Hybrid Events

Hybrid events are valuable in establishing and growing connections within the AC Community. Hybrid events have the ability to engage participants in person as well as virtually. The resources below will support you in planning and executing hybrid events.

image of pictograms of in-person and virtual events

 

 

 

Booking ACET – VP Request – If you would like an Algonquin College Executive Team member speak or attend your event please refer to the instructional PDF and reach out as soon as possible, understanding ACET’s calendars get booked far in advance.

Booking Campus Space for In-person Events – Available classrooms can be booked for use through the Registrar’s Scheduling Office. Complete the appropriate form listed below, and someone will get back to you within 24 hours, excluding weekends and holidays. Dedicated space may be booked through the Registrar’s Scheduling Office with the permission of the School that is assigned primary accountability for the space.

Algonquin Faculty and Staff have a few methods to book space:

Facilities Management for In-person Events – Once you have booked the space for your in-person event, all setup/teardown and custodial requirements will need to be communicated to Facilities Management. Fill out this form if you require a specific furniture layout. For changes to your submission, contact 7710@algonquincollege.com with your Work Request number and copy Alexandra Lord. Here is an example email. Include updated setup diagrams and details regarding the specific modifications you wish to make. A 2hr window is required before and after your event to accommodate setup and teardown. Ensure your booking accounts for this additional required time. It is important to note there is a chargeback for event setups & teardowns. If no setup is required, the room will be ready with its default setting at no cost.

Information and Technology Services – Information Technology Services (ITS) is a digital innovator and the College’s inhouse audio-visual service delivery partner. ITS provides a variety of resources and services to the College. You can request ITS event services for your event by filling out this Audio Visual Event Request Form.

For questions and inquiries regarding ITS Event Services, please contact Abraham Yosief, abrahay@algonquincollege.com.

Food and Conference Services – Algonquin College’s Food & Conference Services department on the Ottawa campus, they manage all in-house catering services on campus (with the exception of the Algonquin College Students’ Association locations). They are happy to provide you with a quote before booking their services, if required. To discuss specialized requests, for items not on the menu, or for guidance on meal selections and quantities please contact Laura Dimic, Manager of Conferences, Catering, & Events at extension x2007 or email dimicl@algonquincollege.com.

Faculty and staff, once you have confirmed your on-campus location, date and time, and have reviewed the Catering Menu, you can place your order through the internal online catering system with your required order to be expensed to your approved department cost centre. You will use your network username (do not include @algonquincollege.com) and password to sign in. Please ensure you are connected through VPN to place your online order if you are off campus.

Submitting your Event to MyAC – An important component of your event is promotion. Use the following resources to communicate your event to the AC Community. MyAC is the Algonquin College employee portal with current new, announcements, and event information for the College community. Good Morning Algonquin (GMA) is the daily email delivered to your inbox. It includes the same content that is posted on myAC. All events should be posted to the College Events Calendar as soon as you know the date, or even tentative date (just add a TBC beside your title). Follow this link to sign into MyAC and submit your event.

Event Materials – Every event is different and requires different materials and items. To book flag(s) for your event, please email Joanne Cairns at cairnsj@algonquincollege.com. Specify the date/time of your event, and the time you need the flag(s). For further information on flag positioning click here (please see flag positioning pdf attached). To book stages (5 ‘x 8′, or 6′ x 8’ size pieces) and pipe and drape, please contact Laura Dimic at dimicl@algonquincollege.com.

To reserve Event Support Materials you must be a College Employee with the Budget Code and Cost Centre.
Please complete this form to reserve your event support materials, we will get in touch with you within 2 business days.
You must reserve at least 5 days in advance and arrange to pick up at least one day before your event.

Templates, Tools & Tips – The following templates will further guide you in planning and executing your event. During the planning phase there are key tools and documents you will want to utilize. By continually referring back to these documents you will be able to stay focused and organized. These tools are explained in further detail, with links to samples, below.

Critical Path This MS Excel spreadsheet will give you an idea of the basic requirements and action items to complete as you plan your event. You will need to edit and add to this list based on your event, but the items listed will give you a starting point.
Event Brief An event brief is document that serves as a comprehensive, centralized overview of your event, detailing the core elements involved, key corresponding statuses and timelines, and the central internal and external resources needed to bring your event to life successfully. Sample brief.
Agenda Creating an agenda is one of the first things you should do once you have decided on your event. This word document will be closely linked to your overview (for timing) and will go through a number of edits as you book your speakers and modify timing. The final version of this document should be distributed to event participants and stakeholders. Sample agenda.
Budget This document will be constantly updated as you receive quotes and final invoices. If your event is an annual event use last year’s actuals as this year’s estimates to best judge what your expenses will be. You will want to keep a copy of all expenses to refer back to when needed.
Registration Depending on your event you may want to have some form of registration process, either online through EventBrite, or other online registration softwares. EventBrite is user friendly, and easy to communicate with and manage attendees.
Run of Show A Run of Show is a It is a way of simplifying and distilling information that is essential to running a live show. At its core, a run of show is a document that lays out the timing, program, and content for each moment of an event. Live virtual or hybrid event production. It’s the primary document that that lays out the production schedule before and during your event and is shared with your team and the event hosts, presenters, speakers, and ITS. Sample run of show.
Chat Content Template The chat box in your webinar or meeting is an important tool and a great way to engage with your audience. Please reference our sample chat content.
Parking For further information on parking and parking lot maps, click here.
Safety & Security Services Contact Safety & Security Services at security@algonquincollege.com or ext. 5010 to let them know when and where you are holding your event and nature of your event so they can staff appropriately.
Health and Safety Protocol Guidelines Please refer to the Health, Safety and Security section of the College Policies website.
Branding & Marketing Contact Marketing/Creative Services, to help with creating signage and event promotional material. There is an online form to fill out with your requirements, click here to fill out the marketing request form. Please note, there are strict guidelines in applying and using the College logo and Coat of Arms.
The Print Shop Nothing can make or break an event like good directional signage! The Print Shop can help you produce quality 11 x 17 horizontal signs that you can insert in the event sign holders around the College.
Thank you & Feedback One of the most important things you need to do is make sure to thank participants, volunteers, guest speakers and colleagues appropriately. Send a participant thank you email following the event with a survey link (if you decide to send a survey).
Feedback Methods Depending on your event you may wish to receive feedback in the form of a survey. If you collect email addresses during registration you can send out an online survey with your thank you message. We recommend you use Survey Monkey. To register for an account, please contact the ITS Client Care (ext. 5555) and you will be granted access to a SurveyMonkey enterprise account. The survey will be dependent on the type of event and information you wish to collect. It is important to send your survey out as soon as possible following the event to maximize the response rate, best to prepare this in advance.

Use Survey Monkey’s support tool, question bank, should you need assistance creating survey questions.