Events Support

Facilities Event Support provides:

• Event Review: assistance, estimates, equipment rental and sound technicians and components.
• Equipment and Set ups: Tables, chairs, room set up, custodial clean up, equipment rental (such as tents), microphones, skirting, screening and audio/visual components can be ordered from Events Support. Requests for equipment and set-ups must be 10 complete working days before the scheduled event. Contact Events Support at (401 863-7820) for an appointment to review estimates.  Every effort will be made to accommodate last minute requests.
• Requests for custodial assistance, electrical/sound technical assistance, grounds crew assistance or HVAC needs should be submitted via the Facilities ManagementService Request.

Events Support provides support to departments, student groups, athletics, and outside users in organizing meetings, conferences, concerts, student activities, athletic events, luncheons, dinners, classroom assistance, exams, lectures and special events such as Commencement, Parents Weekend, Orientation and Spring Weekend.

Events Support is committed to providing a superior level of technical and professional service to our customers.

IN ORDER TO BETTER SERVE OUR CUSTOMERS, A ROOM SHOULD BE RESERVED AND A SERVICE REQUEST MADE TO EVENTS SUPPORT DEPARTMENT TEN (10) COMPLETE WORKING DAYS BEFORE AN EVENT.   NO FAXED SERVICE ORDERS ARE ACCEPTED.

RATES (as of October 14, 2007)

Rates are subject to periodic changes:

Technician labor is billed at an hourly rate which includes travel, set-up and strike-down time. Currently the hourly rates are as follows:

Overtime constitutes any time after 3:00pm on a regular business weekday, all weekends and holidays.

ESTIMATES

Many University departments rely on services from Facilities for events; however, many departments are forgetting the final step to secure these services. When Facilities sends a department an estimate for the work for an event, the department must confirm that sponsorship of the event and provide an account number. Student groups do this by having a financial signatory approve the estimate before the work is finalized. Please don't forget this important and necessary step!

• Events Support provides non-binding estimates.
• All Student Events must have an estimate attached to their service request and all service requests must be completed 10 working days prior to the event and sent to Events Support by a Student Activities Office representative.
• The estimate is subject to change due to additional requests, extension of times, technical difficulties or other factors beyond our control.
• Charges for your event will be based on the actual equipment used and all relevant labor required to professionally support the event.

AVAILABLE EQUIPMENT (rates as of July 1, 2008)

Tables (price per table)

• 6ft rectangular = $8.50
• 8ft rectangular = $9.00
• 60" round = $9.00
• 72" round = $13.00
• 30" round = $7.75
• 36" X 36" = $6.75
• Classroom tables: 6 ft X 18" = $7.50 and 8 ft X 18" = $8.50
• Serpentine tables = small $12.75 and large = $13.00

Chairs (price per chair)

• Folding chairs = $1.10
• White wood garden = $3.95
• Gold ballroom chivari = $7.00
• Wedding white folding = $2.45

Alumnae Hall & Sayles Hall have approximately 450 chairs, which are part of the room. Leung Gallery in Faunce House has 100 chairs available.

Sound (rates as of September 1, 2008)

• 5 Disc DC Player = $50.00
• Cordless HH Mic = $50.00
• Cordless LAV Mic = $60.00
• Mic on Podium = $15.00
• Mic on Stand = $20.00
• Speakers with Sound System = $75.00
• Table Top Mic = $20.00

Cassette Player Recorder: Division 3 (Sound) has equipment available both with technician on duty and technician not required for mono recording and playback. Setup charge required.

Media Services rents the following video equipment and services: projectors, screens, VHS/VCR, technician on duty, delivery and pick up, cassette player/recorders, overhead projectors and laser pointers. Call (401) 863-2197. The SOUND requirements for the Salomon Center are handled by Michael Hamesser at (401) 863-3190.

List Art 120, Carmichael Auditorium, MacMillan 117, Smith-Buonanno 106 have an installed sound system for voice amplification. Microphone requests are needed.

Sophisticated sound and lighting equipment available from an outside vendor ordered through Events Support.

Other equipment/support:

• Pedestal fans: Outside vendor charge = $35.00 per use.
• Flipcharts: 27" X 34" plain paper pads on an easel = $27.00

University Catering: (401) 863-2712, supplies white table linen for buffet (6' & 8') tables and (60" & 72") round tables of eight or ten persons for events they are catering. Brown Cloths/skirting for panel or registration tables only, order through Events Support Department, Box 1941 , for a minimal charge. Outside caterers must supply their own linen.

Event Support, department of facilities management:

• Campus Box 1941
• 295 Lloyd Avenue
• Providence , RI 02912
• Phone: (401) 863-7820 OR (401) 863-7808
• Fax: (401) 863-1943