Planning an Event

Give yourself 6 to 8 weeks of lead time to plan an event so that virtual interpreters, if necessary, can be found.

Additional time is needed, 8 to 10 weeks minimum, if your event ideas involve:

• purchase and acquisition of materials or rental of equipment (anything you don't have yourself and are willing to use/donate)
• hiring any outside individuals for requested services such as a speaker, facilitator, technician, or guide, or when requesting any compensation for LRCCD individuals through the ESA/PEX process
• complex audio-visual/media needs including videography, conference devices you are not fully trained on (Samsung Flip, Owl), streaming, or use of multiple microphones
• requests involving other divisions/departments, including support from Operations/Custodial Services outside of areas on the required Internal Event Form
• requested use of categorical funds, including Strong Workforce or Student Equity Achievement Program (SEAP)

Frame your professional learning in terms of how it will ultimately impact students positively, especially underrepresented students. You can book a consultation with the Equity team at SCC to help shape your event.

Your event space and the resources you provide should be accessible. Accessibility features benefit everyone and are essential to creating content that can be experienced and perceived by all who are interested in your presentation/event. Taking the time to consider how expansive you can be in your presentation methods and the tools you engage with in your PD event allows for a more inviting and welcoming experience for your audience, and recognizes the importance of accessible processes and practices in our educational environment.

At this time, ASL interpreters and live closed captioning is only offered through remote services, so please consider how you can make your event flexible and include a Zoom option whenever possible. Owls (small AI-controlled audio/visual systems that can help create a hybrid interactive environment) are available starting in Summer 2023 in each Division. Please contact your Dean/Supervisor/Division Office to request use. Owls do have audio/visual limitations, so please be sure to give yourself ample planning time to consult with the SRC and AV/Media for suggestions.

Please consider Universal Design for Learning principles when creating documents and other resources, and be mindful and intentional in placing as few barriers as possible for your audience. If you have questions or want help with accessibility, please request a consultation with the SRC Team and consider reaching out to DSPS for more ideas.

Accessibility touches presentations, handouts, documents, links, emails, and more.  Here are some quick links to get you more informed on accessibility and usability for common software applications:

• Presentation/Slides
• Quick-Guide for Accessible Powerpoint/Slides
• Accessible Documents Suggestions
• Google Sites
• Google Sheets/Microsoft Excel
• Outlook

• Create interactive moments in professional learning to engage the audience, such as:

  • a Q&A session
  • breakout moments for attendees to share
  • ways for people to move about their environment
  • for virtual events, you can create a Jamboard
  • for in-person events, consider using a concept map:
    • give participants Post-it notes they can add details to, relating to the topics you're showcasing
    • the totality of perspectives you gain from all the Post-it notes can create a map that allows you to dive deeper into a topic

Online Events

Virtual events are easy to plan via your Zoom account. SCC employees have licensed Zoom accounts and can easily book a Zoom event. When you book a Zoom event, we suggest considering:

• Using a passcode
• Asking for pre-registration for the event. That way you can track attendance before and know how many to plan for the event.
• Mute participants on entry.
• Disable the waiting room so you have less to manage.
• Asking for a colleague to assist with room management - monitoring the chat, for example.
• Retaining the Zoom link or pre-registration link and the fuller Zoom invite (for potential virtual interpreters).

In-Person Events

In-person events are not much more difficult, but you'll first need to locate a room and think about accessibility.

Accessibility

In order to be accessible you'll need to consider a virtual ASL interpreter as in-person interpreters are very difficult to find, and our current service providers do not offer in-person interpreters. So you should plan on an event where a virtual interpreter can participate virtually even when the event is live. We know that is tricky, but some rooms that have camera equipment are RHN 258 and LRC105.

Owls are also available to use as well and are portable. Most Divisions will have Owls available so check with your Division Dean for access to the Owl, and take time prior to your event to learn and understand its functions.

Secure a Physical Location

Operations Internal Campus Event Reservation Form

The Operations Event Reservation form must be done ahead of time to secure a physical location, and is only a request.

Depending on the complexity and time of year of your event, your request may need several weeks to appropriately plan for, and your requested location may be already reserved as reservations are confirmed on a "first come/first serve" basis. Be sure to look for a confirmation email regarding your requested space from Cristina Perez in Operations, or another Operations personnel. Please call (916) 558-2543 with questions.

Tech/AV/Media Services

There is a checkbox marking Tech/AV/Media Services needs for your event on the Operations Internal Campus Event Reservation Form. This is not a way to communicate with the AV/Media Team and does not reserve you an Owl or any other AV/Media equipment. The checkbox is for internal Operations use only! Please contact the AV/Media Services Team at the time you are planning your event, to communicate your ideas and interests. Then they can effectively offer you suggestions of what equipment you will need and what options they can offer help with.

You can reach them at scc-mediaservices@scc.losrios.edu or call them at (916) 558-2436.

Your schedule mostly determines time and date, but here are a few points to keep in thought:

1. Check the calendar for events on the day you plan to hold your event and make sure there are not major conflicts that might attract people away from your event.
2. Have a lead time of at least 4-6 weeks when setting the date, so plan at least 4-6 weeks in advance in terms of creating the Zoom link or making the facilities request.
3. Fridays are committee days but most committees end by noon. You might generally avoid Friday mornings for events to avoid schedule conflicts.
4. Check with your intended audience, if known, about good times. You will not be able to get everyone to attend, but you might check with your department if this event is department-facing, or with colleagues that will put you at ease by attending to help you choose a time and date.

• Parking for guests. Please consult with your Division office regarding passes for visitors from the Los Rios Police Department (LRPD). For additional information, see the LRPD website on Visitor Parking.
• WiFi access for guests
• Sustainable Resource Use - Please consider limiting or avoiding the use of printed materials and instead provide pre-event and follow-up emails, social media posts, QR codes shared with guests, etc.
• Do you need support for materials to enhance your planned event? Please communicate 6-8 weeks in advance with the SRC using the SRC Consultation Form and let us know what sort of PL materials we may be able to help you with. Funding options are limited, but we're interested in connecting with you more about this.
• If you have needs that involve using specific software or will need to borrow a computer or any computer equipment or accessories, please contact IT using the Service Central link. You can find more information on the SCC IT Services page.
• If you have special material needs, including borrowing equipment from AV/Media Services, please contact them directly early in your process to identify your interests so that they can provide guidance and communicate what they have available. You can reach them at (916) 558-2436 or scc-mediaservices@scc.losrios.edu
  • Be aware: The checkbox marking Tech/AV/Media Services needs for your event on the Operations Internal Campus Event Reservation Form does not link to AV/Media Services Team and does not reserve your equipment or support. This is not a way to communicate with the AV/Media Team and does not reserve you an Owl or any other Av/Media equipment--that checkbox is for internal Operations use only!

Need some support along the way through this process? Contact the SRC and request a consultation early in your planning process so that we can help!

An event might be virtual completely. In cases of using Zoom or Microsoft Teams, we suggest that all facilitators set up their own Zoom links for professional learning and ask a colleague to help out as co-host. In addition:

1. Recording to the cloud you can send the link to participants. You may want to upload the video to YouTube or Canvas Studio first so that it can autocaption (although note that autocaption is only about 80% correct - it fails with punctuation, spelling, and more.
2. Ask for participants to preregister. That way they get a calendar invite on their Outlook calendar and you can track when as the date approaches how many have signed up. This can inform outreach. For example, if few people show up, then you might sent out a reminder e-mail or use CityScape via the PIO to advertise your event. Also, you can e-mail those that have signed up with homework and reminders.

For hybrid events, you'll have to incorporate both a virtual and in person component. Many rooms on campus now have the ability for hybrid events, such as RHN258. Many departments now have their own Owl system, a portable 360 camera that you can plug into your laptop or room computer.

For in person events, you must still be able to have the ability for an interpreter or captioning to be done, so you might have an Owl handy even if the event is not hybrid so that the virtual interpreter can be on screen while the event proceeds.

Get your event promoted using our various marketing newsletters, events calendars, and other tools.

Marketing Website and Support Request

Many of the ways you can promote your event suggested below can be accomplished by using the Marketing Website and Support Request form. This form communicates to the Public Information Office (PIO) and the webmaster design team that you have an event that you would like to share with others and provides several options to communicate on the second page of the form.

• Get your event advertised via the Cityscape newsletter that goes out every Monday.
• Get on Celebrate City agenda.
• Get marketing materials created by the district's graphic design team.

Get on the Staff Resource Center Newsletter

Contact the Staff Resource Center assistant and faculty coordinator.

You can showcase your event and its details while attending the following meetings. Contacting the leadership of these various areas is a start to getting the word out:

• Committees
• Deans Council
• Department Chairs Council
• Department meetings
• Academic Senate through at least a public comment
• Classified Senate
• Student Leadership

You might also e-mail the pre-registration participants to share before the event through a JamBoard, Padlet, Canvas discussion thread, Google Meets, etc.