Internal Event Planning Form

Internal events: are hosted by students, faculty and/or staff for our NWHSU faculty, staff and/or students.

Ideally, this form should be filled out a minimum of two (2) weeks prior to your event.

Please use this form for any meetings, activities or events that would engage other departments, people outside of your department, or guests from outside of the NWHSU campus

Other department examples: IT, Facilities, etc.

Event Name:*

Requesting Department:*

Event Date:*

Event End Date:

If your event spans consecutive days.

Room Reservation in Outlook*

Room Reserved in Outlook and

Events@nwhealth.edu added as an optional attendee in your Outlook reservation:

If not, please do so now.

Yes

Upcoming class schedules are generally available in Outlook 30 days prior to the start of the term.

If you are reserving a classroom prior to class schedules being in Outlook, it is recommended that you verify your reservation once class schedules are released. You may have to reschedule your room reservation.

If you do not know how to do this, or need assistance, please contact the Registrar's office. Instructions are also located in ADP Resources under the Information Technology Resources on the left.

Event Manager:

Person on the hosting team who oversees the successful execution of the event details.

Event manager's first and last name:*

Event Manager's email address:*

Indicate times for this event:*

List times for each date individually.

Type of event:*

In-person

Virtual

Hybrid (both in-person & remote/virtual)

Event open to:*

Students

Faculty / Staff

Outside NWHSU Community

Confirm that the event host at NWHSU will be responsible for creating the link for the attendees as to how to obtain and open the virtual link.*

NWHSU employees will have access to their Office 365 account license at the podium and be able to access the common software tools within NWHSU classroom delivery.

The computer will have access to the internet, and any web-based platform such as Office 365, Zoom, Teams or Gmail.

Events goals:

Target audience:

Rooms requested:*

Room max. capacity is listed in parentheses (#) after each room.

Hyflex indicates that a room has the ability to work with a hybrid audience

Please see map for reference.

Select or enter value

Facilities Requests:

Room layout needs:*

Examples: tables, chairs, podium, additional garbage cans, etc.

You may upload documents with facilities layout or IT needs in the OPTIONAL box below.

OPTIONAL: Upload document for Facility or IT requests:

Max file size capacity of 30MB

Drag and drop files here or

IT Requests:

IT services or AV classroom equipment:*

Examples Include: microphone, projector, virtual meeting or presentation, computer, podium

Select

Confirm that the setup is the use of the room only and no access to IT/AV classroom equipment is needed.*

Select your IT and/or AV needs:*

Standard classroom setup includes:

Computer with keyboard and mouse connected to a projector
Two monitors with one being a touch-screen monitor
In-room speakers
Two cameras (wide angle classroom view or podium close-up)
Microphone choice of handheld and lavalier
Only one microphone can be used at a time
Remote clicker for presentations

Depending on classroom instruction, availability may be limited for additional requested items, however, we will do our best to accommodate the requested setup.

Note: you will need to supply your own adapters if you want to use your own Apple products with our system.

Select preferred room AV setup below.

*Multiple options may be selected

Select

Need IT personnel to check in prior to the start of your event?

Yes

Music genre requested:

Explain other IT/AV needs:

List number of presenters in each classroom or location:

Expected attendee count?

Are exhibitors, sponsors or vendors coming?

Select

How many exhibitors, sponsors and/or vendors?

Exhibitor needs:

Examples: tables, chairs, power, signage, pipe and drape, etc.

Need décor for your event? Please use the link below to fill out your request.

Décor Requests

Responses from this form will be shared with both the Facilities and IT teams.

Today's date:

Send me a copy of my responses

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