Office of Communication and Community Engagement

FAQ

Frequently Asked Questions - General

How do I request help with Events, Marketing, Technology or Development?

The Events team executes requests via an online submission form and follows up via email. You will be receiving an email from CAS Events communicating whether the team can support your request. 

Events Request Form

 The Marketing team executes requests via an online submission form and follows up via email. You will be receiving an email from CAS Marketing communicating whether the team can support your request. 

Marketing Request Form

The Technology team executes requests via an online submission form and follows up via email. You will be receiving an email from CAS Technology communicating whether the team can support your request. 

Technology Request Form

 

How far in advance should I request help for my event?

The sooner the better, especially for larger gatherings. Recurring events such as department banquets, conferences, and other large events should be requested with a year in advance, approximately. For smaller events, a timeline of six months in advance is ideal. Fluid and open communication on your part ensures that our team can provide the support you need. 

What happens if I am not within the timeline suggested, can I still request support for my event?

Yes, you may go ahead and fill out the request form and we will evaluate it based on our workload and the nature of your request.

What happens if I want to plan an event, but I am not sure of what the specific information is to fill out the request form?

Fill out the request form as soon as possible and with as much information as you have. Our team will follow up with further questions and possibly may ask to meet with you to determine those needs and if support can be provided.

What happens if I am planning an event that needs marketing, and/or technology support? Do I fill an individual request for each team’s support?

If requesting event support that will require marketing, and/or technology support, just fill out the Events Request Form detailing the needs in the other areas, so our team can follow up. A request that engages more than one team will be evaluated. We will discuss the request, taking into consideration the teams’ capacity to take on new work and will inform you of an answer within two weeks.

Events Request Form

What happens if I only need marketing or technology support?

In cases where only one type of support is needed, just fill out that specific area’s request form. 

I submitted the request form, when can I expect an answer?

Your request will be evaluated and if it only involves one team’s support, it will be answered in one week. If it requires support from more than one area, it can take up to two weeks for you to receive a response.

Why was my request denied?

Our team tries to support as many requests as possible, but as any other resource, we are limited in our capacity, and therefore unable to take on all requests. This is the case especially if it is received outside of a reasonable time frame. When evaluating our capacity to take on an additional request, not only the specifics of the request are taken into consideration, but our current workload as well. Requests are also denied if the funding source is not clear or if complete funding for the event has not been secured. If your request is denied, we will make every effort to provide you with information on resources that will assist you in planning your event.

If my previous request was denied, can I still get support for other events?

Yes, denial of support for a particular request does not prevent future support. We evaluate each request individually. Rest assured, we are here to help you and we will do our best to support you as much as possible.

What happens if I disagree with the team’s assessment, with whom do I talk to?

If you would like to contact us to discuss a denied request, please reach out to the Director of the office. See our webpage for contact information.

I have additional questions; how do I get in contact with CCE staff?

You can read the FAQs by area, to see if the answer to your question is available. You can also contact our staff. See our website for specific contact information.

 FREQUENTLY ASKED QUESTIONS - TECHNOLOGY

What type of support can I expect from CAS Technology?

Development, maintenance,and providing user support for all department websites, institutes, and centers for College of Arts and Sciences.

When will I get an answer after I submitted my request?

Response time from Technology team is around 3 business days.

What happens if we need changes to our website immediately?

In some cases, if a request deadline is not reasonable (e.g.: developing a brand-new web application that is needed by the end of day) we will make our best efforts to inform the client WHY such a request is unreasonable.

FREQUENTLY ASKED QUESTIONS - MARKETING

If I am only requesting electronic assets, do I still need a budget chartfield?

If you are not printing any assets, you do not need to provide us a payment source. If there is printed collateral or other paid services being requested, we will need a budget line upfront when the request is sent to us.

What if I have multiple requested changes?

The amount of work needed to complete a request includes two to three reviews and rounds of changes by several personnel, including the client. We believe this is the ideal number of revisions in order to complete a project on a timely fashion. We strive to work with the client, but deadlines may be affected and the completion of the project could be compromised, if change requests are not limited.

Can I discuss my suggestions with the graphic designer directly?

No, all changes should be requested through the Marketing Officer in order to be tracked properly. Given the workload of the team, individual requests may be lost if not going through central planning.

If I’m still not satisfied, how can I discuss specific design issues?

If you still feel the need to discuss specific design issues with our team, please contact the Director and request to have a meeting with our team to include the graphic designer.

How do I access the files?

All files will be shared with client through a BOX link or attachments; however, only final files should be used. They are the only approved art work for use in a public or private forum.

Do I send to print or does CCE Marketing coordinate printing on my behalf?

We can send assets to the printer; however, an approved budget line must be on record. If department or unit is paying for the job, graphic designer will be the point of contact with the vendor and/or printer, and the Marketing Officer will forward invoice to the unit.

Will I get help distributing the marketing materials?

Distribution of department-level printed material is up to the department that submitted the request. CAS Marketing can provide department with information as to where posters and fliers can be hung, as well as some other resources that may help them with distributing their print material. Special consideration made be made on a case-by-case basis.

Digital/Electronic Assets: Depending on the event/project, digital assets may be posted to the CAS social media, website, or otherwise promoted. However, there is no guarantee. All digital assets are also provided to the requesting submitter/client for them to share. If a client is having trouble getting any of their digital assets up on web, they may reach out to cas-technology@usf.edu

What happens if my request is denied, how can I get my event/activity to be displayed within the college guidelines?

If your request is denied, our Office will provide reasoning and do our best to provide resources for you and/or your department to create your own assets. If you would like approval on branding/look before sharing your assets on your own, please feel free to reach out to CAS Marketing for approvals. Additionally, our Office will do our best to cross-promote your content on our social channels (when appropriate), if it meets the branding guidelines.

TEAM FREQUENTLY ASKED QUESTIONS - EVENTS

My event was approved to receive support, what is next?

The Events team will contact you to set a meeting and discuss the details. You will get a document, the event summary/contract, with all the details discussed such. This document will include deadlines, invitees, as well as everyone’s responsibilities, including yours.

Is the event summary a contract?

It is not binding contract, but for all purposes, it works as such. The event summary details the event information, our responsibilities and that of the client. So, the client should use this document as a resource for all information regarding the event, commitments, and deadlines.

What happens if I want to make changes to the event?

The Events team operates under strict deadlines and work flows. The success of an event is dependent on the ability to meet these deadlines, which in turn depends on information or communication required from the client. Early communicated and feasible changes can be included, but once vendor deadlines are closed (usually two weeks prior to an event) no changes will be permitted.

I don’t have a final budget for the event yet, can I still get support?

No, unfortunately we cannot commit our resources without the certainty of funds. The Event team can provide contact information and some guidelines in order for you to carry out your event, but this support is minimum.

What type of support can I get if my event is not approved?

Our events team is prepared to share vendor information and contact details of venues, catering, transportation, décor, and more.