Quick and easy event approval thanks to new tool
There's so much to organise and think about when planning an event – especially in the coronavirus era. That includes obtaining the necessary permit to hold the event. Thanks to a new tool called Servix, getting an event approved is now easier than ever.
Whether it's an internal event, a public tour, a video or a photo shoot, all of these activities require a permit to ensure that everything is coordinated and runs smoothly.
The approval process used to involve event organisers and the event permit office shuffling emails and forms back and forth, but an easy-to-use online solution called Servix has been available since early April of this year. The tool allows you to organise important components of an event and obtain the necessary permits with just a single form.
Clear, practical and timesaving
"All event permit applications used to be processed manually, using different programs like Word, Acrobat, Outlook and Excel. Doing all this manually was tedious, there was no overview between the different programs, and the process was prone to error," says Nataša Stefancic, who heads the event permit office in the Services department.
"Now with Servix up and running, all event data is stored centrally in a CRM program. This gives everyone involved access to the info they need, for instance the Emergency Desk, the SSHE department, catering services, or Academic Services for managing the rooms. This is extremely practical, provides a great overview and also saves a lot of time."
Advantages for event organisers
There's a lot to like about the new platform for event organisers, too. The input form guides users step-by-step through the planning process for events, photo or video shoots, or even their doctoral award ceremony. This ensures that nothing is forgotten, from catering requests to technical equipment or parking spaces.
Stefancic recommends making use of the support offered by event organisation, especially if you are planning a larger event: "They're consummate professionals who will help you plan your event from A to Z."
Since mid-August, it has also been possible to book event services like registration and technical equipment via Servix. Over the next few months, campus channels, the helper pool and tours will be added to Servix, allowing event organisers to book everything they need quickly and easily via a single platform.
The corona challenge
The launch of Servix in early April coincided with a challenging time for the university, with all ETH events being cancelled through the end of August.
Since 31 August, it is basically possible to hold events again – but with quite some restrictions pertaining to distancing, hygiene and available space. Not all requests with regard to events can be granted, and events will be approved based on their level of priority. "For this reason, we recommend mainly holding online events or hybrid events whenever possible," says Stefancic.
In addition to receiving a permit, events must also have a safety concept. All relevant information can be found on the event permit office webpage. "We are of course happy to provide help and advice to anyone organising an event during this challenging time," says Stefancic. This is one offer that is surely worth looking into.