In early 2017, a task force was formed to explore a centralized event management system for the University of Tennessee. Simultaneously, plans were formed to house the administrative functions of university event scheduling within a single office, with a goal of streamlining the entire events management process from soup to nuts.
By the end of 2017, a new Campus Event Services unit and a staff line was approved. The new events manager would handle scheduling and coordination of services for all campus events using the Ad Astra platform (already in use for academic room scheduling). Event schedulers across campus would also begin to use Ad Astra to reserve rooms and schedule all events, from office meetings to larger functions.
During 2017, two additional online platforms were secured to help further support this effort—a new events promotion calendar and a new illustrated, interactive campus map.
In January 2018, calendar.utk.edu was launched by the Office of Communications and Marketing on the Localist platform. It has since become a popular means for students, faculty, and staff to promote and learn about already-scheduled campus events.
In March 2018, Kylea Boutwell began her tenure as Campus Event Services Manager in the newly formed Office of Campus Event Services.
The new campus map is scheduled to launch in June 2018 on the Campus Bird platform.
Training for Ad Astra will begin in August 2018, with the new event reservation system set to go live in February 2019.