Posts Tagged ‘communication’

From a Student’s Perspective

Posted on: July 28th, 2014 by Michael Lepage No Comments

Author: Jena Lewis, Student, University of Lethbridge (Melissa Wiebe, Conference and Event Services,  University of Lethbridge)

From an outside student perspective, everything at a university seems to run like a well-oiled machine. It is only once you get behind the scenes that you can see how much time and effort (and occasionally panic) it takes to ensure that every event runs smoothly, and every hotel guest leaves happy.

One of the greatest lessons I’ve learned is that not all panic and stress is bad, but rather it can help create quick “on-your-feet” skills. Not only are these skills useful when empathizing with customers over lost keys or when they can’t find a specific classroom, but they also come in handy when giving a presentation in class, or when you are being peppered with questions.

Another skill I have been learning, albeit slowly, is time-management. This is crucial when planning any kind of event, especially when multiple university departments are involved. Time-management is a necessity when it comes to blocking off study time for finals, or finishing that crucial term paper while still maintaining a social life, and juggling other course work and commitments.

Ultimately the most important skill I’ve acquired is effective communication. One of the best pieces of advice I’ve received that helps work through problems in my work and my life is to always repeat a question back to the person asking it. This not only allows you time to think of a quick response, but also shows the customer that you understand exactly what it is that they are asking about.

All-in-all the experiences I have had while working for the Conference & Event Services department have helped me develop skills necessary for school, as well as other skills that will translate to life after school. The high-stress daily activity of this field may come as a surprise to those new to the field, but eventually most students (or other new staff) adapt to the work-pace and are able to deftly accomplish complicated tasks, both at work and beyond.

Jena Lewis, Student, University of Lethbridge

Melissa Wiebe, Conference and Event Services, University of Lethbridge
Email: melissa.wiebe@uleth.ca
Telephone: (403) 329-2650

Classroom Management & Conference Planning

Posted on: February 17th, 2014 by Michael Lepage No Comments

Author: Leah Wotherspoon, Special Events Assistant, Meetings & Special Events, University of Calgary

Managing non-academic classroom bookings on campus has its share of challenges at the best of times, but as the academic off-season approaches, preparation for the flurry of spring and summer activities is in full-swing.

A university has a wide variety of priorities, and sometimes these priorities end up competing with one another for the finite resources that the campus has to offer. Once the winter session ends, the conference season begins. It is important to try to strategize space utilization for the conference season in order to be able to not only provide the best possible experience for the conference organizers, but also to be able to prevent turning conference clients away and to honor agreements that are made well in advance.

One of the big challenges with managing space for conferences is that conference planning begins quite far ahead, but the academic schedules are not finalized until enrollment for the courses is closed. Even though there are few course offerings in the Spring and Summer, there is still a chance that academic class scheduling can throw a wrench in even the best conference planning.

This year, I am trying to plan ahead for the potential pitfalls of room booking, by coming up with multiple room configurations, in partnership with our conference planner, in order to try to avoid last minute scrambling caused by unanticipated academic schedule changes or even the necessary-but-dreaded room closures due to renovations or upgrades.

In all of this, communication, thinking ahead, and flexibility are all key to successfully managing the conference season, as well as the summer schools and summer camps that dominate campus during the spring and summer.
What are some of your strategies for managing space during conference season?

Leah Wotherspoon, Special Events Assistant, Meetings & Special Events, University of Calgary
Telephone: 403-220-6229
Email: ljwother@ucalgary.ca

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