:

• Events & Video Production Request Form
• OneSource > Places > Events & Video Production > Step 2: Request Room and AV

Upon submission, users will receive an automatically generated email that will confirm receipt and summarize the request. Once submitted, requestors can expect a response from someone on the Events & Video Production team within two business days. If questions arise before receiving a response, requestors can simply reply to the automated response they received when submitting the request.

*Events & Video Production does not accept Microsoft Outlook appointments as a means of scheduling space, requesting AV or making changes to an existing reservation.

Changes to existing reservations are to be requested via email by replying to the confirmation most recently sent by Events & Video Production. The Events & Video Production team will already have the required information from the original request submitted via the request form, so an email is adequate to make adjustments. Examples include:

• Changing the date of an event
• Changing the time of an event
• Changing the location of an event
• Removing audiovisual services originally scheduled
• Changing audiovisual services originally scheduled

For urgent scheduling needs, contact Events & Video Production via telephone at 614-688-9000.

All events with confirmed audiovisual (AV) support through Events & Video Production will have open access to the Crestron touch panel to control the AV system (i.e. system and projector/flat panel power, source selection, audio levels, etc.). Outside of scheduled events, AV systems supported and implemented by Events & Video Production are password protected. Passwords to the AV systems are not shared outside of the Events & Video Production staff.

Password protecting the AV systems between events ensures appropriate and authorized access, while reducing unnecessary wear and conserving energy. Preventing unauthorized access enforces the cornerstone policy that all use of centrally scheduled space at the OSUWMC must be confirmed prior to the event, which ensures predictable and fair access for all users. Additionally, password protecting AV systems between scheduled events facilitates the Events & Video Production service model and meets departmental requirements, allowing them to accurately track usage for informed budgeting and technology planning. This model of AV system support and management is time-tested and user supported. Since they started surveying in 2014, 95% of clients have reported that they are satisfied with the level of AV service they receive from Events & Video Production.

RSM enables users to easily host their event with self-serve access to the installed AV system. The user is responsible for turning on the AV system and shutting it down when they are done, using the touch panel control system. This service is available by request via our on-line Request Form. To best manage Events & Video Production's resources and personnel, your event may be supported by RSM for basic use of the AV system.

Some spaces are primarily supported by RSM. These spaces include BRT 130, BRT 134, DHLRI 159 and Graves Hall first floor classrooms. These spaces still need to be scheduled and AV requested through the on-line request form. In-person support of these spaces will be provided for recordings and extenuating circumstances.

Every space that Events & Video Production provides audiovisual support for has the ability to connect guest devices. Users that bring their own devices are responsible for bringing the necessary adapters to connect to the AV system. Due to the wide variety of potential adapter needs, Events & Video Production does not provide adapters for guest devices.

Loading Computer Content – Events & Video Production does not accept presentation content (PowerPoint files, picture slideshows, etc.) prior to an event for pre-loading.  Clients are expected to bring or have access to their content on-site of the event.  Events & Video Production recommends clients bring their content with them on a USB flash drive (formatted for Windows).  For on-site setups, an Events & Video Production tech can assist with loading content to the computer.  For Remote System Management (RSM) events, clients are expected to load their own content.
 
Content Creation/Editing - Events & Video Production does not provide content creation or editing of presentations (PowerPoint, Keynote, etc.) prior to events or on-site. Clients are expected to be versed in the tools they are using during their event.

Events & Video Production provides basic AV equipment checkout services to members of their Partner groups. This service is intended to meet the needs of simple, one-time meetings/presentations outside of their supported spaces. This service is not intended for long-term individual use, large quantity checkout (ex: creating a computer lab in a meeting space), recurring needs, or multiple clients checking out equipment for the same event/group/purpose.

Rules:

• 3 business day maximum checkout length.
• The client is responsible for picking up and returning all checkout equipment. Events & Video Production does not deliver or pick up checkout equipment. Equipment can be picked up in 160 Prior Hall. When entering the building, go to the far right of the large wall mural and ring the doorbell for Events & Video Production.
• All clients are required to fill out an Equipment Checkout Agreement form, in person, prior to release of any equipment. This includes providing Organization and Fund numbers and agreeing to the terms of use by signing the form.
• Only members of Partner groups may use this service (definition here). Customers and Students may not check out equipment.
• Events & Video Production reserves the right to refuse checkout requests. The primary reason for this is low inventory levels.

Items Available for Checkout:

• Laptop (Windows)
  With Medical Center login access to email, shared drives, and applications.
  Quantity: 1
• Portable LCD/DLP Projector
  Small only, with both HDMI and VGA connections.
  Quantity: 1
• Presentation Remote with Laser Pointer (for advancing presentations in Microsoft PowerPoint)
  Used to advance presentation slides in Microsoft PowerPoint.
  Quantity: 1
• Audience Response System (TurningPoint 5.3.1)
  Each pack contains 50 transmitter pads with the required USB receiver.
  Quantity: 50 or 100 pads
• Corded Reel
  Power extension cord with 4 outlets.
  Quantity: 1

To be fair to all groups, spaces are not held or temporarily reserved for tentative events. “Holding” a space refers to booking one or more dates/times/locations without first confirming the event will take place as requested or with the intent of only using some of the reserved space. This puts an unnecessary strain on limited space resources and prevents other users from scheduling their confirmed events by blocking space for events that may not take place.  Holds prevent the Medical Center from maximizing the use of their shared space resources. Event contacts are expected to have a firm date prior to submitting a room and/or AV request.

*For situations where a hold seems like the only option to ensure an important event can take place (for example, dealing with senior leadership schedules), please call our office, 614-688-9000, and ask for an Event Scheduling Supervisor. The Events & Video Production team will do what they can to work out a solution that will help you, but not impact other groups looking to schedule their important meetings.

Space Cancellation - Space at the OSWMC is a limited resource and users of that resource play an important role in its efficient management. Users are expected to notify the Events & Video Production team when an event they are the contact for has been cancelled. This ensures that space is not unnecessarily reserved when not in use, which allows the Medical Center community to host events with the most flexibility and options available within the provided resources.

AV Cancellation - Charges may apply, please see the Billing Policy.

Confirmation of a scheduled event does not guarantee the location. The Events & Video Production team does occasionally have to reassign or “bump” events to a different location to facilitate the best usage of space for all events. Reassignment is a last option.

*Outside of patient safety concerns, walking due to distance from department/unit and parking location are not reason to “bump” existing events to another space.

The space scheduling goal of Events & Video Production is to meet the needs of each request with the resources available.  Once needs have been satisfied, they work to meet preferences.  All requests are scheduled based on availability and appropriate fit, taking in to consideration event needs (estimated attendance, audiovisual support, etc.).  

As an academic medical center, OSU for-credit classes take priority over all Wexner Medical Center events.  All-day conferences are given priority over recurring and one-off meetings.  Recurring meetings are given priority over one-off meetings and newly established recurring meetings.  One-off events are scheduled on a first come, first serve basis.  Events with attendees that have patient care & safety responsibilities, especially the need to respond to emergency codes, will be given location priority based on proximity.  The spaces scheduled through Events & Video Production are not intended for long-term use, including for temporary office space.  

When a conflict between space needs exists, the following event classification priority scale (1 being the top priority) is used to determine who gets the space.

1. Senior Leadership Directed Events: High priority and high profile events supporting at least one of the three OSUWMC missions areas (clinical, education, and research) and championed by a senior leader.
2. OSU For-Credit Classes: Classes in which students are paying tuition towards a degree from The Ohio State University.  All for-credit courses are listed in the OSU Course Catalog at https://courses.osu.edu/.
       *Classes will not be scheduled in conference/meeting rooms unless no classroom space is available.
3. Grand Rounds: A formal meeting, usually recurring, that serve as an important teaching tool for medical education and inpatient care.  The meeting format includes presenting the medical problems and treatment of a particular patient case to an audience consisting of doctors, residents, medical students, and nurses.
4. Professional Teaching & Training Conferences:
   
   • All Day Conferences
   • Non-All Day Events
     *Includes both for-credit (ex: Continuing Medical Education) and non-credit (ex: staff & nursing orientations) granting events.
5. OSUWMC Leadership & Administration Events: Daily, weekly, monthly meetings for leadership and administration within the Office of Health Sciences, College of Medicine, Health System, and the Cancer Program.
6. OSUWMC Events: Daily, weekly, monthly business unit meetings, Communications & Marketing events, annual WMC events, etc.
7. Non-OSUWMC Events: Other Ohio State University events.
   *Non-OSU individuals and entities are required to have an OSU Sponsor to schedule space within the OSUWMC through Events & Video Production.

When a user would like to contest a space scheduling decision, they are expected to either email or call the Events & Video Production team with their concern. The team will make every effort to find an equitable solution to their needs, while adhering to the governing policies and priority of scheduling structure. Events & Video Production is entrusted by senior leadership to make fair and final space allocation decisions, as they pertain to events in centrally scheduled WMC spaces. If a mutually agreed solution is not established, Events & Video Production may escalate the matter to senior leadership (College of Medicine Dean, Health System CEO, James Cancer Hospital CEO, or their designee) in the appropriate supporting area if they feel it is warranted. The decision by senior leadership will be final and delivered back to the event contact by Events & Video Production.

Events & Video Production, a unit within the Health Sciences Library, provides scheduling and audiovisual services for the centrally scheduled spaces throughout The Ohio State University Wexner Medical Center (OSUWMC). Support and leadership for Events & Video Production is provided in two ways.

First, as a unit within the Health Sciences Library, the Events & Video Production operation is under the supervision of the Health Sciences Library Director.

Second, the spaces, policies, and procedures for scheduling have been approved and are supported by the OSUWMC Space Committee, which is co-chaired by a WMC Senior Leader and the WMC Facilities Planning Director. Membership of Space Committee includes education, research, and clinical mission leaders and representatives from each major WMC unit (e.g. Finance, Strategic Planning, Ambulatory Services). OSUWMC Space Committee is supported by a Subcommittee, which consists of WMC Facilities Planning (FP) staff and representatives from each mission group.  OSUWMC Space Committee typically meets the first Friday of each month. All WMC space is assigned to Org Units by the Senior Vice President for Health Sciences upon the recommendation of the OSUWMC Space Committee. Under the supervision of the Office of the Senior Vice President for Health Sciences, space within the shared room pool is centrally scheduled for all WMC units by Events & Video Production.