Office of Teaching Innovation and Excellence Event Support Process

Provides instructions for requesting audio-visual and web support for speaker, panel, and other events.

SPHHP Lecture and Event Support Process
The Office for Teaching Innovation and Excellence is happy to help support all SPHHP lectures, guest speakers, and special events with technical support. So that we ensure availability and the best level of support, please complete the following steps when preparing your event: 

Submit an Event Support Ticket

• At least two weeks prior to the event, submit an Event Support Ticket through the Teaching and Online Learning Support ticketing system.
• The ticket should include all relevant details.  See below for a handy checklist.
• Include any additional questions or details you think may be relevant to our service.
• The TIE team will review the ticket and confirm support availability.  Watch for this ticket response.

Send a Calendar Invite to the SPHHP TIE Team

• After submitting the support ticket, send a calendar invitation to the SPHHP TIE Team (Teaching Innovation and Engagement).  
• The invite should include the finalized event details and serve as confirmation of the scheduled event.
• You may save time by preparing a comprehensive calendar event, that includes TIE but also associated program directors, colleagues, the presenter(s), and other SPHHP staff arranging things like catering or marketing. 
• The TIE Team will use this calendar entry to plan our participation, source, and test required technology. 

Confirmation and Follow-Up

• Tie will communicate any follow-up questions or special requirements directly to the event point person, via the ticket system.
• The event lead remains responsible for ensuring that any changes (e.g., schedule adjustments, room changes, or cancellations) are promptly communicated to the TIE teams via calendar invite updates.

Event Checklist

1. Event title and description
2. Date and Time
3. Location: Room and Building.
4. Format: is the speaker at the event, or joining remotely via web conferencing (Zoom or Teams?) 
5. Are all attendees in the room, or will some view via remote access? (Zoom or Teams?)
6. Please list presenters, including:  Full name.  Preferred title (ex. Doctor, Professor, Reverend, Ms., Mr, etc.) Contact information (email is usual).
7. Technical or AV support needs: Microphone, pointer, etc.
8. Will the event be recorded?