Frequently Asked Questions

Certain events require an event walk through before the event. These are typically scheduled 1-2 hours before the event. Event walk throughs ensure that the internal event planner and the events team are on the same page, particularly when it comes to AV and what is on the screen and when. We want to make sure that when the event is happening, we have our best foot forward and everyone knows what they need to do and when. At the event walk through, we will go over the event run of show that was provided by the internal event planner.

We love over communicating! Not sure where to start? Ask Conference Services. Not sure who submits what request and when? Ask Conference Services. Have an event question that seems silly to ask? Ask Conference Services! We are here to help you have a successful event!

Throughout the planning process, Conference Service is happy to email and meet with you in person or via Webex as often as necessary. It's a good rule of thumb to check in every two weeks at the start of planning and then more frequently as the event approaches.

This is one of the most difficult things for people outside of Conference Services to determine. When in doubt, always call Conference Services!

Some activities are considered events and require the support of Conference Services while others are considered meetings and do not.

Here's a good way to look at it: any activities that take place inside a designated event space are considered events.

Our event spaces include:

• Downtown- Michigan Room, Grand River Room, Dart Auditorium
• West Campus- The Showroom, Auditorium, Atrium, BCI rooms

For any gathering outside of the spaces listed above, it's a good idea to contact Conference Services or follow the steps on this website to determine if additional support is needed.

Examples of events outside of designated event spaces: GlobalFest in the Cesar Chavez Learning Center, Veterans Memorial Induction Ceremony in HHS, Tech Careers Job Fair in the West Campus Lobby

Conference Services handles all work requests except for marketing, public relations and print services. Please don't submit other requests like photography, moving services, etc., it confuses the events team when they don't come from Conference Services.

There is also a really nice spreadsheet to help you determine who does what and when (insert here). When in doubt, always ask Conference Services!

The doors to your event will be unlocked one hour before your event, unless otherwise discussed with Conference Services prior to your event date. You're welcome to get to the room once the doors are open. You're welcome to do an AV run through at that time if you'd like. Please make sure that the internal event planner is the first to arrive at the event.

Conference Services is able to unlock doors for events as needed. If you have people without StarCards attending, please let Conference Services know so they can make sure the doors are unlocked.

Conference Services will determine the best place for your guests to park based on where the event is taking place. Conference Services will create a signage plan that consists of digital and/or printed signage across campus to direct attendees where to park and where to walk once they've parked. As the event planner, you can also let your attendees know where to park and let them know to watch for the signs. Conference Services also has QR code for all meeting rooms from the ramp (downtown) or main lot (at west) to the meeting room. The QR codes will be on the digital signage inside the ramp (downtown) for guests to use in addition to the signage. If you'd like the QR code in advance to share with your attendees, please contact Conference Services.

Divisions and departments are welcome to create their own informational handouts for attendees. Marketing needs to create all programs, roll up banners, posters, flyers, certificates and materials. Print services needs to print all documents that marketing creates and they can also help with division and department created handouts.

There's just a couple of things to remember to do when your event is over.

• Take all items out of the room that were brought in for the internal event immediately after the event
  • This includes programs, décor, awards and award boxes, etc.
• Leave the room as you found it

If your event included food and beverage that was ordered through Conference Services, they will remove the leftover food and beverage.

If your event included food and beverage that wasn't ordered through Conference Services, there are a few more things, in addition to the above, that you need to take care of.

• Remove all food and beverage from catering buffet tables
• Remove all food and beverage, trash, etc. at the tables where people ate
• LCC's contracted cleaning company is not responsible for cleaning up food or items leftover on tables.

Sign language interpreters are typically useful in situations where there will be an attendee who is fluent in American Sign Language (ASL). Typically this is a person who was either born Deaf or became Deaf early in life, and thus learned ASL as their primary language in school (although there are exceptions). Often these people are “big D Deaf” which means that they identify with Deaf Culture and use ASL is their primary language. ASL is different enough from standard English that it is typically easier for Deaf people to understand and interact in situations with a sign language interpreter rather than relying on captions. Captions can still be helpful if there is any video content, as it allows the attendee to focus on the video itself, rather than diverting their attention between the video and the interpreter.

Captioning is useful in a few different situations. As mentioned above, it can be helpful in the event that there is video content and can provide access to people with a variety of disabilities. These include people who are hard of hearing or “little d deaf” (those who have limited hearing but do not identify with Deaf culture and are not fluent in ASL), those with audio processing difficulties, or even people who just learn better by reading than hearing. Autocaptioning is a useful tool absent any specific needs of attendees, but it is not fully accurate. If an attendee needs captioning to be able to fully participate, then those captions should be as close to 100% accurate as possible. This is where a live captionist would be appropriate.

Our caterers require a one month notice of the desired menu, approximate number of attendees and drop-off and pick-up times. Once the menu is determined, it cannot be changed.

The final count is due at noon one week before the event date. At that time, please let Conference Services know how many people you will need catering for as well as a final list of dietary restrictions.

Pro tip: close your registration for 8-10 days before your event so you have time to compile the final count and dietary restrictions before the deadline.

Sometimes the caterers are able to accommodate events with less than one month's notice but it isn't a guarantee.

All internal groups are required to order through Conference Services for all food and beverage for events. Special permissions are granted occasionally for outside catering if an authentic cuisine is required to meet a cultural need. These caterings require a one month notice so Conference Services has time to secure a vendor. Requests are not guaranteed but Conference Services will do their best.

Internal groups are allowed to bring in their own food and beverage to classrooms and non-event spaces when it's not an event but food is being provided. When ordering catering from an outside vendor (Jimmy Johns, Panera, etc.), make sure you work with the Director of Auxiliary Services and the Director of Purchasing at least seven days before ordering to ensure that the proper paperwork is on file. Internal groups are required to abide by the LCC purchasing guidelines when ordering food and beverage from an outside vendor.

Internal groups are required to submit the necessary work requests when ordering food and beverage from an outside vendor including 5Star requests as needed for:

• Catering tables
• Linens and skirting
• Trash removal (required)
• Cleaning (required)

Livestreaming can be requested for events wanting to be broadcast for public viewing. It is often used at graduations, pinnings and other events to reach a wider audience and provide friends and family with the flexibility and convenience of watching from their home. It is one-way, meaning the public can view the video but they cannot interact or comment, etc.

Video conferencing can be requested for events wanting to have both in-person interaction and an interactive online audience. Video conferencing is two-way, meaning anyone in the meeting can speak, comment in the chat, see the documents, etc.

Absolutely! There are a few exceptions... no glitter, confetti or open flames. Also, you are not able to stick or tack anything to any wall or surface. We do have easels available that we can use, just let Conference Services know in advance.

Internal events do not have a room rental but there are some potential fees like food and beverage, ASL interpreters or captionists, print services fees, after hours or weekend hourly fees, etc. For a quote, please contact Conference Services.