How-to Request Facilities Services for Events

All requests for Event Set-Up & Production Services must be submitted through iServiceDesk, 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 with chair & 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. Custodial Clean-Up Services are scheduled in a separate work order request with custodial staff in a separate work order.
   

The Department of Facilities Management & Planning does not assist with room reservations or space rental, which is handled by the Department of Conference & Event Services. 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.