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Section

ABOUT

MOVES

EVENTS

Image Added	Click here to download and view slide show of events basics.

Use the Event Planning Request Form to request services for your event. Please provide as much information as you can. We are happy to assist you in determining the quantity or size of items requested. You can contact us by email at fs-events@austin.utexas.edu or by phone at 512-471-2020.

Submit your request as early as possible in the planning process

,

as all services are available on a first-come

-

, first-served basis. Upon submission of this form, you will receive a detailed email of your request

upon submission of this form

. Please retain

the email

it for your records.

If we need clarification about your request, we will contact you directly. Once your event has been scheduled, we will send you, any contact(s), and any account signer(s) , a confirmation email with a work order number.

All student and student organization requests must be submitted through the Office of the Dean of Students at least 14 days prior to the event. Please contact 512-471-3065 to schedule an appointment with a staff member from the Office of the Dean of Students to submit your work order. We cannot process your request until we receive the proper form from the Office of the Dean of Students.

Requestor and Contact Information

Please fill out the “Requestor” fields using your name and contact information. We will reach out to you if we have any questions while processing your request and will include you on the confirmation email from us.

If you are not the main point of contact under the “Event Contact Same as Requestor?” field, select “No” and then enter the main contact’s information in this field. An accurate cell phone number is very important should someone need to be contacted on for the day-of the -event contact. If there are multiple contact people, list them in the “Additional Contact Information” field. We will also reach out to the contact(s) if we have any questions while processing the request.

Click here for printer friendly PDF

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Instructions for Event Planning

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Section

Section

Image RemovedStep 1: Add/Edit Details

Book Movers: EMS will supply book movers upon request. Indicate number of book movers needed and applicable information for date, time and delivery and pick-up location.

Note: Book movers can be used to empty book shelves and filing cabinets. Each book mover holds 12 linear feet (3 shelves, each 4 feet long).

Recycling Bins: EMS will supply recycling bins upon request. Indicate number of recycling bins needed and applicable information for date, time, and delivery and pick-up location.

Note: Recycling bins will hold 96 gallons and are roll-around units.

TIP: EMS DOES NOT provide packing services. All items must be packed and ready to be moved upon arrival. Packing supplies, such as tape, brown wrapping paper and boxes can be purchased from Central Stores using the work order number of the move. For additional information regarding packing supplies and availability, please contact Central Stores at 512-471-4895.

Click the “Save Details and Continue” button to receive a Move Summary (MV) number, and continue to Step 2.

Accounting & Billing Information

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title

Overtime AuthorizationTABSEstimatesPreferred Method of PaymentTerms & Conditions

Account & Billing Information
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id

OA
title	Overtime Authorization

class

Overtime Authorization:

Overtime

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

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id

E
title	Estimates

Estimates:

Once

Once we have all the information

we need, we will provide an estimate. Estimates

required to create an action-ready work order, 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

your completed estimate to you and the authorized signer.

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id

PMOP
title	Preferred Method of Payment

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. This is a requirement of Business and Financial Services

will primarily bill via email, but they need the physical address as well

.

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id

TC
title	Terms & Conditions

Terms &

Conditionsccount Number:

Conditions

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

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id	SchedulingInformation
title	Scheduling Information

Dates: Moves are primarily scheduled on Tuesdays, Wednesdays and Thursdays.

Note: Requests must be submitted a minimum of 10 business days in advance of the requested move date.
- Exceptions may be made if the EMS schedule permits, but a $50.00 fee will be applied.
- When selecting the Earliest Date, Preferred Date and Latest Date, provide a one-week window between the Earliest Date and Latest Date of when you want the move scheduled.
- Moves will be scheduled based on EMS calendar availability. During the long semesters, EMS usually performs moves on Tuesdays, Wednesdays and Thursdays. The summer move schedule varies and is more flexible.

Earliest date: Client preparation should be complete by this date. This is the first date EMS considers when scheduling the move.

Tip: The earliest date should begin at least ten days from the date of submitting the move request.

Latest date: This date is the latest date EMS will consider when scheduling the move.

Preferred date: If EMS can accommodate, this is your preferred move date.

Desired time of Move: This is a mandatory field. The default setting is “Between 8:30am and 10:00am.” Please select the best range of time for the requested Move to occur:

- Before 8:30 a.m. (Overtime charges will apply)
- Between 8:30 a.m. and 10:00 a.m.
- Between 10:00 a.m. and noon
- Between 1:00 p.m. and 3:00 p.m.
- After 3:00 p.m. (Overtime charges will apply)
Tip: If a specific time range is not desired, note in Step 2 under the section entitled, “Any additional information that will help the team plan for your Move.”

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id	MoveSupplies
title	Move Supplies

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id	SaveandContinue
title	Save Details and Continue

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title	Step 2: Add/Edit Locations and Inventory
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id	mc
title	Move Contact (if different from Primary contact)

Move Contact EID (EID Lookup): This contact field is optional. Here you can provide contact information for building or on-site contact, if different form primary contact. The (EID Lookup) helps with locating a person within the UT Directory.

Preferred Phone: Provide the best number for the Facilities Services crew to contact this individual.

Tip: The Preferred Phone field will pre-populate in the form if a contact is entered, but can be overwritten. It is important to submit the best number our staff can use to reach the appropriate individual, such as cell phone numbers.

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id	mfamt
title	Move From and Move To

Site: This is a mandatory field for location, such as Main Campus, Pickle Research Center, Bee Caves Complex, etc.

Examples of sites:
- UTM – UT MAIN CAMPUS (Also used for Off Campus Sites)
- PRC – PICKLE RESEARCH CENTER
- BFL – BRACKENRIDGE FIELD LAB

Building: This field is mandatory.

Note: If your move is between two or more rooms within the same building, the “Moving From / Moving To” dropdown lists should reflect the same site and building.

Note: If your move is from or to an off-campus location, please use Site: UTM and Building: OFF - Off Campus from the pull down menu.

Floor: This is an optional field. Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

Room: This is an optional field. Because every building has varying floor/room numbering styles, completing this field will ensure the Facilities Services crew arrives within the scheduled timeframe.

Note: If your move involves more than one site, building or multiple rooms, use the “Save – Add Another” button at the bottom of the page to list each move individually within the same request.

Correct example of one request involving four different locations:From – MAI: 400; To – MAI: 100
From – MAI: 401; To – MAI: 101A
From – MAI: 402; To – SSB: 1:106
From – MAI: 403; To – PAI: 3.04
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id	ii
title	Inventory Information

These fields are to list quantities of items to be moved.

Note: Be as specific as possible. State the exact type and quantity of items being moved. Crew sizes and trucks are pre-scheduled, and if the inventory is not accurate, this can result in the move being rescheduled.

Boxes: Use this field for all types of boxes, including banker boxes.

Note: All boxes must be packed and taped closed prior to the EMS crew’s arrival.

Other: Use this field for plastic totes and other items not on the list.

Tip: It is helpful for EMS to know the dimensions and contents of the boxes and plastic totes so they can determine the appropriate crew size to schedule your move. Use the “Please describe other inventory items:” field to note dimensions and contents.

Please describe other inventory items: Use this field to describe all items that do not have an “Inventory Information” field to give quantities. Please give a description, quantity, and any information that will help with the moving of these items.

Examples:Banker Boxes that need to be moved.
Plastic Totes that need to be moved.
Desks with Returns

Modular furniture: EMS does not disassemble or reassemble modular furniture. A third-party furniture company will need to disassemble modular furniture prior to EMS moving the sections.

Computers and Monitors: In order for EMS to move them, they must be boxed and ready to move upon arrival. EMS will not disconnect, reconnect, or reroute any cables, phones, computers, or panic buttons. Contact Information Technology Services for assistance with any of these issues.

Pictures: EMS does not move items from or replace items on walls that requires nailing or screwing into the wall. If you would like assistance with this, please submit a separate request via WORQS Request Service, and the appropriate crew will be scheduled. There will be a charge for this service.

Copiers: EMS does not move university copiers. Please contact Ricoh USA, Inc. to have any copiers moved.

Refrigerators: Breakroom refrigerators must be emptied and defrosted prior to EMS’ arrival. If they are not emptied and defrosted when EMS arrives, you will need to contact the Facilities Service Center to have the move rescheduled.

Is an elevator available for use?: This is a mandatory field. The default setting is “Not Applicable.”

Select “Yes” if the building has an elevator that is needed for the move.
Select “No” if the building does not have an elevator.
Select “Not Applicable” if the elevator is not needed for the move.

Will the items fit in the elevator?: This is a mandatory field. The default setting is “Not Applicable.”

Select “Yes” if items being moved will fit in the elevator.
Select “No” if items being moved will not fit in the elevator.
Select “Not Applicable” if the elevator is not needed for the move.
Tip: Selecting the appropriate choice will help EMS with scheduling and determining crew size.

Are there any tight corners in the offices or hallways that might present a challenge to staff when moving your items?: This is a mandatory field. The default setting is “Not Applicable.”

Select “Yes” if there are any tight corners in the offices or hallways.
Select “No” if there are no tight corners in the offices or hallways.
Select “Not Applicable” if there are no challenging areas in the space.
Note: If “Yes” is selected, please describe all areas affected in the “Any additional information that will help the team plan for your move:” field.
Tip: Informing EMS of items that will/will not fit in building elevators and of any tight areas will help them with scheduling and determining crew size.

Example:
- A book case that is too large to fit in an elevator may require an extra crew member to assist with carrying it down flights of stairs.
- Tight corners in offices and hallways can cause issues when moving. If EMS is aware of them in advance of arrival, they can plan accordingly.

Any additional information that will help the team plan for your move: This is a free-form field that allows requestors to give any additional information to assist the EMS crew with the move.

Note: This field is mandatory if “Yes” is selected for the “Are there any tight corners in the offices or hallways that might present a challenge to staff when moving your items?” field.
Examples:
- Does EMS need to contact someone prior to arrival for access?
- Will someone be on site to assist the EMS crew with placement of items?
- What times will the contact person be available?
- If a specific time range is not desired, please note in this field.

Attachments: Photos are encouraged; they help EMS in scheduling and determining crew size.

Tip: WORQS limits the number of attachments to five. Additional attachments can be emailed to the Facilities Service Center’s shared email inbox at facilities@austin.utexas.edu. When emailing additional attachments, please reference the unique identifier used in the WORQS Request Information “Description” field.

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id	SCTS
title	Save - Continue to Summary

Clicking the “Save – Add Another” button completes Move number 1 and starts Move number 2.

Tip: If your move involves more than one site, building or multiple rooms, use the “Save – Add Another” button at the bottom of the page to list each move individually within the same request.

Clicking the “Save – Continue to Summary” completes all moves and continues to Step 3.

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title	Step 3: Review Summary
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id	S3O
title	Step 3 Overview

Step 3 neatly groups all information together for one final review before submitting the move request. Only information selected will be displayed in the review sections.

Please review to ensure all information is provided and accurate. Complete and accurate information will allow the Facilities Service Center to process the move and hand-off to EMS for scheduling without delay. Once EMS starts the scheduling process, complete and accurate information will assist the scheduler in determining crew size and assigning the request.

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id	MD
title	Move Details

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.

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id	LAI1
title	Locations and Inventory #1

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.

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id	STR
title	Submitting the Request

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

Instructions for Event Planning

Section

Event Information

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title	Event Request Planning Form
direction	vertical

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id	EA
title	Expected Attendance
class	TABS

Expected Attendance:

If your event will have 50 or more guests, Custodial Services requires overtime authorization. It is unlikely overtime will be charged, but authorization is required in case additional cleaning is necessary.

Event Location:

Please select if your event will be on campus, off campus, or both.

Site:

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

Building:

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

Room:

If your event will be indoors, under “Is your event indoors or outdoors?” select “Indoors." Please list all rooms in the building your event will be 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 rain or shine. Please also specify any other outdoor location information under “Additional Location Information."

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id	ESAET
title	Event Start and End Times

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 any fill-in field, as needed. 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.

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id	BEAN
title	Before Event Actions Needed

Before Event Actions Needed:

Selecting these fields will populate more specific questions later in the field. 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:

"Earliest Time" is the earliest the crew can arrive, such as when your reservation begins.
"Preferred Time" is the best time for the crew to arrive to begin.
Complete by Time" is when the work must be done.

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id	AEAN
title	After Event Actions Needed

After Event Actions Needed:

Similarly, selecting these fields will populate more specific questions later in the field. 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:

"Earliest Time" is the earliest the crew can arrive, such as when your event ends.
"Preferred Time" is the best time for the crew to arrive to begin.
"Complete by Time" is when the work must be complete, such as when your reservation ends.

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id	D
title	Diagrams

Diagrams:

A diagram is required if your event is located outdoors, if electricity is requested, if a stage is requested, or if an estimate is requested. Feel free to hand-draw a simple map, or use use one of the following resources: You may download standard campus maps for outdoor venues on campus here. You can find a diagram for MAI 212 here, and the CBA events spaces here. For a build-your-own-diagram tool, see this external link. You can also request additional diagrams by emailing lis@austin.utexas.edu.

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Section

Unlock/Lock Buildings, Rooms, Elevators, or Escalators

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title	Unlock/Lock Buildings, Rooms, Elevators, or Escalators
direction	vertical

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id	ULBREOE
title	Unlock/Lock Buildings, Rooms, Elevators, or Escalators

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 Doors (BACS) must be scheduled through the building's BACS administrator. If you request a BACS door to be unlocked through this form, we will let you know and explain who you can contact for assistance.
Select the building and door(s) you would like 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 in the “Additional Unlock/Lock Information” field.

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Section

Event Cleaning

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title	Event Cleaning
direction	vertical

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id	EC
title	Event Cleaning
class	TABS

Event Cleaning:

Routine cleaning does not cover the additional cleaning required during an event. If Custodial Services needs to clean after your event without cleaning requested on your work order, you are still liable for the associated costs. After event cleaning is mandatory in some venues on campus. Overtime is required for any cleaning request for an event with more than 50 people. Custodial Services’ regular hours are Monday – Friday, 7:00 a.m. to 4:00 p.m., and 5:30 p.m. to 2:00 a.m. Anything outside these hours requires overtime authorization.

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id	BEC
title	Before Event Cleaning
class	TABS

Before Event Cleaning:

"Standard Before Event Cleaning" includes: spot cleaning spills and drips, wiping down surfaces, removing all trash, mopping/vacuuming floors, and cleaning and restocking" nearby restrooms.
"Earliest Time" is the earliest the crew can arrive, such as when your reservation begins.
"Preferred Time" is the best time for the crew to arrive to begin.
Complete by Time" is when the work must be done.
If you would like cleaning done on multiple days, please explain under “Additional Cleaning Information.”

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id	DEC
title	During Event Cleaning
class	TABS

During Event Cleaning:

Please specify if you would like custodians to stay on site during your event, or if you would like someone to stop in at specific time(s), like cleaning after lunch is served.
If you would like someone to stay on site during your event, we recommend requesting (1) male and (1) female attendant so the restrooms can be cleaned and restocked throughout your event.
"Standard During Event Cleaning" includes: spot cleaning spills and drips, removing all trash, and cleaning and restocking nearby restrooms.
If you would like cleaning done on multiple days, please explain under “Additional Cleaning Information.”

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id	AEC
title	After Event Cleaning
class	TABS

After Event Cleaning:

"Standard After Event Cleaning" includes: spot cleaning spills and drips, wiping down surfaces, removing all trash, mopping/vacuuming floors, and cleaning and restocking nearby restrooms.
"Earliest Time" is the earliest the crew can arrive, such as when your reservation begins.
"Preferred Time" is the best time for the crew to arrive to begin.
"Complete by Time" is when the work must be done.
If you would like cleaning done on multiple days, please explain under “Additional Cleaning Information.”

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id	TARC
title	Trash & Recycling Cans
class	TABS

Trash & Recycling Cans:

As Events & Moving Services provides trash & recycle cans, you are responsible for making sure they are empty before your scheduled pick-up. You can request Custodial Services to empty the cans for you, or your team can empty them and take all bags to a dumpster. Cleaning up event trash is not covered with routine cleaning. You may be charged accordingly if Custodial Services is called in to clean up after your event.

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Section

Furniture & Linens

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title	Furniture & Linens
direction	vertical

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id	FAL
title	Furniture & Linens
class	TABS

Furniture & Linens:

Pictures of all our inventory options are available here. All inventory must now be set up by the Event & Moving Services crew. You will be asked to attach a diagram on another page in the form.

6’L x 30”W tables are a standard 6’ rectangular table. They can comfortably seat 3 people on each side and can fit one person on each end for a total of 6-8 people.
6’L x 18”W tables are a “skinny” 6’ table. They are usually used for serving food.
8’L x 30”W tables are a standard 8’ rectangular table. They can comfortably seat 4 people on each side and can fit one person on each end for a total of 8-10 people.
60” round tables seat 8-10 people.
72” round tables seat 10-12 people.
Cocktail tables are 30” in diameter and 41” high and are used for standing guests.
All podiums are wired and compatible with microphones. All podiums can accommodate the UT Seal.
The UT seal is delivered by Custodial Services. It must be delivered to someone from your team and must be stored in a secure location when not in use. We are happy to deliver it directly to your office. You can easily bring it to your event location and hang it on the podium.
Folding screens/room dividers are 6 ½' tall and extend to about 12' long. Special screens are available for use in MAI 212.
Stanchions are about 3 ½’ tall and extend to about 8’ long.
A-frames are made of wood, are 5’ x 2 ½’ wide, and the sign holder fitting is 3’ tall x 2’ wide.

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id	TAS
title	Tablecloths & Skirts
class	TABS

Tablecloths & Skirts:

Linens are delivered by Custodial Services. Linens are available in black or white. The 6’ and 8’ tables can have ¾ (front and sides) or full table skirts. Someone from your team must be on site during delivery to sign for the linens.

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id	PS
title	Poster Stands
class	TABS

Poster Stands:

Poster stands are modular, with multiple configuration options. A single stand-alone poster stand requires (2) bases, (2) poles, and (2) horizontals. A single shared set-up, to display two posters, requires (3) bases, (3) poles, and (4) horizontals. A common set-up uses the shared stands to create a long unbroken row of poster stands. Feel free to call us at 512-471-2020 or email us at fs-events@austin.utexas.edu if you would like guidance on your set-up. Some venues require carpet squares to protect the floor that we are happy to provide. You will be asked to attach a diagram on another page in the form.

The support poles are placed 72” apart so each poster can be up to 72” wide. The horizontal supports can be placed 36” or 42” apart, depending on your needs. The lower bar is 40” from the floor and is not adjustable. Posters clip to the bars using binder clips and can be displayed on both the front and back. Posters smaller than the standard size can be clipped to only the top bar or to a piece of foam board for stability. Larger posters can clip to the top bar and hang below the bottom bar, if needed.

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id	S
title	Stages
class	TABS

Stages:

Stages are made up of 4’ x 8’ riser pieces and are available in 8", 16" or 24" heights. Please select your desired stage width, length, and height. We are pleased to assist you in determining the stage size you need. For a 16" or 24" stage, stairs are recommended. We can also provide safety railing for the back and sides of the stage. Carpeting for the stage is available, but only for indoor stages. Stage skirts are available in black or white, in full or ¾ (covering the front and sides only).

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id	MEFOI
title	Move Existing Furniture or Items
class	TABS

Move Exiting Furniture or Items:

Please provide as much information as you can about the existing furniture you need moved. The crew needs to know how many of each kind of furniture will be moved (e.g., 4 rolling chairs, 3 couches, 1 coffee table) and the exact location or room the items will be moved to. Photographs are extremely helpful; they can enable the crew to quickly identify what items need to be moved when the crew arrives on site.

The crew can also help you move event supplies, such as boxes of programs. Please explain what will need to be moved (e.g., 2 banker boxes, 3 tote bags and one large plastic tub), where it will be picked up from, and if it needs to be returned after the event.

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Section

Miscellaneous Items & Services

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title	Miscellaneous Items & Services
direction	vertical

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id	DF
title	Decorative Fountains
class	TABS

Decorative Fountains:

To request a fountain to run for your event, you must submit a letter from your dean or vice president requesting this. The letter can be attached to the form or emailed to fs-events@austin.utexas.edu. The fountain will not be scheduled until we receive this letter. If fountains are under repair, they may be unable to run.

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id	ES
title	Electrical Support
class	TABS

Electrical Support:

This includes extension cords and additional power for a band or caterer. If you just need the power in your venue turned on, you do not need additional electrical support.

For all electrical needs, please select what you need power for and provide the following information:

Who the Electric Shop should contact for more information
The name and contact information of external vendors (e.g., caterer, lighting provider, or band)
If you would like a standby electrician on site during your event
What time you need the electrical support set up by, and what time you need it all removed

You will be asked to attach a diagram on another page in the form.

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id	FD
title	Food Distribution
class	TABS

Food Distribution:

If you are planning to sell or give away Potentially Hazardous Food on campus, you must obtain approval from Environmental Health and Safety by submitting its Food Distribution Request form. Please contact EH&S for more information.

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id	FAPW
title	Fire Alarm Panel Watch
class	TABS

Fire Alarm Panel Watch:

The fire alarm will only need to be silenced if your event could trigger the alarm with smoke or a pyrotechnic demonstration. Most events do not need the fire alarm disabled.

Please specify the date and time you need the fire panels disabled, and the date and time you need them enabled. If you need service on multiple dates, please explain under “Additional Fire Panel Information."

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id	LA
title	Live Animals
class	TABS

Live Animals:

If you will have live animals at your event, please submit the Live Animal Request Form to Environmental Health & Safety at least 10 business days before your event.

For more information, please contact Environmental Health & Safety at 512-471-2287.

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id	MIAS
title	Miscellaneous Items
class	TABS

Miscellaneous Items:

Pressure washing can be provided to clean your outdoor area before your event. Please specify where you need pressure washing and what date(s) and time(s) work for your schedule.
A wheelchair lift can be provided. Please explain where you would like it delivered, when you would like it delivered, and when you need it picked up.
Landscape Services can take care of your outdoor area before your event, including mowing the lawn, leaf blowing, and trimming bushes. Please specify what area(s) needs attention, what you would like done, and what date(s) and time(s) work for your schedule.

Auitabspage

id	M
title	Multimedia
class	TABS

Multimedia:

All multimedia requests are fulfilled by ITS. For more information, please see its event information page. For questions, you can reach the Audio Visual & Multimedia Group by email at multi-media@its.utexas.edu or phone at 512-471-9238. Podiums are wired for microphone use, but we do not provide the microphone itself.

Auitabspage

id	PAT
title	Parking & Transportation
class	TABS

Parking & Transportation Services:

If you need special accommodations for parking spaces, or for a guard or police officer to support your event, please submit the Event Parking Request Form two weeks prior to your event. For more information, please contact Parking & Transportation Services at 512-471-7275 or eparking@utexas.edu.

Auitabspage

id	T
title	Tents
class	TABS

Tents:

Facilities Services does not provide or set up tents, but you may work with an outside vendor. Tent stakes are not allowed on UT Property. Landscape Services can provide water for barrels to anchor the tent. In accordance with fire code, please email Fire Marshal Waymon Jackson to make him aware of all tent locations.

Please include the following information:

Name and contact information for the tent vendor
Tent set-up date and time
Tent tear-down date and time
Where the tent will be set up

You will be asked to attach a diagram on another page in the form.

Auitabspage

id	WAI
title	Water & Irrigation
class	TABS

Water & Irrigation:

If you would like nearby irrigation turned off during your event, specify the date and time you would like it turned off and turned back on.
Some tent vendors require water to fill water barrels to weigh down the tent. We can provide a hose for the vendor to use.

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Content Comparison

Versions Compared

Key

ABOUT

EVENTS

Requestor and Contact Information

Click here for printer friendly PDF

Accounting & Billing Information

Instructions for Event Planning

Event Information

Unlock/Lock Buildings, Rooms, Elevators, or Escalators

Event Cleaning

Furniture & Linens

Miscellaneous Items & Services

Application Support

REPORTS

Quick Links

SERVICE. INTEGRITY. TEAMWORK. EXCELLENCE. STEWARDSHIP