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FLAG meeting 3/30/2007: Special Events
Thanks so much to all the participants in our 3/30/2007 meeting on special event planning. Sharing suggestions and tips will help us all plan special events that are successful and trouble-free.
Customer Service
Project Assistant Claudette Bonnette described the information needed on an IT for an event. Please put events in separate buildings on separate ITs.
Minimum one week notice required.
Please notify Facilities of your department’s needs as early as possible before an event so we can schedule employees to work and adjust other plans to accommodate you. Many Facilities employees work 6:00 to 2:00, 6:30 to 2:30, or 7:00 to 3:00, so if we learn of an event at 4:00 p.m., we often cannot make arrangements until the next day. We realize the department sometimes doesn't’t learn of events until the last minute, so please let everyone know we can provide the best service if you notify us early.
Name or Type of event |
Examples: Better Than Ezra Concert |
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Ring Ceremony |
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Location of event |
Examples: Newcomb Art – Freeman Auditorium |
One building per IT please. |
LBC Quad |
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McAlister Auditorium only: Number of people attending for A/C requirements while McAlister is on temporary system |
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Date of event |
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Time of event |
Starting time |
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Ending time |
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Services as needed |
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Electrician and/or soundman |
Setup time, End time, Electrical needs
Sound equipment – microphones, podium |
Plants, palm trees |
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Flags |
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Tables |
Quantity and length (6 ft or 8 ft), tablecloths or skirts |
Chairs |
Quantity, specify if special chairs needed |
Trash cans |
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Custodians |
Start time and End time |
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Expected duties
Example: Maintain bathrooms, clean up after event |
Outside events |
Trash cans
Electrical hookups
Grounds cleanup |
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Contact person |
Name and phone numbers |
For any questions, please contact the Customer Service Desk at 865-5445, option 3 (x2727).
Grounds
Supervisor Mike Case noted that Grounds charges only for the cost of labor and materials used in the event and made the following points:
Outside Event Services
- Treat for ants
- Provide garbage cans
- Clean up afterwards
Heavy equipment: Grounds works with Public Safety to barricade the event site so heavy vehicles don’t drive off paved areas and damage underground utilities like steam lines, chilled water lines, and sprinkler systems.
Driving stakes for tents: Notify Facilities if stakes will be driven into the ground so we can check the location and prevent damage to underground utilities. |
Carmen Glaeser and Claudette Bonnette share tips on event planning.
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Indoor Event Services
If you prefer, you can arrange directly for the rental of plants. While we do not endorse specific vendors, one local contact is Plant Gallery (488‑8887) http://www.theplantgallery.com/plant_rentals.html. Typical rental costs are:
2-3 ft. Plants |
Spathifillum (Peace Lily), Arbocola, Croton, Ficus |
$20 |
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4-5 ft. Plants |
Areca palms, Ficus. |
$25 |
6-7 ft. Plants |
Areca palms, Ficus |
$30 |
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Delivery fee |
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$55 |
Pickup fee |
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$55 |
Heating, Ventilation, and Cooling
Energy Management Coordinator Michael Crago noted that early notification of the event helps us schedule utilities. If an event will be in McAlister Auditorium, please include an estimate of the number of people expected so the temporary HVAC systems can be adjusted accordingly.
Support Services
Supervisor Richard Keller restated the importance of advance notice, which allows time to bring in temporary labor, if necessary. Support Services has some tables readily available for rental; chairs and additional tables must be rented, delivered, and picked up from a vendor.
UNICCO
Managers Herman Taitt and Kevin Tallaksen also requested early notification of events so employees can rearrange their schedules and so normal cleaning plans are not disrupted.
Manager Kevin Tallaksen explains UNICCO procedures |
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