Procedures and Guidelines for Completing The NYS Forum Special Event Request Form

The following guidelines were developed to assist you with going forward in your plans for a Forum Work Group special event. By completing the Special Event Request form, you will be providing us with the logistical information necessary to assist you in making your event a success. A special event must be requested at least six (6) weeks in advance, unless special circumstances apply and it is approved by the Executive Director.

Who's Who?

Primary Contact - Please designate one person (per event) as the Primary Contact, typically the Work Group Co-Chair, who will be responsible for the flow of information between all Work Group members, presenters, and The Forum. Identifying one Primary Contact as the liaison will eliminate confusion, duplication of efforts and ensure a smooth line of communication.

The NYS Forum - The NYS Forum staff is available to assist you with your event planning needs. The Executive Assistant will coordinate with the Technical Coordinator, who will ensure that all your online and AV needs are met - pre- during- and post-event. Always feel free to contact the Executive Assistant at (518) 438-7414 should you have any questions or feel the need to clarify any issues.

The Process

Once your special event has been approved by The Forum, the Primary Contact and The Forum Executive Assistant will maintain contact to ensure that all of your event needs are met. The use of the electronic Special Event Request form is designed to have all information in one place and to allow for a smooth communication exchange process.

A Special Event Idea is Born! Now what do I do?

The process is quite simple. Please follow the steps below to obtain approval from The Forum for your special event and to make your logistical needs known.

A work group has an idea about a Special Event. The steps to be taken are:

  1. Work Group Co-Chair contacts The Forum Executive Director and/or Executive Assistant to discuss the suggested event and obtain permission to go forward. At that time:
    • Suggested topic will be discussed.
    • Whether other Work Groups, state leadership or other organizations should be involved, will be discussed.
    • Suggested dates will be discussed, to avoid other event conflicts and avoid high Forum meeting/event density.
    • A proposed budget will be discussed and will include expected cost of facility, refreshments, travel expenses, etc.
    • A primary contact will be identified.
  2. Upon approval, The NYS Forum Special Event Request form will be forwarded to the Primary Contact (typically the Work Group Co-Chair), who will complete the form electronically, with Forum staff assistance, if needed.
    NOTE: In instances when corporate expertise is desired for presentations on the event topic, a solicitation of interest/capacity must be made of all members of The NYS Forum's IT Corporate Roundtable. That solicitation is to be made using the "Call for Presenters" template.
  3. When completing the Special Event Request form, please indicate all of your anticipated logistical requests and provide presenter contact information as it is determined.
    • Please complete the form to the best of your ability.
    • Communicating your logistical requirements is critical to the selection of space.
    • Additional information can be added as it becomes available.
  4. Email the completed form to the Executive Assistant.
  5. The request will be reviewed, marked approved on the form and emailed back to the Primary Contact.
    • It is important that the Primary Contact remain in close communication with Forum staff, to ensure that all requirements are met.
  6. As information becomes available, please update the event form.
    • Each time revisions are made, indicate the revision date at the top of the form.
    • Each time revisions are made, the event form should be shared electronically with the Executive Assistant.

Keeping everyone informed ensures smooth communication and aids in the success of your event.

Location Logistics

Based on the information provided on the Special Event Request form, Forum staff will secure a location and make suggestions for alternate locations, if the location requested is not available. Forum staff will also coordinate ordering A/V, refreshments and any logistical set-up.

Presentation Materials

Presentations must be reviewed and approved by The Forum at least five (5) business days prior to the event. The Primary Contact is responsible for collecting presentations and forwarding them to The Forum staff.

  • Event presentations should be emailed to The Forum staff at least five (5) business days prior to the event.
  • Printed hand outs are not typically provided, rather, are posted to The Forum web site following the event. Permission to post materials must be consented to by the presenter either verbally or in writing.
  • The presenter may use his/her own laptop.
  • The Forum laptop is available (and must be requested on the Special Event Request form) and if being used, presentations will be preloaded and should also be available on alternate media, as a back-up.
  • The Forum has an LCD projector and wireless mouse (which must be requested on the Special Event Request form) that is available for use.
  • The Forum Technical Coordinator will be on-site to coordinate your A/V needs.