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Guidelines for Requesting Facilities and Services

Guidelines for Requesting Facilities and Services
Through Conference & Event Services

Use These Guidelines to Request Space and Services for Events Large and Small

Please note that in order for your reservation to be confirmed, you must submit your correct PeopleSoft Chart of Accounts String.  If you have any questions, please contact Conference & Event Services by phone 656-5665 or by e-mail at conferences@uvm.edu.

 

Relevant UVM Policies for Requesting Space

Please submit your on-line event request form at least 5 working days in advance of the event. A guide to follow is that if your event is on a Wednesday, the event request form must be submitted by 3:00 pm the Wednesday prior to your event. If Police Services is being requested or if the planned activites pose a greater than normal physical risk, the event request form must be submitted at least 15 working days in advance of the event.

The information below is provided to assist you in completing the on-line form and to provide you with some basic information to help you plan for your event. Please contact Conference and Event Services by emailing conferences@uvm.edu or by calling 656-5665 with any questions or for assistance.

 

Outdoor Events

  • Cancellations for all outdoor events: Notify Conference & Event Services a minimum of 6 hours before the event or by noon on Friday if the event is scheduled for the weekend.
  • Relocation to Indoor Facility: For outdoor events that are being moved to a "pre-planned" indoor rain site, please notify Conference & Event Services 24 hours prior to the event.

 

Sponsoring Department or Organization / Chartstring

  • When filling out the event request form, please be sure that the sponsor's name and chartstring are listed on the form.
  • All Non-University groups requesting the use of facilites and services must call Conference & Event Services for details concerning eligibility, rental rates, and insurance requirements.

 

Catering

Sodexo Campus Services provides the campus catering services. If you are requesting catering, please indicate so on the R25 Webviewer form. You must call Sodexo to place an order at (802) 656-4617 or visit their website at http://uds.uvm.edu/catering_home.html.

Highlight "Catering at UVM", then click on "University Catering" to place an on-line order.

  • If you are requesting that alcohol be served, you must receive approval according to one of the Alcohol related policies located at UVM Alcohol Policy website.
  • If you are requesting catering, please be sure to indicate the number of tables that will be required for the food set up according to the chart below.

Custodial Clean up is required for all catering events.

Description of Food Service
Attendance

Number of Tables for "food set-up" Only*

Coffee service or breakfast
Less than 50
1
Coffee service or breakfast
50 plus
2
Luncheon
Less than 50
1
Luncheon
50 plus
2
Barbeque
Up to 100
3
Barbeque
100 plus
6
*Please be sure to also specify the number of tables and chairs required for seating space.
  • You may view photographs and "set-up" diagrams of space (more to come in the future) by going to the R25 Webviewer site. Click on a space name at the "Locations" menu. Room availability is also displayed by pulling up the calendars for spaces under the "locations" menu option.
  • If you are requesting a particular room that Facilities Scheduling does not schedule, please call Conference & Event Services.

 

Services Estimates

Estimates for Services provided by the University are as follows (rates may vary):

Service
Provider
Rate/Hr
Trucking (tables, chairs, podiums, risers, bulletin board* Event Services $26.50/hr
Set-up/Take-down (straight time) Event Services $26.50/hr
Custodial Set-up/Take-down (overtime) ** Custodial Services $26.00/hr
Public Address System Electrical Services $37.50/hr
Parking Direction Transportation & Parking $35.00/hr (per person)
Bus Charters Transportation & Parking $37.00/hr (incl.driver)
Security / Crowd Management
Traffic management & flow		 Police Services $56.00/hr (per Officer)

* Event Services will deliver and pick up all items it provides at the standard trucking rate.
**Custodial Clean up is required for all catering events.

 

Indicate Your Needs in Detail

  • Please indicate on the on-line form which room layout you wish to use. If you have specific needs not covered on the resource, list please indicate those needs in the comment section of the form.
  • Indicate the number of podiums, microphones, risers, etc., that you will require.
  • Please indicate planned activities in detail in the comment section, as this may require review by Risk Management.

 

Changes in Service

  • For all changes in services that have already been approved, please go to your "Approved" requests on the R25 Webviewer site. Click on the scheduler's name to send an email describing the changes that you require. Note: 48 hours advance notice is required.
  • If your event is still "Pending" you may "edit your request" on the R25 Webwiewer and resubmit.
  • If your event is cancelled, please notify the scheduler of your event by going to your "Approved" events on the R25 Webviewer and clicking on your scheduler's name and submitting an email notification.

 

Please check the status of your event request by going to the R25 Web Viewer site, click on "My Requests" and check both "Pending" and "Approved"

The University of Vermont
Conference & Event Services
Marsh Hall, 31 Spear Street
Burlington, VT 05405-0344
Phone: 802-656-5665 ~ Fax: 802-656-8034
Email: conferences@uvm.edu

Last modified December 15 2008 10:57 AM

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