Important Changes Coming for Meetings, Events & Conference Services Beginning January 1, 2024

Greetings from the Office of Meetings, Events & Conference Services (MECS),

There are changes coming to many event processes, some of which you may have already heard about. Why the changes? To support sustainable practices and reduce costly expenses incurred through late and last minute requests, we must implement accountability measures and deadlines to effectively utilize resources while also reducing avoidable expenses. Every last minute request costs SMC one and a quarter (1.25) to one and a half (1.5) times more in resources than those submitted in advance and on time.

In order to effectively serve our entire campus community, the new processes outlined below will be effective beginning January 1, 2024.

We ask that you read this email in its entirety, as adherence for all event reservations and by all requesters will be required in order to support a sustainable campus supporting positive event experiences for all participants, planners, and all of us working behind the scenes to make these events successful.

Event Reservation Time = Your Setup Time + Event Time + Tear Down Time

• Setup Time: Include additional time in your Event Reservation prior to the actual Event Start Time so you can prepare the space for your participants.
• Event Time: Your advertised Event Time for your participants
• Tear Down:  Include additional time in your Event Reservation after the Event ends so you can clean up the space. Everything you bring into space must be removed during this time.

Event Reservation Request Process

• Event Space Reservations must be submitted a minimum of fourteen (14) days in advance of your Event. 
  • A GL Code is required for ALL Event Space Reservations
  • ALL Event Space Reservations require a minimum of a 90 minutes between events for setup, teardown, and cleanup.
  • Classroom spaces require a minimum of 30 minutes between events.
• How to Request an Event Space:
  • Submit your request directly through Astra Scheduling in MySMC
    • AdAstra Tutorial: Request an Event Space 
  • Submit your request via email: Scheduling@stmarys-ca.edu

Cancellations for Event Reservations: 

• All Event Reservation cancellations must be submitted a minimum of three (3) days prior to an Event. 
• Late Cancellations & No Shows: GL Codes will be billed for all applicable labor hours spent on event resources.

Event Resource Request Deadline & Event Layout Templates

• Technology Requests & Event Resource needs & Layouts must be submitted a minimum of ten (10) days prior to an Event.
  • The Work Order system is changing…Please discontinue requesting Event Resources through the Facilities Portal and email your request to Scheduling@stmarys-ca.edu.
    • Provide a GL Code
    • Include as much detail as possible to ensure we understand what you are requesting
    • Linens are not provided by MECS; they are available through CaterTrax
  • Standard Event Layout Templates will soon be available on our website
• NEW Surge Protectors, Extension Cords, and Fire Extinguishers will be provided through the new MECS Equipment Loan System by emailing Scheduling@stmarys-ca.edu.
  • A GL Code is required at time of request
  • Failure to return loaned surge protectors and/or extension cords will incur a replacement fee.
• Tier Scheduled Events will receive priority resource allocation. All other events scheduled the same day may not receive exactly what is requested.

MECS IT Services

• Audio & Visual Equipment and Technical Support is provided for events per IT’s Service Level Agreement (SLA):
  • Hours of Operation: Monday - Sunday, 7:30am-10:00pm 
• Technology Requests, Event Resource needs & Layouts must be submitted a minimum of ten (10) days prior to an Event. 
  • Tech Checks are scheduled 30 minutes prior to an event
  • Zoom licenses must be requested via the ITS Portal in conjunction with Rob Limon, Academic Media Producer.
• Services include: 
  • Service Desk Help Locations: Galileo 111 and the Library
  • Service Desk Hours: Mon-Fri: 7:30am - 7:30pm, Saturday: 7:30am - 3:30pm
    • Phone: 925-631-4266 | Email: ServiceDesk@stmarys-ca.edu
  • Capability by Event Space coming in January
• Did you know you can also borrow Tech for your Event? Click here to borrow and return on your schedule.

Gael Dining Catering

• Have you tasted the new offerings from Gael Dining (GEC) yet? Our on campus caterer would love to collaborate with you for your next event. 
• Place your catering order in CaterTrax a minimum of five (5) days prior to an event (after the event space reservation is confirmed). Requests made outside this timeframe are not guaranteed and may be subject to availability, staffing, and additional fees.
• Gael Dining is the proud caretaker of several event spaces on campus; Dryden Hall & Patio, Oliver Hall, 1928 Pub & Patio, Founders Room, and the Faculty & Staff Dining Room & Lounge. No outside catering is allowed in these contracted spaces.

Meet the MECS Team

• Director: Karen Cresci | karen.cresci@stmarys-ca.edu
• Associate Director: vacant
• Administrative Assistant: Shweta Prasad | shweta.prasad@stmarys-ca.edu
• Student Staff, Client Services Coordinators: Naomi, Ria & Sabrina
• Student Staff, Reservationists: vacant
• Student Staff, Front Office Concierges: Jacalyn, Mya, Triveni & Victor

Soda Center Front Office Hours*:

Monday through Friday: 8:00am - 5:00pm, Saturday & Sunday: 8:00am-3:00pm 

*Reduced Hours/Closures due to Campus Holidays & Breaks

Questions or concerns? Please contact the MECS Team Scheduling@stmarys-ca.edu and we will respond as soon as we are able.

Thank you from the Office of Meetings, Events & Conference Services, in partnership with Facilities, ABM, GEC and IT Events & Conferences. We look forward to supporting the success of ALL SMC Events.

Kind Regards, 

Karen Cresci

Director of Meetings, Events & Conference Services