Special Event Set Up Form

• Please be sure you have received an official Room Reservation confirmation from the appropriate office before completing this form to request set up items
• Read the Special Events Policy & Procedures
• Submit this form 30 days prior to faculty/staff event date; 15 days prior for student organization. $100 late fee will be assessed for non-compliance.
• Please have the correct and final number of items needed for the event date, edited from your form copy sent with your emailed confirmation, no later than 1 week before the event.
• New requests or changes to previous requests will not be processed or accepted 48 hours before the event date.
• All event coordinators are responsible for insuring all trash is properly disposed of following indoor and outdoor events. A $100 trash fee will be assessed for non-compliance.
• If inclement weather arises, either before or during a scheduled event and set up items have been provided, all rental items requested for campus outdoor events must be secured indoors immediately by the hosting event coordinators. Failure to comply will result in a $50 fee and possible fees for damage and/or replacement cost. All outdoor events are required to secure items indoors at the conclusion of the event, unless accommodations have been prearranged with the housekeeping office.
• To view all costs associated with the Set Up Form, please view the entire fee schedule here.

All fields marked with an * are required

First & Last Name^*

Email Address^*

Event Coordinator’s Name

Office Phone ^*

Cell Phone^*

Are you adding several events? no yes

I have read the Special Events Policy & Procedures and have no questions at this time. Please call x4008 if questions arise:^*

Yes

Today's Date^*

COST Center (Example: (1111))^*

Activity code if applicable (Example: (A01))

Account Code #^* select one Faculty and Staff Student Organization

Event Name^*

Event Sponsor^*

Event Date^*

Event Location^*

Set-up Time

A maximum of 3 hours prior to the event start time is acceptable and is at the discretion of the Housekeeping staff. Exceptions will be considered based on scope of event and feasibility.

Actual Start Time

End Time

People Attending

Is the Event Catered?

Yes

No

By Whom?

Caterer Arrival Time

Library Elevator for trash removal and/or deliveries
(please check out event keys from Administrative Services, x4008)

Yes

No

Recycling Bins (plastic, paper, etc.)

Podium Needed

Yes

No

Podium Sign

Yes

No

Sterno Racks (fuel cans not provided)

Coat Racks (2 available, hangers not provided)

Stanchion Bases (4 available; diagram required)

Additional Housekeeping support afterhours/weekends

Yes

No

If yes, the Special Project Approval/Payment Authorization Form is required and must be filled out and emailed directly to Ruby Moreno, housekeeping supervisor, rmoreno@regent.edu. No housekeeping support will be provided with out this authorization form. (Typically this is required for outdoor events or a Saturday event following a large Friday event in LIB Atrium or RH MCR/Lobby; however, it may also be needed for large events taking place between 1 to 3 days)

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RENTAL ITEMS REQUESTED

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Trash Cans (approx. 1 per 30-60 people)

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BLACK Trashcan Covers
(NOT PROVIDED FOR OUTDOOR EVENTS)

# @ $3.00 each:

$

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WHITE Trashcan Covers
(NOT PROVIDED FOR OUTDOOR EVENTS)

# @ $3.00 each:

$

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6 ft. Round Tables
(seats 10 max, 42 available)

# @ $6.00 each:

$

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5 ft. Round Tables
(7 available; seats 8 max—request cocktail linen, black or white, to cover to the floor)

# @ $5.00 each:

$

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WHITE Round Tablecloths Short
(Lunch Service 90 inches)

# @ $3.50 each:

$

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WHITE Round Tablecloths Long
(Dinner Service 120 inches)

# @ $6.50 each:

$

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36-inches in diameter Stand-up Cocktail Tables
(24 available/INTERIOR USE ONLY)

# @ $6.00 each:

$

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Black floor length cloths for the Cocktail Tables
(28 available)

# @ $5.50 each:

$

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White floor length cloths for the Cocktail Tables
(59 available)

# @ $5.50 each:

$

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6 ft. Rectangle Tables
(all tables for inside classrooms will be NARROW unless noted in the instructions box)

# @ $4.00 each:

$

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6' x 18" Narrow Tables

# @ $4.00 each:

$

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White Rectangle Tablecloths

# @ $3.00 each:

$

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White Rectangle Table Skirts

# @ $5.00 each:

$

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Open Back BLACK Drapes
(20 available/media panels, vendors and information tables only)

# @ $5.50 each:

$

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Open Back WHITE Drapes
(18 available, vendors and information tables only)

# @ $5.50 each:

$

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Floor length black linen drapes for rectangular tables
(11 available)

# @ $6.50 each:

$

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Floor length white linen drapes for rectangular tables
(12 available, for information tables only)

# @ $6.50 each:

$

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Tight-fit BLACK Covers
(18 available/information and display with no covered storage under table)

# @ $5.50 each:

$

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Tight-fit WHITE Covers
(15 available/information and display with no covered storage under table)

# @ $5.50 each:

$

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White Plastic Tablecloths required for food or beverage tables
(must have linen cloth underneath; rectangle tables only)

# @ $0.60 each:

$

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Outdoor Plastic Cloths (with elastic; rectangle tables only; available in black or white)
(DO NOT DISPOSE AFTER EVENT AND LEAVE ON TABLES)

# @ $5.00 each:

$

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Banquet Chairs
(597 in inventory Green and Gold)

# @ $1.00 each:

$

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Chapel Chairs (Use in Chapel Only)
(25 in inventory Blue)

# @ $1.00 each:

$

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Folding Chairs
(371 in inventory)

# @ $0.00 each:

$

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50 cup Coffee Maker
(6 available)

# @ $5.00/day per Coffee Maker:

$

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5 gal. Igloo Coolers
(4 available)

# @ $5.00/day:

$

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10 gal. Igloo Cooler
(16 available)

# @ $5.00/day:

$

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Standard Hand Sanitizers

# @ $2.50 ea./table top:

$

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Pedestal Hand Sanitizers
(11 available)

# @ $5.00 ea./floor model:

$

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Must share your plan of action:^*

• Share how many food tables have been ordered:
• Share how many tables are for check-in and/or awards:
• Other general details that are important for housekeeping to know:
• Please state here when your LIB Atrium, balcony, RH Lobby, or outdoor diagram, matching your set up items requested, will be emailed to adminservices@regent.edu:

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Please review your selections to ensure all needed items are noted. Housekeeping will only place what is requested. Each event coordinator must make sure they have planned well and requested accurately. No changes are permitted 48 hours before the event date.

If your set-up request changes, it is REQUIRED that you submit a completely NEW form and mark “UPDATED” in the comment box to prevent confusion. There is NO EXCEPTION to this policy. The old form will be used unless a new one is submitted.