GUIDELINES FOR REQUESTING FACILITIES AND SERVICES THROUGH CPS FACILITIES SCHEDULING

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

Please fill out the “CPS On-Line Event Request Form” on the Resource 25 Web viewer site located at: http://www.uvm.edu/wv3 to request facilities and services for your event. Please submit your on line event request form at least five 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 3:00pm the Wednesday prior to your event. If Police Services are being requested or if the planned activities pose a greater than normal physical risk, the event request form must be submitted at least fifteen 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 Campus Planning Services Facilities Scheduling by emailing cps.scheduling@uvm.edu or by calling 656-3044 or 656-8026 with any questions or for assistance.

Sponsoring Department or Organization/ Budget Number

· When filling out the Event request form please be sure that the sponsor’s name and budget number are listed on the form. The budget number should be recorded near the end of the form with your contact information.

· All Non-University groups requesting the use of facilities and services must call CPS Facilities Scheduling for details concerning eligibility, rental rates and insurance requirements.

Catering

Sodexho Campus Services provides the campus catering services. If you are requesting catering please indicate so on the Resource 25 web form but please note that you must still call Sodexho Catering to make arrangements. Exceptions must be requested by filling out a “waiver form” obtained from Sodexho by calling 656-4617 or by visiting: http://uds.uvm.edu/catering.html#Waiver

· If you are requesting that alcohol be served you must receive approval according to one of the Alcohol related policies located at: http://www.uvm.edu/~uvmppg/ppg/ByName.html.

· 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:

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 web viewer site and 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 room that Facilities Scheduling does not schedule you will need to get approval from the “scheduler” of that room. If you are unsure of who schedules a particular room please call Facilities Scheduling.

Outdoor Events

Cancellations: Please note that for all outdoor events please notify Facilities Scheduling in the event of cancellations a minimum of six 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 Facilities Scheduling 24 hours prior to the event or by noon on Friday if the event is scheduled for the weekend.

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*	Grounds Department	$25.00/hr
Custodial Set Up	Custodial	$25.00/hr
Custodial Clean Up **	Custodial	$25.00/hr
Public Address System	Electrical Department	$43.00/hr
Parking Direction Bus Charters	Transportation & Parking Transportation & Parking	$26.00/hr (per person) $31.00/hr (incl. Driver)
Security/Crowd Management Traffic management and flow	UVM Police Services	$45.00/hr (per Officer) $51.00/hr (per Officer and Cruiser)

*The Grounds Department will deliver and pick up all items it provides at the standard Physical Plant rate.

**Custodial Clean up is required if there will be food in the room.

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 requested and approved please go to your “Approved” requests on the R25 Web Viewer site and click on the schedulers name to send them an email describing the changes that you require. If your event is still “pending” you may “edit your request” on the R25 Web Viewer and resubmit.
If your event is cancelled please notify the scheduler of your event by going to your approved events on the R25 Web Viewer and clicking on your scheduler’s name.

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”

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Any questions relating to the scheduling of facilities and services should be directed to

Campus Planning Services Facilities Scheduling

656-3044 or 656-8026

cps.scheduling@uvm.edu

4/24/03