Overtime Authorization: Overtime authorization may or may not be required, depending on what you need. Please see page 10 of the for more information about each crew’s overtime hours.

Estimates: Once we have all the information we need, we will provide an estimate. Estimates take 10 business days to fully process. If you would like a revised estimate after making changes, it will take up to another 10 business days to provide an amended estimate. We will email the completed estimate to you and the authorized signer. 

Preferred Method of Payment: 

• Account number: Please provide a valid account number and an authorized signer. We will reach out to you if we need more information. The authorized signer will be included on returned estimates and the confirmation email.
• Letter Bill: If an account number is not available or applicable, please provide a name, email address, phone number, and physical address to be billed to. Business and Financial Services will primarily bill via email, but they need the physical address as well.

Terms & Conditions: 

• As of September 1, 2019, all event requests must comply with our . Please read it carefully and confirm that you have read and accept it.

Expected Attendance: 

If your event will have 50 or more guests, Custodial Services requires overtime authorization should their services be required more than normally anticipated for an event of this size.

Event Location: Please select whether your event will be on campus, off campus, or both on and off campus.

On Campus Events:

Site

Please select your location, such as Main Campus, J.J. Pickle Research Center, etc.

Building

Please select from the drop-down menu the building where your event will take place. If it will be in multiple buildings, please list them all in the "Additional Event Information" field.

Room

If your event will be indoors, select "Indoors" from the "Is your event indoors or outdoors?" field. Please list all the rooms in the building your event will take place in. Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

Outdoor Events:

If your event will be outdoors, select "Outdoors" and specify your rain plan. This can be a location change, cancellation, or that your event will be held come rain or shine. Please also specify any other outdoor location information in the "Additional Location Information" field.

Event Start and End Times:

Please set your event start time as the time guests will arrive, and your event end time as the time your guests will leave. If your event is for multiple days, feel free to explain the daily start and end times in the blank fields. We will reach out to you if we need more information. If you have a reservation for your event venue, feel free to include when your reservation begins and ends.

Food:

If you are planning to sell or give away

Potentially Hazardous Food on campus, you must obtain approval from the office of Environmental Health and Safety (EH&S) by submitting their Food Distribution Request Form to them. Please contact EH&S for more information.

Tents:

Will your event include the use of the tents? If so, selecting "Yes" will populate more specific fields about the tents at your event to be completed later in the Event Planning Request Form..

Additional Electricity:

Let us know if you need additional electrical support. This includes extension cords, additional power for a band or a caterer. If you just need the power in your venue turned on, you do not need additional electrical support. However, should your event need additional electrical support, selecting "Yes" will populate more specific fields about your additional electrical needs to be completed later in the Event Planning Request Form.

Pyrotechnics & Smoke Machines:

Most events do not need the fire alarm disabled, but events that include pyrotechnics or smoke machines could trigger the smoke alarm in the building where the event is held. Selecting "Yes" will populate more specific fields about the use of pyrotechnics or smoke machines at your event to be completed later in the Event Planning Request Form.

Before Event Actions Needed:

Selecting these fields will populate more specific questions later in the Event Planning Request Form. Please only check the boxes for what you need. If "Delivery," "Set Up," or "Move Existing" is selected, the following fields will be generated:

• Please select the date you need support.

• The crews require a two-hour time window for any action. Please specify what times will work for you:

o "Earliest Time" is the earliest the crew can arrive, such as when your reservation begins.

o "Preferred Time" is the best time for the crew to arrive and begin the work.

o "Complete By Time" is when the work must be done.

After Event Actions Needed:

Similarly, selecting these fields will populate more specific questions later in the Event Planning Request Form. Please only check the boxes for what you need. If "Pick Up," "Tear Down," or "Reset Furniture" is selected, the following fields will be generated:

• Please select the date you need support.

• The crews require a two-hour time window for any action. Please specify what times will work for you:　

o "Earliest Time" is the earliest the crew can arrive, such as when your event ends.

o "Preferred Time" is the best time for the crew to arrive and begin the work.

o "Complete By Time" is when the work must be complete, such as when your reservation ends.

Unlock/Lock Buildings, Rooms, Elevators, or Escalators:

• Unlocking and locking General Purpose Classrooms (GPC) must be scheduled through the Registrar’s Office.

• Unlocking Badge Access Controlled (BACS) doors must be scheduled through the building administrator. If you request a BACS door through this form, we will let you know and explain who you can contact for assistance.

• Please select the building and door(s) you will need unlocked/locked, and if you need elevator(s) or escalator(s) to run.

• Specify the day and times you need the doors unlocked/locked.

• If you need the doors unlocked and/or locked on multiple days, please explain that in the "Additional Unlock/Lock Information" field.

Move Details: Allows requestor to review all information in one area. At this point you can delete or edit the move details by clicking on Delete | Edit Details buttons.

• • Total Locations and Inventory: Displays the total number of different moves submitted on this one Move Summary.
  • Created: Displays the date and time that the move was created.
  • Description: Displays the description used to identify all moves under this one Move Summary.
  • View Move Details: Clicking on this button will expand the field to display Move Details from Step 1 such as the requestor’s name, department, email, and phone, along with the billing and scheduling information.

Locations and Inventory #1: Allows requestor to review all information from his/her first move. At this point you can delete or edit locations or inventory by clicking on the Delete | Edit Locations and Inventory buttons.

• •  Moving From and Moving To: Displays the Site and Building locations of the move’s origin and destination so it can be reviewed at a glance.
  • “View Additional Details”: Clicking on this button will expand the Inventory Information and the Additional Information fields displaying all the information entered in Step 2.

Click “Add Locations and Inventory” to return to Step 2 and add Move Details to proceed with another move request.

Click “Submit and Complete Request” to submit the move request. At this point you will receive the following notice that the move has been submitted and is pending approval. This does not indicate the move has been submitted to the Facilities Service Center for processing. The Facilities Service Center cannot begin processing of the request until it has been approved.

By clicking the “here” button, you will be taken to the Move Summary page where you can check the status of the move. There are two sections towards the bottom of the page, Approval Information and Account Approvers for this Request. The Approval Information section will list the approver that was notified and the status the request is in. The Account Approvers for this Request section will list all approvers that can approve for the account provided. They will not receive an email notification, but any one of them can go into WORQS at any time and approve the move request.

You will receive an email notification informing you that the move request has been submitted and has been routed for approval. You will be notified once the request has been approved or declined.