Virtual Meeting and Event Request Form for Rutgers Faculty and Staff Faculty and Staff Form for Virtual Events Contact InformationPrimary Sponsoring Organization, Office, Department* Name* First Last Phone*Email* Request DetailsEvent Name* Date* MM slash DD slash YYYY Start Time* : Hours Minutes AM PM End Time* : Hours Minutes AM PM Is this a recurring event? If so, list additional dates.Event Description: Please provide an event description and/or agenda to be shared with your guests.Run of Show: Please provide an agenda or program flow. This is for RUCIT & Events and will not be shared with your guests.*Who is your desired audience for this event? Select all that apply* Students Faculty and/or Staff The Public/External Community Would you like your event listed on the campus application, Engage?* Yes No (Select "No" if you do not want your event on Engage or if plan to upload to Engage yourself.) Would you like your event listed on the Office of Communications campus calendar? Yes No Estimated Total Attendance* Click here for a comparison chart to help you decide which platform works best for your meeting or event! For additional information on meeting and event platforms, click here. Choose the platform you'd like the Events Office to use to create your event or meeting:* Webex Meeting: The default type of meeting that is ideal for most meetings and classes Webex Event: This meeting type is designed for webinars, virtual conferences, or any other event where there is one speaker or a small group of panelists and a large number of attendees Zoom Meeting: The default type of meeting that is ideal for most meetings and classes Zoom Webinar: This meeting type is designed for webinars, virtual conferences, or any other event where there is one speaker or a small group of panelists and a large number of attendees I will create the virtual meeting/event and do not need technical support. Please select one. Do you want to require registration or put the meeting link behind a CAS-protected wall?* Yes No Note: Creating a CAS-protected wall will take four business days.A password is required for Webex and Zoom events and meetings. The password for your event will be the current year e.g. "2020" unless otherwise requested. Would you like to request a special password for your event?* Yes No If yes, what would you like the password to be? How many minutes prior to the event start time do you want access to the meeting to check connections?* 15 minutes 20 minutes 30 minutes How many minutes prior to the event start time do you want access to the meeting to check connections?* 10 minutes 15 minutes Would you like RUCIT to host the event and provide assistance during the event?* Yes No If yes, which level of support do you prefer RUCIT Staff to create, host, and manage event RUCIT to provide support (RUCIT will not create or host event) We suggest scheduling a tech rehersal. (Note: For all events being hosted by RCIT, a tech rehearsal is mandatory). Will you schedule a tech rehearsal?* Yes No Please list below 3 possible rehearsal dates/times.For tech rehearsals, participants should use the same device they plan on using during the actual event. WebEx FeaturesPanelists/Presenters: Provide name, email and cell number of each panelist/presenter (these are people who will be able to be seen and heard by attendees)*Reminders: Would you like to send panelists a reminder to join before the event?* Yes No If so, select when you would like to send the reminder? 1 hour prior 1 day prior 1 week prior If so, select when you would like reminders sent (you may select up to two options) 1 hour prior 2 hours prior 1 day prior Attendees: For WebEx Events you can choose to allow attendees to view the list of other attendees or to suppress the list. Do you want to allow or not allow? Allow Do Not Allow FunctionsWould you like the Chat on?* Yes No Would you like the Chats saved and sent to you after the event?* Yes No Would you like Q&A on?* Yes No This feature cannot be turned on or off once a selection had been made. Would you like to allow anonymous questions? Yes No If yes, when do you want it activated? As soon as the event starts Other Please explain or provide additional details: Would you like the "feedback" feature on?* Yes No Note: when you need a simple response, you can use the feedback tools. Your attendee can select one of the options in the Feedback menu: after an attendee selects an item from the Feedback menu, you'll see the results next to that attendee's name in the Feedback Result window. As the host, you clear the feedback results.Would you like the "raise hand" feature turned on? Yes No Note: Participants who join via phone are able to raise their hand by pressing *9.If yes, when do you want it activated? As soon as the event starts Other Please explain or provide additional details: Will this meeting/event be recorded?* Yes No Note: If there are any Non-Rutgers Affiliated speakers, they will need to fill out a recording waiver, and media/video files will not record.Will you be sharing any content with the audience?* Yes No If so, will presenter share the content or do you need assistance from RCIT? If assistance is needed, provide content 24 hours prior to the event by emailing reserve@camden.rutgers.edu. (Examples of content: PPT, video, documents)Are you interested in additional live streaming options (i.e. YouTube or Facebook)* Yes No Please provide additional details or needs belowScroll down to click submit.PhoneThis field is for validation purposes and should be left unchanged.
