There are many items you may need to have at your event including furniture, IT & audio and catering
Each section will explain how to source and book these types of items for your event.
Rearranging and Booking Furniture
These items include:
- Chairs
- Tables
- Exhibition Boards
- Stage
- Plinths for speakers
Using the SA Space at both campuses
Before any event can be set up, the furniture in the SA Space must be rearranged or moved out of the space before any other set up happens.
The furniture already in the space can be used, moved or added to with other chairs and tables from the college resources.
Using other locations
If you are using a different space and there is furniture already there, you can use or add to the furniture, you are unable to remove furniture from these spaces.
Usually all you will need is tables, chairs and exhibition boards moved into the event space.
How to request furniture to be rearranged, added or removed
An Operations request on Enquirer - Operations Tab must be submitted to set up or rearrange or remove furniture and reset furniture for an event or activity.
Who moves the furniture?
The Janitors are the staff who generally move, rearrange and set up event and also breakdown the event furniture to make sure the event space goes back it its original format. Once the request is in, a member of that staff team will set up and breakdown your event.
What information do the Janitors need to know on the Operations Request?
- Date of your event
- Location of your event
- Set up time from what time (evening before / day before)
- Breakdown time (an hour after the event / next day)
- What furniture you need
- What you need done with the furniture (rearranged / removed or added)
- Layout of how you want the space to look like for your event
Who can submit an Operation Request?
- Students' Association Staff (SA)
- Student Engagement Officers (SE)
- Student President
When should you submit an Operations Request?
Ask the SA or SE staff to help you complete a request. It is better if you complete the request as soon as you book the space and no later than 72 hours or three working days before your event.
It is your responsibility to ask staff to support you to complete this task early in the planning stage.
How to source and buy stationery items
This is every item you use to write on or with, specific paper for exhibiting work or display books for showcasing student work or art and craft items.
How to source items?
The majority of these items may be already available in the existing Students’ Association stock. Speak with a Students’ Association staff member or Student Engagement Officer early in your planning stage to find out.
When to source items?
All items must be sourced in the first instance at least two weeks, if not longer prior to the event date.
Why?
Some specific items like A3 card or arts & craft supplies must be purchased via the College PECOS financial buying system, this means that CitySA can only buy items from certain approved suppliers on the database.
Who can help you source items?
- Students’ Association Administrators
How to Source and Book IT and Audio Equipment
CitySA work in partnership with other College departments to help us use technology during events and projects. We can get access to the following:
- Laptops
- Tablets
- Microphones
- DSLR camera
When to book the devices you need?
All items must be booked as soon as possible to ensure availability and no later than one week prior to the event.
Tablet devices
To book up to two digital tablets, speak with either:
- Students' Association Administrators
- Students' Association Coordinator
- Students' Association Digital Officer
To book any more than two devices, contact the Learning Support Coordinator, Claire Quinn claire.quinn@cityofglasgowcollege.ac.uk
It is the lead of the event (you) to ensure that all devices are fully charged and have the surveys (if applicable) downloaded onto the devices, ready for staff and volunteers to use.
If you need help to download a survey on the device eg. using Survey Monkey or Google forms, speak with the Students' Association Digital Officer, Student Engagement Team or Students' Association Administrators to help you do this for your event.
Laptops
It is the IT Department who provide CitySA with laptops and microphones and staff support
An Operations request on Enquirer - Operations Tab – IT must be submitted to book staff support or equipment.
Who can submit an Operation Request?
- Students' Association Staff
- Student Engagement Officers
- Student President
Ask any of the above staff to help you complete a request for furniture or IT / Audio.
Photography Equipment
The Students' Association has access to a DSLR camera for taking photographs at events and during projects.
How to book the camera
Prior to your event speak to the Students’ Association Administrator or Students’ Association Co-ordinator or Email citysa@cityofglasgowcollege.ac.uk
How to order food, drinks and treats
Students love free food and drinks. Fact.
In- College Catering
The majority of food and drink comes from the Colleges in house college catering company.
What food and drinks does catering supply?
- Pizza
- Hot and cold drinks
- Sandwiches
- Cakes
- Finger food (buffet)
- Promotional food items e.g. 'No Smoking' cupcake toppers (see photo)
When should you book catering?
All items must be ordered in the first instance at least two weeks if not longer prior to the event date. Food is ordered through the in college catering PECOS financial system. Speak with a Students' Association Administrator to help you order what you need.
Treats: Sweets and Chocolate
An added bonus for students to engage with the CitySA events is to offer sweets, chocolate and cake. Speak again with the Students' Association Administrators to help you purchase items. You will need receipts to claim back any money spent.
Equipment and Resources Section Recap
- Furniture is rearranged, added or removed by the Janitors via Operations Request
- You can borrow tablet devices from the SA and Learning Support Team
- You can borrow laptops or audio equipment from IT Team via Operations Request
- Food and drinks are provided by the Catering Team
- Catering items arer orderdered via PECOS financial system
Credits:
Created with images by Matthew Hamilton - "Long-lens camera in close-up" • DESIGNECOLOGIST - "SPEAK UP" • Jon Tyson - "untitled image"