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1. Bloomberg School of Public Health
Special Event
Planning

2. Team Members
• Room scheduling Melissa Horn
• Event rooms Suzanne Salas
• Multimedia Cherrille Young
• Video production Joe O’Hagan
• Communications Susan Sperry
• Security and Parking JP Garvin
• Environmental Services Latrenya Hines
• Jay’s Catering Steve Williams

3. 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 - Attendees, special needs
- Visitors and VIPs - Multimedia needs
- Furniture arrangements - Catering and alcohol
- Parking and security - Public event
- Communications :Publicity via Marketing
- Electronic Postings on plasma screens throughout the building

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

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

7. Anna Baetjer Room

8. Feinstone Hall

9. 9th Floor Café, Wolfe Street
setup 4pm

10. Hampton House Café
Setup 4pm

11. Hampton House Patio
Available May-October

13. 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.

14. 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

15. Room Scheduling (screen shot)

17. OFFICE OF EXTERNAL AFFAIRS
Communications and Marketing
comm@jhsph.edu
410 955 6878
We strategically position the research,
education, and practice of the School to
multiple audiences through creative and
effective messages and mediums.

18. OFFICE OF EXTERNAL AFFAIRS
Communications and Marketing
Media Relations
Social Media
Editorial
Print and Digital Content
Design
Digital and Web

19. SET COMMUNICATION TOOLS
7

20. SET COMMUNICATION TOOLS
Calendar of Events

21. SET COMMUNICATION TOOLS
Calendar of Events

22. SET COMMUNICATION TOOLS
Calendar of Events

23. SET COMMUNICATION TOOLS
Weekly Event Emails

24. SET COMMUNICATION TOOLS
Digital Signage & E-Poster

25. SET COMMUNICATION TOOLS
Faculty and Student List Servs

26. SET COMMUNICATION TOOLS
Wall of Wonder (WOW)

27. SET COMMUNICATION TOOLS
Public Relations for Major Events
• Media coverage
• Constituency outreach
• Government liaison

28. SET COMMUNICATION TOOLS
Online Project Request
https://my.jhsph.edu/Offices/ExternalAffairs/OfficeCommunications

29. SET COMMUNICATION TOOLS
Get on the comms schedule
At least 6 weeks out!
Administrative Coordinator
410.955.6878
Rm. E2141 (near the Daily Grind)

31. 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

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

33. Contact Information
Emergency Preparedness Portal Site
https://my.jhsph.edu/sites/emergency/default.aspx

34. Contact Information
Capt. Chuck Barbera
JHMI Corporate Security Services
410-955-0331
cbarbera@jhsph.edu

36. Multimedia
Cherrille Young
Multimedia Services Supervisor
Joe O’Hagan
Multimedia Production
Supervisor
410-955-3066
cyoung@jhsph.edu
johagan@jhsph.edu

37. 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

38. Video Production Locations
• Sommer Hall E2014
• Sheldon Hall W1214
• Feinstone Hall E2030
• Becton Dickinson Auditorium W1020
• Production Studio WB509

39. Multimedia Magic ticket

41. Office of Facilities Management
Environmental Services
Special Event Preparation and Services

42. 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

43. 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.

44. Scheduling
Note: 3 to 5 days notice is required for special requests
https://my.jhsph.edu/Resources/Help/Pages/default.aspx

45. 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)

53. Special Event Team
S E T
Service Efficiency Teamwork