PURPOSE: Provide campus partners with clear and consistent guidelines regarding event support services available from Facility Services, and outline processes for service fulfillment.

• Along with other service providers on campus, Facility Services is committed to providing the necessary support services related to events taking place on campus throughout the year.
• Facility Services will provide event support at no additional cost for events that are set up and torn down during normal institutional business hours.
• Grounds and Custodial shops are the primary functional areas that are responsible for providing event support including setup and breakdown services, as well as trash removal service.
  • Grounds shop is staffed Monday-Friday from 7:00am – 3:30pm
  • Custodial First shift is 5:00am – 3:30pm
  • Custodial Second shift is 2:00pm – 10:30pm and there are regularly 2 custodians on site to meet the common expected need on campus.
    • There is limited additionally scheduled second shift and weekend availability, which is not solely dedicated for event support.
    • Events taking place after the close of core business hours during evenings or weekends are typically set up and broken down during FS business hours, meaning a set up before 3:30pm, and a breakdown the next morning.
• There is not regularly scheduled staffing available during off hours or on weekends to provide event support services. FS is committed to provide services as needed, but in some cases it is necessary for requesting departments to fund the labor costs associated with these services.
• Events that take place during off hours or on weekends that require support from FS that cannot be accommodated during normal business hours will be charged back to the requesting department at the published overtime rate, available on the Facility Services website, for the shop providing services.
  • FS will not charge back labor for “major” campus wide events with centralized logistical planning, however, materials or outside services may be charged to a centralized budget. These events include, but are not limited to:
    • Commencement, Trustees, Reunion, B2B, Big Game, Gala, Mount David Summit, Orientation and Convocation, Harvest Meal, Athletics game day ops, and MLK Day.
  • Services for summer program events that are reimbursed through the room night formula are available on the same schedule as other event support. Additional services outside of this will be subject to chargebacks in the same manner as other event support requests. 
  • Events that do not require specific set up or breakdown will be cleaned up during regular business hours on the next business day. 
  • Chargebacks will include the person hours required to safely perform the necessary activities. For example, if a stage requires four staff members to work for one hour, the chargeback will be for a total of four hours. 
• If weekend support is needed, we require five business days advance notice to seek volunteers for OT or schedule staff for OT if no volunteers are available.
  • Weekend Support includes occasions where a space on campus must be broken down or reset over the course of the weekend to accommodate a second event. An example would be if an event is scheduled on a Friday evening and an additional event is scheduled on a Sunday in the same space.
    • Efforts should be made to limit the scheduling of spaces in a manner that would cause this conflict either by extending a reservation to limit the availability of the space for a second event, reusing the same setup for both events, or locating alternative space for the second event.
    • If one of these solutions is not possible, the latest scheduled event will be responsible for the costs related to the setup.
    • Weather concerns for outside events with unprotected staging are also included.
• Any events requiring a setup of a stage will require a five business day advance notice to accommodate staffing and needs.
• Large events (over 100) require a minimum advance notice of five business days, and any changes must be communicated one day prior to the event, or may not be able to be accommodated. 
• Requests or changes for events within 24 hours must be coordinated with the Work Control Office 786-6449 by phone call to determine if requested support can be provided.
• Facility Services will be available on request to consult with and train campus partners when new staff begin work or clarification is needed.