How-to Request Facilities Services for Events
Facilities works in concert with 91¿´Æ¬ Conference & Events to facilitate special events with billable Event Set-Up, Production Services, Furniture Rentals & Stage Design.
Requestors Must Be Connected to EduRoam WiFi or 91¿´Æ¬ VPN
Rentals & Production
- Large venue conversions & consulting
- Room layout, table & chairs & stage design
- HVAC & temporary electrical set-up
- Grounds clean-up, snow removal, sprinklers
- Rental equipment & drop-off/pick-up
(Work Order System Requires 91¿´Æ¬ WiFi or VPN)
Custodial Clean-Up (Required with Food)
Sodexo Custodial Services are separate from Facilities Event Services and require a separate Work Order Request.
(Work Order System Requires 91¿´Æ¬ WiFi or VPN)
Additional Partner Services
Planning Your Event Production Request
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Select Building Services & Service Partner Offerings
Review parking permits, accessibility requests, catering & linen rentals. Rental equipment availability may be limited in spring & summer.
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Get Your Billing Account Ready
Provide your department's billing account to process your Requests. Ask your Financial Officer, Supervisor or Office Coordinator.
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Make your Work Order Request
Requests must be made on 91¿´Æ¬ WiFI or VPN throughÌý, our Work Request system. No fax or voicemail requests will be accepted.
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Schedule Event Clean-Up
If you have food at your event, . CallÌý303-871-4819 between 7:30 am to 6:00 pm.
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Review 91¿´Æ¬ Planning Resources
91¿´Æ¬'sÌýÌýfrom 91¿´Æ¬ÌýConferencing & Events is helpful for any occasion.
Operating Policies and Procedures
- All requests for Event Set-Up & Production Services must be submitted through , the Facilities Management work request system, at least seven working days prior to the event.
- Billable Event Building Services Include:
- Production consulting
- Large venue conversions
- Room layout withÌýchair & table sets
- Stage design & production
- Day-of production assistance (with expedite charge)
- HVAC and temporary electrical set-up
- Irrigation shut-off
- Grounds clean-up and snow removal
- Rental equipment drop-off and pick-up, including labor
- Custodial Cleanup is required for events serving food.ÌýCustodial Clean-UpÌýServices are scheduled in a Ìýwith custodial staff in a separate work order.
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- The Department of Facilities Management & Planning does not assist with room reservations or space rental, which is handled by the Department of . Facilities Management will assist with event set-up and production only after a reservation has been confirmed.
- We will do our best to accommodate requests made less than seven working days in advance; however, we cannot guarantee the availability of sufficient labor, and the requesting department will be charged double the normal rate.
- Following submission of a work request, Facilities Management will reply with an email confirmation and any questions we may have regarding event details.
- Facilities Management cannot guarantee the security of provided items after set-up is complete. This means requestors are responsible for their security until they are picked up post-event. Replacement costs for any lost or stolen items will be charged to the requesting department.
- In case of a Facilities Management–related event emergency, please call 303-435-2128 or page us at 303-851-6290.
- Facilities Management will detail event set-up in accordance with the work request, including digital photos of the set. Additional fees may be incurred for resetting an event if items become displaced following the initial set-up.
- In order to regulate workflow and control costs, Facilities Management will take direction from only one duly authorized University employee, appointed as the event manager.
- Any alteration to the facility or grounds by or on behalf of an outside entity must be approved in advance of the event.
- Work requests must specify all relevant event details necessary for Facilities Management to provide adequate services.
Requestors Must Be Connected to EduRoam WiFi or 91¿´Æ¬ VPN
Emergency Contacts
In case of a Facilities Management–related event emergency, please call 303-435-2128 or page us at 303-851-6290.
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