Event Support

Facilities provides a wide range of services to ensure your event is successful. We provide venue set-up and tear-down, custodial services, decorative plants and trade support.

Common event support services include:

•    Set-up and tear-down of chairs, corkboards, flags, podium, stage, stanchions, tables and tents
•    Hanging banners and poster boards
•    Custodial services
•    Decorative plants
•    Trade support (e.g. electrical, plumbing, carpentry, grounds, etc.)

The following steps outline how to submit a request for event support. Requests must be submitted at least 14 calendar days prior to the event to ensure adequate staffing and equipment are available.

1. Access the Facilities Work Request portal.
2. Complete the Event Request form. All fields in red are required. Please provide as much detail as possible in the “Event Request” field. Once you have completed the form click “Save.”
3. A confirmation page will be displayed after you have successfully submitted the request.
4. The Facilities Service Center will process your request and email you a work order number. They will contact you to confirm the scope of the work and schedule the date(s) and time for event support.
5. You can monitor the progress of your work order using the “Search by Number” feature of the Facilities Work Request Portal.
6. When the work order is complete, you will receive an email notification and an invitation to complete a customer satisfaction survey.

For more information or assistance, please email the Facilities Service Center or call 210-458-4262.

All events require appropriate staffing to ensure the health and safety of the participants, including monitoring nearby restrooms and venue cleanup. Work order time billed to the event sponsor includes set-up and make-ready time to return the venue to its original condition.

Custodial support is required for all events held in spaces supported by Facilities. Custodial staff ensure that tables, chairs and common touch points are properly disinfected, trash is removed, and the floor is fully cleaned after the event to prepare the room for the next occupant. Additional custodial requirements other than the standard cleaning mentioned above will require additional charges.

Charges for Facilities services and equipment do not include non-Facilities charges, such as food services, AV equipment, etc. Special arrangements and a customized quote are required for all events with more than 250 attendees.

The Facilities Service Center will provide each event requester with an “Event Cost Quote” which the account signer of the requesting department must authorize. This quote provided by the Facilities Service Center is calculated using the current fiscal year's shop rates, staffing needs, and the setup/restoration requirements for each event. Only the event cost quote provided by the Facilities Service Center to the requestor will be official.

• View an event cost quote example.

All events held on the university's campuses that require support from Facilities must have an approved Facilities work order in advance. Work requests must be submitted through the Facilities iService Desk at least 14 calendar days prior to the event. If an event-planning meeting is needed, please contact the Facilities Service Center.

The Facilities Service Center will provide an event cost quote to the requester and will include custodial services according to the Facilities Event Staffing Guidelines. Events with 250 or more attendees will require a custom event cost quote.

Changes to the original request will require a work order amendment and revised cost quote. Amendments must be emailed to the Facilities Service Center at least two business days prior to the event start date. Emails should reference the work order number and include a detailed description of changes.

A change fee of twenty-five ($25) dollars will be assessed for every work request or amendment to a work order that is received less than two business days prior to the event. Amendments changing the scope of the work will also require a revision of the event cost quote.

Events cancelled less than one (1) business day prior to the event will be charged for applicable costs since some or all of the required work may have been completed. The charge will not exceed the event cost quote provided.

The cost of labor will increase to time-and-a-half for Facilities employee support if the event is held on weekends, holidays or other non-core hours. All overtime costs will be provided in the event cost quote. The requester should contact the Facilities Service Center if they have questions regarding overtime requirements. Contractor fees are fixed by contract and do not incur an overtime charge.

Caterers and/or departments are responsible for any food setup and removal of access food at the completion of the event. An additional custodial services charge will be added to the work order if caterers and/or departments fail to clean up properly.

Events requiring trade support, such as electrical, mechanical maintenance, plumbing, etc., should be specified on the work request. The costs associated with trade support will be provided in the event cost quote.

Add-ons requested on the day of the event or after the event venue has been set up will incur additional charges for actual services performed. The Facilities Service Center will post the appropriate charges to the work order and will not send an amended cost quote for approval.

Damage to the facility, furnishings or other equipment, whether accidental or intentional, will not be tolerated and may result in related charges for replacement of chairs, tables, podiums, easels, stanchions, flags, carpet, etc.