What are Logistics? Facilities Management Building and Landscape Services Public Safety Transportation Services Shuttle UM Environmental Safety Dining Services Visitor Services Residential Facilities

For Event Planners, Taking Care of Logistics Means: Exceptional Timing and Coordination (ETC)

Choosing a date: Adequate lead time is usually + 6 weeks for most logistical needs. Try to avoid religious observances. Check campus calendar s : – Academic calendar – Campus events – Student events – Performances – Athletic events – Holidays

Choosing a time: Will the event interfere with classes? Will invitees get caught in traffic? Does it coincide with a meal time? (if so “light snacks” may become a meal) Does it need daylight to occur and remain safe for attendees?

Choosing a location: Check with Campus Reservations: Don’t assume who “owns” the space! (Get your reservation in writing) Is the size adequate for the #’s you expect?

Is it a safe location for what you plan to do? Is it accessible: –to delivery and service personnel? –to people with disabilities? –to people with mobility limitations? –Ie: “Frail Folk” Choosing a location:

What services will you need? Tables…chairs… electrical power sound amplification…stage…busses… platforms… lighting…water…parking… deliveries…signs…housekeeping… grounds cleanup… tents…first aid food…building alterations…rest rooms …+?...+?...+?………..

Preparing the Event Site: Don’t assume existing furnishing/equipment will be there. Don’t leave your valuables unattended. Remember: unauthorized signs will disappear! Use the Sign Shop. Temperature and lighting will change depending on time of day, day of week! Do you need a rain plan?

Requesting Help on Event Day: Remember what time you requested the services to occur. Remember what you said you would provide. Keep your work requests and other paperwork handy. Call Work Control: X52222 with questions. Emergency: 911 (from campus phone) (from cell phone)

At Conclusion of Event: Take your “stuff” with you Notify Work Control x52222 Turn off equipment and lights Lock doors or notify Public Safety: X53555

Free Advice! Phone:

Services for Purchase Request for Facilities Management Services (RFMS): - Download the Form - Send to Work Control: Service Building (003) Fax:

RFMS Forms Must Have: Dean, Director, Department Head Approval Valid FRS Number Your contact information

Remember the “ETC” and Have a Great Event!

Request for Facilities Management Services Please complete sections A-E below and submit to the FM Work Control Center 1300 Service Building (003)  Tel  Fax A.Requester Information Name: Phone: Title: Dept: Fax:

B. Description of Service (Select type and describe service) Special Service Maintenance Minor Alteration Lease Campus Project Capital Project Location of Work: Building Room(s) or campus area Desired Date / Time of Delivery: Service Requested:

C. Financial Information (not required for Maintenance requests) Billing Dept: Billing Address: Contact Person: Payment Method(s)Fund Source Account #Funding Amount Fund from campus account(s): Paid directly by you: Requesting funding from a campus, State or external source:

Select an authorization option for your request and sign: __ I request delivery of the services described above and authorize payment of all associated costs. __ I request a detailed project budget for the services described above. This option is required if campus or State funding is requested. Signature: Date: Dean / Director Date: D. Request Authorization Select an authorization option for your request and sign: __ I request delivery of the services described above and authorize payment of all associated costs. __ I request a detailed project budget for the services described above. This option is required if campus or State funding is requested. Signature: Date: E. Approvals (required for all Lease Requests, Campus, and Capital Projects and where campus or State funds are requested) Dean / Director Date: Vice President Date: FM use - W.O. / Proj. #:Unit: Proj. Title:Date: