Bloomberg School of Public Health

Special Event
Planning

Team Members

Room scheduling
Event rooms
Multimedia
Video production
Communications
Security and Parking
Environmental Services
Jays Catering

Melissa Horn
Suzanne Salas
Cherrille Young
Joe OHagan
Susan Sperry
JP Garvin
Latrenya Hines
Steve Williams

The SET Meeting

Scheduled approximately two weeks prior to the event and held on

Tuesdays at 10:00 AM.

A representative must be present, primary contact preferred

Event review and support needs

- Date, time and location of event
- Visitors and VIPs
- Furniture arrangements
- Parking and security

- Attendees, special needs

- Multimedia needs
- Catering and alcohol
- Public event

- Communications :Publicity via Marketing

- Electronic Postings on plasma screens throughout the building


Events Manager
External Affairs Dept
Scott R. Klein
sklein@jhsph.edu
Office: 410-614-1550
Cell: 410-868-1162

Event Rooms
Scheduled via Room & Services Request Form
Student Lounge
9th floor caf, Wolfe Street
Hampton House Caf
Hampton House Patio (May October) reserve HH Caf
(rain) as a back up
Feinstone Hall (E2030)
Anna Baetjer Room (W1030)

Anna Baetjer Room

Feinstone Hall

9th Floor Caf, Wolfe Street

setup 4pm

Hampton House Caf

Setup 4pm

Hampton House Patio

Available May-October

Room Scheduling
Melissa Horn, Student Affairs
Scheduling phone number:
443-287-5198
All Room & Services requests for the use of Centrally Managed
space (non-departmental) must be processed through the
my.jhsph.edu Portal homepage:

Form Definitions:
Unsupported Event: An activity that requires no services.
Student Group Event: An event being sponsored by an approved Student
Group under the umbrella of the JHSPH Student Assembly that requires the
Associate Dean of Student Affairs approval.

Student Event Approval

Student Events
- Submit online Room & Services Request Form 3 weeks prior
to event for content approval by the Associate Dean for Student
Affairs. Form can be found on the my.jhsph.edu Portal home
page and all services being requested should be listed.

On the Form, select Yes to the question Is this an event

sponsored by a student group? General meetings are not events
and students should answer Select no if this is a general

meeting; those are not events.

Upon content approval by the Associate Dean, forwarded to:

- Room Schedulers in the Office of Student Affairs

RoomScheduling(screenshot)

OFFICE OF EXTERNAL AFFAIRS

CommunicationsandMarketing
comm@jhsph.edu
4109556878
Westrategicallypositiontheresearch,
education,andpracticeoftheSchoolto
multipleaudiencesthroughcreativeand
effectivemessagesandmediums.

OFFICE OF EXTERNAL AFFAIRS

CommunicationsandMarketing
MediaRelations
SocialMedia
Editorial
PrintandDigitalContent
Design
DigitalandWeb

SET COMMUNICATION TOOLS

SET COMMUNICATION TOOLS

Calendar of Events

SET COMMUNICATION TOOLS

Calendar of Events

SET COMMUNICATION TOOLS

Calendar of Events

SET COMMUNICATION TOOLS

Weekly Event Emails

SET COMMUNICATION TOOLS

Digital Signage & E-Poster

SET COMMUNICATION TOOLS

Faculty and Student List Servs

SET COMMUNICATION TOOLS

Wall of Wonder (WOW)

SET COMMUNICATION TOOLS

Public Relations for Major Events

Mediacoverage
Constituencyoutreach
Governmentliaison

SET COMMUNICATION TOOLS

Online Project Request

https://my.jhsph.edu/Offices/ExternalAffairs/OfficeCommunications

SET COMMUNICATION TOOLS

Get on the comms schedule

At least 6 weeks out!

Administrative Coordinator
410.955.6878
Rm. E2141 (near the Daily Grind)

Security
Event Security
Visitor Access Control: visitor badges & crowd control
Alcohol: Security Officers required
Visitor Access and Assistance
15 or more visitors registration table required
Department must staff registration table in Gallery
Security Officer required to check badges
Badge supplies are issued from W3501
Emergency Procedures
Standard evacuation procedures
Coordination required for anyone needing special assistance

Parking and Transportation

JHSPH Garage
Catering access
Visitor Drop-Off / Pick-Up
VIPs: proper security measures for high-profile visitors
Private shuttles and limousines

Contact Information

Emergency Preparedness Portal Site

https://my.jhsph.edu/sites/emergency/default.aspx

Contact Information

Capt. Chuck Barbera

JHMI Corporate Security Services
410-955-0331
cbarbera@jhsph.edu

Multimedia
Cherrille Young
Multimedia Services Supervisor
Joe OHagan
Multimedia Production
Supervisor

4109553066
cyoung@jhsph.edu
johagan@jhsph.edu

Multimedia Request form

All requests flow through the Room & Services Request Form
You will get an email confirmation when your request has been processed

Multimedia Department: W3504

Office telephone: 955-3066

Video Production Locations

Sommer Hall

E2014

Sheldon Hall

W1214

Feinstone Hall

E2030

Becton Dickinson Auditorium

W1020

Production Studio

WB509

Multimedia Magic ticket

Office of Facilities Management

Environmental Services
Special Event Preparation and Services

Furniture Arrangements
We help you plan and arrange furniture for conferences,
workshops, continental breakfasts, luncheons, dinners, etc.
Round tables must be special ordered by the department

Cleaning
We thoroughly clean all areas associated with the event.
We assist you with your meetings, luncheons, and etc.
For special preparation, we wash windows, strip and polish
floors, vacuum and shampoo carpet. The cost for this
special service is an hourly rate.

Scheduling

Note: 3 to 5 days notice is required for special requests

https://my.jhsph.edu/Resources/Help/Pages/default.aspx

Contacts
Environmental Services
410-955-3404
Randy Long 443-687-6867
Latrenya Hines - lhines@jhsph.edu (day shift)
Antonio Cole 410-274-3210 (evening shift)

Special Event Team

Service

Efficiency

Teamwork