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As of Fall 2023, there is a new procedure for requesting IT services for an event. This procedure is meant to simplify the process, creating a centralized workflow to confirm IT staff availability. All requests should be entered at least 2 weeks in advance of an event, when possible. IT services is not confirmed for an event or walkthrough unless Stamford ITS approves the request.
For either an Onsite Tech or Walkthrough Tech service request, the client will be charged for the amount of time services were rendered.
Client Inquiry is when the client has a technical question about a room and a response is needed from Stamford ITS.
Instructions for Requesting Stamford ITS Staff
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(Onsite, Walkthrough or to Respond to Client Inquiry)
Steps for Event Coordinator
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| title | Request Onsite tech for an eventOnsite Tech, Walkthrough Tech, or Client Inquiry |
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In the EMS reservation, add the resource STMFD Personnel → Staff: ITS in the booking details. Enter the total hours needed in the Quantity section. (There is a min of 1 hr for services, with 4 hr 1 hour min* for Onsite or Walkthrough Tech)
*4 hour min when services are needed outside normal business hours of 8am-5pm Monday-Friday) In Notes section, choose Onsite tech requested (erasing Walkthrough tech requested)Tech, Walkthrough Tech or Client Inquiry. Enter start and end time for service request. You may include other information as well.
Example 1:
Onsite tech requested
, Start time: 7:30am
, End time: 11:30am
Client will have laptop and wants to be able to present slides while sitting at panel on stage.
Leave Special Instructions section blank as this is the field that Stamford ITS will use for confirmation.
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| title | Request Walkthrough tech prior to event day |
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In the EMS reservation, add the resource STMFD Personnel → Staff: ITS in the booking details. Enter the total hours needed in the Quantity section. (There is a min of 0.5 hr for services. Walkthrough request must be during normal business hours of 8am-5pm Monday-Friday) In Notes section, choose Walkthrough tech requested (erasing Onsite tech requested). Enter start and end time for service request. You may include other information as well.
Example:
Walkthrough tech requested
Start time: 1:00pm
End time: 1:30pmN
Client would like to test connecting laptop to system to project.Example 2:
Client Inquiry
Client wants to know about using Zoom in room. Is this possible and how do they connect their laptop to our system to do this? Please contact Joe Smith at 203-555-5555 or jsmith@email.com Leave Special Instructions section blank as this is the field that Stamford ITS will use for confirmation.
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Instructions for Confirming Stamford ITS Staff
This section will be filled out by Steps for Stamford ITS
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| title | Approve IT services for an eventOnsite Tech or Walkthrough Tech |
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Navigate to the STMFD Personnel → Staff: ITS in the booking details. In Special Instructions section, start with enter Onsite Tech confirmed (tech name) or Walkthrough Tech confirmed (tech name). You may include other information as well.(EX
Example 1:
Onsite tech confirmed (student tech Joe Smith): 7:30am start time)
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| title | Approve IT services for a walkthrough |
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Navigate to the STMFD Personnel → Staff: ITS in the booking details. In Special Instructions section, start with Walkthrough tech confirmed (tech name). You may include other information as well. (EX: Walkthrough tech confirmed (, 4 total hours
Example 2:
Walkthrough tech confirmed (Sergio Pineda): Meet at 1:00pm )in room
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| title | Decline request of IT services for an eventOnsite Tech or Walkthrough Tech |
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Navigate to the STMFD Personnel → Staff: ITS in the booking details. In Special Instructions section, start with enter Onsite tech Tech unavailable. You may include other information as well.(EX
Example 1:
Onsite tech unavailable for event. However, tech is available on campus if you experience issues with equipment in room. Contact Event Services or Welcome Desk.).
Example 2:
Walkthrough tech unavailable on day/time specified. Tech available at 1:00pm instead. Please confirm if this new time works.
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Instructions for Responding to Client Inquiry
Steps for Stamford ITS
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| title | Decline request of IT services for a walkthrough |
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| Navigate to the | Respond to Client Inquiry |
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This is a two-step process. First Step: Contact Event Coordinator (Kathy Harrison or Gayle Riquier) or Client to discuss technical question(s). If spoke directly with Client, contact Event Coordinator via email and communicate what was discussed with the Client.
Second Step: Update Special Instructions section in EMS reservation. Navigate to STMFD Personnel → Staff: ITS in the booking details. In Special Instructions section, start with Walkthrough tech unavailable. You may include other information as well. (EX: Walkthrough tech unavailable on day/time specified. Tech available at 1:00pm instead. Please confirm if this new time works.)enter result of conversation with Event Coordinator or Client. Confirm any technical requests or other pertinent information.
Example:
Spoke to client and determined that they will need Onsite Tech to help set up their Web Conferencing at start of event.
If any IT Resources need to be added after discussion with Client, contact Event Coordinator to have those resources added in EMS reservation. |