Posted: March 12, 2012
Category: Newsletter
Event Planner Profile: Jennifer Upton
Marketing and Event Manager, Georgia Tech Library and Clough Commons
Clough Commons was dedicated last September and has quickly become one of the most desirable event spaces on campus. Marketing and Event Manager Jennifer Upton shares valuable tips for staging successful events in one of Georgia Tech’s premier spaces. Interview conducted by LaJauna Ellis.
How did you get into the event-planning field?
After getting my undergraduate degree in writing, I wondered what I would do. I started writing grants for a non-profit and then moved in to the development area, where I managed their annual gala. I loved it!
What is one skill that is essential to event planning?
The ability to be flexible. Stuff is going to happen no matter how detailed you are. You just have to think quickly and take things in stride.
Are there any personality characteristics that would be helpful with this kind of job?
Able to adapt easily. In this job, you work with all kinds of people and in different types of environments.
Explain your typical workday.
Clough Commons is a twenty-four-hour building with forty-one classrooms, fifteen breakout rooms, and four presentation rehearsal rooms. As the manager of this space (outside of academic classes), I make sure that all pending requests are handled. I work closely with the dean and associate dean of the Library to manage the building calendar, ensuring that all approved requests are academic related. I make sure that all groups scheduled are taken care of and that they have what they are looking for.
Is there a process you follow to plan an event? (checklists, etc.)
I keep an up-to-date paper calendar “glued” to me. I have a list of “buzz questions” that I go over with each client.
Are there any things that can help guarantee the success of an event?
Map out your event from start to finish. How will you get people from point A to B. What journey are your guests taking? Why are you having the event? What is the goal of the event? Who is the audience? Also, keep the GT master calendar in mind when planning.
What is one of the unique features of Clough Commons?
Sustainability. Clough Commons is one of the greenest, if not the greenest, buildings on campus. We are hoping for platinum LEED certification. We have 347 solar panels on the roof. We project that we typically use only 11 percent city water. We have a 1.4-million gallon cistern. The rooftop garden is part of the irrigation system. The plants keep the building cool and warm so less power is used. There are sensors in the building to detect people in the space. Lights automatically dim until a room is occupied. Showers are provided in the building to encourage alternative transportation.
Is there any underutilized or overlooked space in Clough?
We are anything but underutilized. We are at capacity during the daytime, 9 a.m. – 6 p.m. However, we do often have our two 300-seat auditoriums available for academic programs during the evening or weekends. There are 1,700 common seats (seats outside of classrooms), and there is always someone sitting in them.
If you had one tip to share with an event planner looking to secure space in Clough, what would that be?
I have two. Be aware of the policies, keeping in mind that it’s important not to hinder the students’ academic experience while using space in the building; and utilize GT events to reserve your space. The website can help show you lots of building details, including room availability, room capacity, and photos.
If you had one “no-no” about reserving space in Clough, what would that be?
Make sure that your event does not disrupt students or other activities going on in the building.
Are there any budget-friendly options you provide that would enhance an event?
We do not charge for space. There are no housekeeping or security fees at this time. There is top-of-the-line technology that OIT can train you to use.
What advertising options are available?
Digital screens and a campus calendar. We intentionally do not use easels in order to take advantage of digital signage and not clutter the space.
What is one of your most memorable stories?
This is one of my favorites. A student emailed me asking to reserve the rooftop garden because he wanted to propose to his girlfriend one evening during sunset. I explained to him that we don’t reserve that space, but I took him up there to show him around. He did take her up there, proposed, and she said yes!
What is the best way to contact you?
Email – jennifer.upton@library.gatech.edu. I’d be happy to talk with campus event planners about the Clough Commons.
What do you do in your free time?
I write fiction, play bass guitar, and enjoy hanging out with my four cats.
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