Facilities Management Special Event Services

Facilities Management provides support for University-sponsored special events in Campus buildings and grounds. Some common special events on campus include exhibits, lectures, receptions, seminars, sporting events, and workshops.

I. SUGGESTIONS & USEFUL INFORMATION

Services provided by Facilities Management:

Facilities Management offers a wide range of services in support of special events. These services include, but are not limited to:

  • University-owned Furniture and Equipment Rental, Set-up and Removal
  • Pre- and Post-Event Area Cleaning
  • Temporary Signage and Banner Fabrication and Installation
  • Temporary Utility Hook Ups

Services NOT Provided by Facilities Management:

  • Security (Contact Campus Police at (412) 624-2121)
  • Food Service and Linens (Contact Food Services at (412) 648-2164)
  • Room Scheduling (See contact list below under "Selecting Your Event Location")
  • Audio/Visual Equipment (Contact Instructional Media Services at (412) 648-7240)
  • Tent Rental and Set-up (See "Tent Rental" below)

Customers should contact the Facilities Management Special Events Coordinator at (412) 624 - 8809 to discuss needs not specifically listed here.

Submitting a Special Events Work Request:

Customers can submit requests by fax, campus mail or through the Internet at http://www.facmgmt.pitt.edu. The fax number for requests is (412) 624 - 9298.  Mailed requests should be addressed to: Facilities Management Work Control Center – Special Events, Eureka Building.

We encourage you to use our on-line request system.  In order to do so, individuals must first set up an on-line request account (call the Work Control Center at (412) 624 - 9296).

Requests not requiring a cost estimate must be submitted at least 5 working days in advance of the event. Requests requiring estimates must be submitted at least 8 working days in advance of the event.  Requests submitted within 4 working days of the event will be honored only if Facilities Management personnel can reasonably accommodate the event.

Upon receipt of a request, the Work Control Center will check the request for completeness.  Work Control will get in touch with the contact person if the request is not complete. Complete requests will be forwarded to the Special Events Coordinator for coordination, planning, and execution.

Special Event Planning Suggestions:

A successful special event begins with planning. Facilities Management offers the following checklist to facilitate your planning process:

  • LOCATION
  • Where will the event be held?

    Once you have chosen a location for your event, you will need to contact the appropriate individuals or departments to reserve the space. Reserving the space prevents schedule conflicts, assures that the space is available for your event, and reduces conflicts with adjacent classroom/student activities.

    Who should I contact to reserve the space?

    If your event is planned for: Contact:
       
    Alumni Hall Ballroom Office of Special Events, at (412) 624-7100
    Alumni Hall 7th Floor Lobby Area Office of Special Events, at (412) 624-7100

    Cathedral of Learning Lawn

    WPU Reservations Office, at (412) 648-7817

    Cathedral of Learning Commons

    Office of Special Events at (412) 624-7100

    Classrooms

    Rooms and Scheduling, Registrar at (412) 624-7640

    David Lawrence Auditorium/Lobby

    Rooms and Scheduling, Registrar at (412) 624-7640

    Frick Fine Arts Cloister/Lawn

    Rooms and Scheduling, Registrar at (412) 624-7640

    John & Gertrude Petersen Events Center

    SMG Events Coordinator, at (412) 648-3078

    Posvar Hall Galleria

    Rooms and Scheduling, Registrar at (412) 624-7640

    Posvar Hall Patio

    Rooms and Scheduling, Registrar at (412) 624-7640

    Posvar Hall Suites 2700, 2500 or 2501

    Provost’s Office at (412) 624-4222

    Schenley Plaza

    www.pittsburghparks.org

    The University Club

    Director of Sales and Marketing at (412) 648-1098
    Note: Facilities Management does not support this venue with labor or equipment

    William Pitt Union WPU Reservations Office, at (412) 648-7817

    For other areas, contact the department responsible for that area.

  • FOOD SERVICE
  • Food Service information can be obtained at (412) 648 - 2164.  To arrange for catering, linens, and table skirting contact University Catering at (412) 648 - 2302.

    Don't forget to order food preparation and display furniture from Facilities Management for your catering services.

  • SECURITY
  • The time or size of your event may require that you notify the University Police Department ((412) 624 - 2121) for security and building access issues (Including unlocking of any reserved space).

  • AUDIO/VISUAL EQUIPMENT
  • To arrange for audio/visual equipment and operators, contact Instructional Media Services at (412) 648 - 7240.

  • BANNERS - POSTERS - SIGNAGE
  • Temporary posters and signage can be displayed only by using easels. Banners with existing grommets can be hung only by securing them to a 10 foot section of pipe and drape. Easels along with pipe and drape are available to rent through Facilities Management. Under no circumstance shall any type of banner, poster, or signage be secured to any wall surface or railing. Facilities Management shall not be responsible for delivering these items to the event area or returning them after the event to the customer. Facilities Management should not be asked to secure these items at the completion of your event and will not be held liable for any lost or damaged items.

  • FURNITURE RENTAL
  • Facilities Management will furnish and arrange tables and chairs upon request.  Available furniture/equipment types are as follows:

    Furniture Type Comfortable Seating Capacity
    36'' Round Table
    4 persons
    60'' Round Table
    6 persons
    72'' Round Table
    8 persons
    6' Rectangular Table
    6 persons
    8' Table
    8 persons
    Metal Chair (brown, not padded)
    1 person
    Risers (4' x 8' sections, varying heights 7'', 14'' & 24'')  
    Podiums  
    Coat Racks  
    10' Pipe & Drape  
    Flags  

    The current Facilities Management rental rates for furniture/equipment can be found in section II under “Cost Recovery”.  You will find Facilities Management’s rates to be significantly lower than those of outside vendors.  However, Facilities Management has a limited supply of furniture.  It is therefore in the customer’s best interest to arrange furniture rental as far in advance as possible.  Requests for rental of Facilities Management furniture will be honored in the order in which they are received. 

  • TENTS
  • All tent setups require a permit from the City of Pittsburgh.  It is the customer’s responsibility to obtain the tent permit.  Copies of the permit must be furnished to Facilities Management.

    Tent assembly often requires water barrel anchors and identification of the location of underground sprinkler systems (to avoid damage to these systems).  If the tent is to be constructed on the grounds of the University, the Facilities Management Grounds Crew must be notified.  Filling of water barrel anchors requires the services of the Facilities Management Grounds Crew for the sole purpose of providing access to hose bibs and hoses for the water barrels.  These needs can be coordinated through the Assistant Custodial Services Manager for Special Events at x48809.  Labor rates for Facilities Management trades and grounds personnel can be found in section II under “Cost Recovery”. 

     

    II. TERMS AND CONDITIONS FOR FACILITIES MANAGEMENT SPECIAL EVENT SERVICES

    Facilities Management's Responsibilities

    Facilities Management will make every effort to provide special event support services in a prompt and courteous manner.  Facilities Management is not responsible for arranging and coordinating services from other service providers (including but not limited to those mentioned above), operating other service providers’ equipment, managing the activities of other service providers, or providing services beyond the scope of work that was agreed upon.  Facilities Management cannot be responsible for damage to or loss of customer-supplied equipment.

    Certain individuals and groups within Facilities Management have specific responsibilities:

    Work Control Center – receives customer requests for special event services, logs requests, assigns requests a job number, and forwards the request to the appropriate Facilities Management personnel.  Work Control will contact the customer if the work request is unclear or incomplete before assigning the request a job number.  Requests may be submitted via hard-copy form, fax, or via the internet (See instructions under “Submitting a Special Events Work Request”).

    Assistant Custodial Services Manager for Special Events - interfaces with the customer, determines the availability of Facilities Management resources, develops cost estimates for special event services upon request, and schedules and coordinates Facilities Management personnel required for event support.  This individual also serves as a planning resource for customers.

    Special Events Supervisor – manages the activities of Facilities Management special event personnel assigned to events.

    Customers' Responsibilities

    Customers are responsible for the following:

    • Submitting a complete Special Event service request at least five working days prior to the date of the event.
    • Providing Facilities Management with a clear and complete scope of work.
    • Providing Facilities Management with a valid account number.  The recommended subcode for these services is 6490.
    • Arranging and coordinating services by other entities such as outside vendors, food services, and campus police.
    • Verifying the availability of and reserving the room or outside location for date and time of event.
    • Developing contingency plans and communicating those plans to all involved parties.
    • Obtaining any and all permits (including tent permits from the City of Pittsburgh).
    • Providing an on-site event coordinator to act as the customer representative during event setup.
    • Monitoring activities of attendees during events to minimize damage to equipment and facilities.

    Cost Recovery:

    Facilities Management will charge the customer for all costs associated with providing service including but not limited to:

    • Labor
    • Material
    • Furniture and Equipment rental fees
    • Property damage or loss

    Facilities Management will make every effort to post charges to the customer’s account within one month.  However, in some cases there may be delays due to third-party invoicing or University accounting system delays.  Whenever such delays occur, the customer may request from Facilities Management a listing of all charges that Facilities Management expects to post as of the date of the request and an explanation of additional charges expected.  These requests should be directed to the Special Events Coordinator.

    If an event is cancelled, Facilities Management will invoice the customer for any expenses incurred prior to receipt of cancellation notice.  If no cancellation notice is received, the customer will be responsible for all expenses incurred.

    Facilities Management Labor Rates:

    Work Group

    Event Services Provided Hourly Billing Rate
    Custodians Furniture/equipment set-ups, event cleaning, etc
    $24.30
    Carpenters Banner installation, other services as requested
    $44.48
    Electricians Temporary Utility Hook-ups, etc.
    $63.26
    Painters Banner creation, temporary signage, etc.
    $56.40
    Plumbers Temporary Water Connections, etc.
    $62.09
    Laborers Miscellaneous services as required
    $38.55
    Grounds Identification of underground sprinkler systems, etc.
    $26.78
    Rates effective 1/1/2014

    Please note that these rates do not include any materials required for event support. Materials will be billed directly to the event job number.

    University Furniture/Equipment Rental Rates:

    Furniture Type Daily Rental Rate
    36'' Round Table

    $3.25/table

    60'' Round Table $3.80/table
    72'' Round Table $5.68/table
    6' Rectangular Table $2.10/table
    8' Table $2.30/table
    Metal Chair $0.35/chair
    Risers $16.75/riser
    Coat Rack $13.21/coat rack
    10' Pipe & Drape $5.95/section
    Flag $5.35/flag
    Easels $4.50/easel

    Please note that these rental rates do not include labor costs required for delivery and set-up. Labor costs will be billed to the event job number at the hourly rates listed above. Delivery costs associated with furniture deliveries are billed directly to the account/job number by the University Department of Parking and Transportation. Please contact Dave Huey @ 412-244-7080 with any billing questions.