Event Planning
Planning Technology for Your Event
Information Technology Services is committed to providing the latest information as it relates to technology for events hosted on one of Loyola's campuses. Below you will find tips and resources to assist with the planning process that we hope will contribute to making your event a success.
Things to Consider
Is your event being paid for by Loyola?
- If your event is paid for by Loyola, move on to the next item.
- If your event is not paid for by Loyola, contact Conference Services at 773.508.8090 or conferences@luc.edu for assistance with your technology needs.
Will your event take place during normal hours of operation (Mon-Fri, 8am to 6pm)?
- If your event will take place outside of normal hours of operation, please note that technology support services provided may be limited.
Determining Your Technology Needs
Does your event require the use of technology?
If your event requires the use of technology, please be sure to compile a complete list of your technology needs prior to reserving a location. Below is a set of questions to help create your list.
- Do you need access to video conferencing?
Loyola has three fully equipped video conference rooms: Granada Center 291 West, Information Commons 332 and Corboy Law Center 727. - Do you need to video capture your event?
Loyola has several capture-ready classrooms including Crown Center Auditorium, 114–115; Information Commons 105, 111, 120, 215, 216, 230; Corboy Law Center 202, 423; MaGuire Hall 110; Mundelein 508. - Do you need access to a computer?
Most electronic spaces are equipped with a computer (PC) and also allow users to connect a personal laptop. A few conference rooms only provide a wall plate which requires a user to bring in a portable computer. - Do you need access to a telephone?
Most electronic spaces are equipped with a telephone. Other spaces may vary. - Do you need any microphones?
Most of the larger venues on campus have a built-in microphone system. However, the number of microphones a single space can support varies. - Will you need any special training on the use of presentation equipment prior to your event?
Classroom Technology Services (CTS) offers demonstrations and consulting for all Loyola-adopted presentation technology. Individual tutorial sessions with CTS staff can be scheduled through the ITS Service Desk (see below). - Do you need any special equipment such as a tripod, digital camera or audio recording kit?
If you are a current Loyola faculty, staff, or active student in coursework, you may borrow equipment through our self-service equipment loan program.
Loyola has made a commitment to investing in learning spaces equipped with presentation technology. As a result, an inventory of portable equipment is very limited. Visit the Classroom Technology Services page to learn more about electronic classrooms and technology features.
Alternatively, if you are a Loyola faculty, staff or enrolled and active student, DMS offers a variety of self-service equipment you may borrow for use at your event. For a complete list of equipment available for loan, please visit Digital Media Services' website at www.luc.edu/digitalmedia. If you have any questions and would like to speak with a member of the DMS team, call 773.508.8029 or e-mail digitalmediaservices@luc.edu.
Reserving Your Space Through Campus Reservations
Please note, Information Technology Services does not reserve rooms. To secure space for your event, follow instructions from Campus Reservations.
Contacting the ITS Service Desk to Request Technology Assistance
The ITS Service Desk serves as the primary point of contact for most technology-related requests. Support Center office hours can be found here. To submit your request, call 773.508.4ITS or e-mail helpdesk@luc.edu. All requests should be submitted at least 72 hours in advance of your event. Below is a common list of requests.
- To acquire secure login ID's for guest Internet access (including your presenter)
- To arrange for assistance with using built-in equipment located in the electronic spaces or to request equipment from CTS
- To request special access to systems, websites, or applications
- To request additional software
The following is needed when requesting a *Bradford Guest or Conference ID from the ITS Service Desk:
- A Loyola faculty or staff member (aka Loyola sponsor) must make the request on behalf of the conference attendee(s)
- Name of the conference
- Exact number of conference attendees
- Date of the conference
- Exact start and end times of the conference
Please note a Conference ID is for accessing the wired or wireless network and is strictly reserved just for conferences. Only the Loyola sponsor making the initial request can ask for a password reset or to remove a "lock" from an account, via the Guest Workstation Login/ID Request form. This provides access to Loyola's electronic network, including e-mail and other systems.
Guests are considered all those who are not current Loyola faculty, staff, or students. This includes visiting faculty, consultants and contractors providing services to the university, as well as non-credit participants in instructional programs. All requests must be made by a Loyola sponsor. Once a Guest ID has been created, the sponsor must contact the ITS Service Desk for any additional access privileges that may need to be set up.
*Bradford Guest IDs are used only for wireless access and only one mobile device can be registered with each ID.
All requests for either type of ID can be submitted to helpdesk@luc.edu for processing. Additionally, to help protect Loyola's network, all users must properly register their computing device via the Bradford registration page.
Review and Reserve Available Self-service Equipment
Digital Media Services offers a self-service equipment loan program in an effort to increase access to the technologies needed to both produce and display multimedia content at Loyola. Please note that staff are not available to deliver and set up any self-service loan program equipment. Equipment is available for check-out to all Loyola faculty, staff, and students actively taking coursework.
Wrapping Up Your Event
- Returning any Self-Service Equipment to the Equipment Loan Room. At the end of your event, or the due date and time of your contract, whichever comes first, be sure to return any equipment to the Equipment Loan Room as listed on your contract. Be aware fines may be incurred when equipment is returned in unsatisfactory condition or past the contracted due date and time.
- Reporting Issues with Your Room. If you discover any damaged or missing equipment in the learning space where your event took place, please notify the Service Desk during normal hours of operation so an CTS staff member can be dispatched to assess the situation. Events occurring during the late evening or on weekends should report suspected problems to the Service Desk so they can be addressed before another group uses the space.
Planning Technology for Your Event
Information Technology Services is committed to providing the latest information as it relates to technology for events hosted on one of Loyola's campuses. Below you will find tips and resources to assist with the planning process that we hope will contribute to making your event a success.
Things to Consider
Is your event being paid for by Loyola?
- If your event is paid for by Loyola, move on to the next item.
- If your event is not paid for by Loyola, contact Conference Services at 773.508.8090 or conferences@luc.edu for assistance with your technology needs.
Will your event take place during normal hours of operation (Mon-Fri, 8am to 6pm)?
- If your event will take place outside of normal hours of operation, please note that technology support services provided may be limited.
Determining Your Technology Needs
Does your event require the use of technology?
If your event requires the use of technology, please be sure to compile a complete list of your technology needs prior to reserving a location. Below is a set of questions to help create your list.
- Do you need access to video conferencing?
Loyola has three fully equipped video conference rooms: Granada Center 291 West, Information Commons 332 and Corboy Law Center 727. - Do you need to video capture your event?
Loyola has several capture-ready classrooms including Crown Center Auditorium, 114–115; Information Commons 105, 111, 120, 215, 216, 230; Corboy Law Center 202, 423; MaGuire Hall 110; Mundelein 508. - Do you need access to a computer?
Most electronic spaces are equipped with a computer (PC) and also allow users to connect a personal laptop. A few conference rooms only provide a wall plate which requires a user to bring in a portable computer. - Do you need access to a telephone?
Most electronic spaces are equipped with a telephone. Other spaces may vary. - Do you need any microphones?
Most of the larger venues on campus have a built-in microphone system. However, the number of microphones a single space can support varies. - Will you need any special training on the use of presentation equipment prior to your event?
Classroom Technology Services (CTS) offers demonstrations and consulting for all Loyola-adopted presentation technology. Individual tutorial sessions with CTS staff can be scheduled through the ITS Service Desk (see below). - Do you need any special equipment such as a tripod, digital camera or audio recording kit?
If you are a current Loyola faculty, staff, or active student in coursework, you may borrow equipment through our self-service equipment loan program.
Loyola has made a commitment to investing in learning spaces equipped with presentation technology. As a result, an inventory of portable equipment is very limited. Visit the Classroom Technology Services page to learn more about electronic classrooms and technology features.
Alternatively, if you are a Loyola faculty, staff or enrolled and active student, DMS offers a variety of self-service equipment you may borrow for use at your event. For a complete list of equipment available for loan, please visit Digital Media Services' website at www.luc.edu/digitalmedia. If you have any questions and would like to speak with a member of the DMS team, call 773.508.8029 or e-mail digitalmediaservices@luc.edu.
Reserving Your Space Through Campus Reservations
Please note, Information Technology Services does not reserve rooms. To secure space for your event, follow instructions from Campus Reservations.
Contacting the ITS Service Desk to Request Technology Assistance
The ITS Service Desk serves as the primary point of contact for most technology-related requests. Support Center office hours can be found here. To submit your request, call 773.508.4ITS or e-mail helpdesk@luc.edu. All requests should be submitted at least 72 hours in advance of your event. Below is a common list of requests.
- To acquire secure login ID's for guest Internet access (including your presenter)
- To arrange for assistance with using built-in equipment located in the electronic spaces or to request equipment from CTS
- To request special access to systems, websites, or applications
- To request additional software
The following is needed when requesting a *Bradford Guest or Conference ID from the ITS Service Desk:
- A Loyola faculty or staff member (aka Loyola sponsor) must make the request on behalf of the conference attendee(s)
- Name of the conference
- Exact number of conference attendees
- Date of the conference
- Exact start and end times of the conference
Please note a Conference ID is for accessing the wired or wireless network and is strictly reserved just for conferences. Only the Loyola sponsor making the initial request can ask for a password reset or to remove a "lock" from an account, via the Guest Workstation Login/ID Request form. This provides access to Loyola's electronic network, including e-mail and other systems.
Guests are considered all those who are not current Loyola faculty, staff, or students. This includes visiting faculty, consultants and contractors providing services to the university, as well as non-credit participants in instructional programs. All requests must be made by a Loyola sponsor. Once a Guest ID has been created, the sponsor must contact the ITS Service Desk for any additional access privileges that may need to be set up.
*Bradford Guest IDs are used only for wireless access and only one mobile device can be registered with each ID.
All requests for either type of ID can be submitted to helpdesk@luc.edu for processing. Additionally, to help protect Loyola's network, all users must properly register their computing device via the Bradford registration page.
Review and Reserve Available Self-service Equipment
Digital Media Services offers a self-service equipment loan program in an effort to increase access to the technologies needed to both produce and display multimedia content at Loyola. Please note that staff are not available to deliver and set up any self-service loan program equipment. Equipment is available for check-out to all Loyola faculty, staff, and students actively taking coursework.
Wrapping Up Your Event
- Returning any Self-Service Equipment to the Equipment Loan Room. At the end of your event, or the due date and time of your contract, whichever comes first, be sure to return any equipment to the Equipment Loan Room as listed on your contract. Be aware fines may be incurred when equipment is returned in unsatisfactory condition or past the contracted due date and time.
- Reporting Issues with Your Room. If you discover any damaged or missing equipment in the learning space where your event took place, please notify the Service Desk during normal hours of operation so an CTS staff member can be dispatched to assess the situation. Events occurring during the late evening or on weekends should report suspected problems to the Service Desk so they can be addressed before another group uses the space.