Are you planning a special event? An afterschool function? Will you need an electrician to provide dedicated circuits or special power outlets? Will tables, chairs and custodial services be available? Is the air conditioning scheduled to come on for your event? If you have already been involved in special event planning, then you may be familiar with those questions. If not, let us help you plan your special event today.
Physical Plant Services (PPS) will help ensure your event has the impact you designed and the success you envisioned. Through communication, planning and preparation, we will help you make your event a successful and memorable experience. We will work through event details together and communicate often to ensure a successful event. We will help by coordinating with any needed PPS Department including the commonly involved special event departments such as Electrical, Controls, HVAC and Custodial.
Approval for HVAC must be granted by the VP of the Department requesting for scheduled changes outside energy management scheduled operating times.
Communicate your exact needs.
Timing is critical…Please allow a minimum 24-48 hours for event scheduling.
Correspond in a timely fashion new information regarding event details.
Follow up with changes. Make sure your notes have been received by following up with a fax (x5053) or call the PPS Front Office (x3333) and send an email.
Identify necessary person(s) and provide their contact info. i.e. DJ/Sound Company.
Provide the budget number upon initial request for the event.
If you need to know how much something will cost for your event, ask us for an estimated quotation. Should you need to know how much labor will cost for an electrician/custodian or items from the warehouse including trash receptacles and liners, please contact the Physical Plant for assistance.
In the case of lost, stolen, or damaged beyond repair special event loaned items, the budget identified during order request will be billed for the replacement of the item(s). Replacement costs commonly loaned items such as tables and chairs are as follows.
72″ x 30″ Folding Table = $50.00
Steel Folding Chair = $10.00
Plastic Folding Chair = $18.00
Pricing subject to change with current market prices.
Cardboard trash boxes and can liners are purchased through the event planning department and ownership is transferred during time of receiving or delivery. It is the department’s responsibility to recover these items after the event. Please contact the Physical Plant Warehouse Manager Regina Dunn for current pricing and availability.
In order to properly stage events, many PPS Support Staff must coordinate and communicate to ensure success.
In many cases, carpenters are involved to hang banners and signage and setup tents.
Electricians are responsible for providing power and monitoring services where necessary during events.
Sound, mics and speakers are set up through the locksmiths and are also maintained throughout an event as requested.
For larger events such as Homecoming, mechanics will be involved to provide golf carts for transportation throughout the event area.
HVAC is responsible for servicing the heating and air conditioning systems.
Controls will be involved when special scheduling requests for heating and air conditioning are received.
Movers provide delivery and staging of tables, chairs, etc.
Custodians provide services per request.
Grounds perform exterior aesthetics to landscape designs and cleanup as necessary.
Prior approval for tent usage must be granted by Alumni Director, Mrs. Kati Morse LeBreton. Tent requests locations must be identified and specific as dig permits are required when ground will be broken for securing purposes. Plan design layouts are prefered for permit documentation.
