Moving and Events

Moving and Events Services provides the following services for Campus occupants:

  • Office and laboratory moving
  • Special event set-up and support
  • Classroom support

Moving and events

Contact

Rodney Trevathan

T: 209-228-4287 | E: rtrevathan@ucmerced.edu

Moving Services

Moving services are generally chargeable under current recharge policies and procedures. No work can be done until Facilities Management Help Desk receives a complete work order through the FM Help website. A complete work order has a financial accounting unit (FAU) number included.

Please plan your move as far in advance as possible. The absolute key to success of any moving request is planning and communication well in advance of the event. We stand committed to providing you the best possible service at a reasonable rate. Moving Services does not provide boxes, so please plan accordingly. If at any time you have any concerns not being addressed, please contact Rodney Trevathan.

Classroom and office furniture moves need to be coordinated through the respective Facility Manager. Furniture service is contracted through Tangram.

Moving Services staff members will assist in removing your surplus property. Please follow the guidelines for surplus property to initiate this service.

Event Services

University policy regarding properties and event arrangements

Event notification for students through Office of Student Life

Events through the Office of Student Life require that the event work request be submitted by an OSL staff employee.

The most critical aspects of a successful event is pre-planning and communications among all associated service providers.  There must be adequate lead time depending upon event size.  As an example, events that are in-doors, within a classroom, during normal operating hours typically require a minimum of 2 weeks notification.  Events that are outdoors with food, tables or entertainment can require notification months in advance. The event sponser is responsible to make contact with all service providers and obtain their approvals. 

FM will work with customers to determine the best mix and timing of workers for events. Top priority is given to accomplishing all tasks in a timely manner and to standard. FM reserves the right to determine the most economical mix of resources for all events for each customer, but will not sacrifice employee well being or safety.

Please plan your event as far in advance as possible. Events are normally supported on a first-come, first-served basis. FM reserves the right to prioritize work.

Any event conducted for or by the university, regardless of division or department, is chargeable under current recharge policies and procedures. No work can be done until the FM Help Desk receives a completed work order, which includes an FAU.

A Facilities Use Agreement is prepared for all events for external agencies, and is supplied once the initial event request is submitted. The Facilities Use Agreement form is available by emailing Elizabeth CapehartIf an event is reasonably broad in scope or requires more than one functional area of support, a special event request form must be filled out completely.

Any event that occurs must have a UC Merced sponsor responsible for all aspects of coordination, preparation, execution and clean up. This sponsor is responsible for the actions of the groups invited to Campus. Any damage that occurs can be billed to the sponsor. This sponsor must be a member of the faculty or staff and cannot be a student, and must be present for the entire event, monitoring all activity. Generally, student club events that are small in scope only require a responsible person be present for the entire event, and that person may be a club officer.

Billing practices

  • FM abides by all University of California policies and procedures as they relate to recharging internal UC organizations and direct charging external organizations.
  • Generally, customers are billed for actual hours worked down to the closest 1/4 hour of work. Breakdowns lower than 1/4 hour are not allowed.
  • Any work required outside the normal workday Monday - Friday (generally 8am to 5pm) will be charged at time-and-a-half on weekdays and weekends, and double-time on holidays recognized by the UC.
  • Weekend or holiday work requires a four-hour minimum. If the work involves set up before the event and break down after, there is a charge for each four-hour block in which work was done. Please clarify charges with FM Help Desk before your event.

If an event requires equipment such as tables and chairs, FM will provide them in numbers up to our current stock. If demand exceeds our supply, the customer will be referred to a rental agency for all equipment. FM will not mix any University equipment with any rented equipment.

Any University equipment used for an event is the responsibility of the event sponsor. If lost, stolen or damaged, the event sponsor will be charged appropriately for all repairs and/or replacement.

Generally, if work requested of FM is not done, there is no charge. If any work is done, and the customer has a concern with the quality or scope, that should be raised immediately by the customer with the senior FM worker present so it can be resolved. If work is done and issues are raised after the fact, FM will make every effort to address quality concerns but all charges will stand and must be paid.

The event planner/coordinator is fully responsible to be in attendance or have a designated staff/faculty representative in attendance for the entirety of the event for which they are responsible. This includes all set up, break down and clean up. This is especially important as it relates to monitoring of people entering unlocked areas.

The absolute key to success of any event is planning and communication well in advance of the event. This means planning that includes all departments affected by an event, good proactive communication, properly filling out request forms and meeting with FM early to coordinate all support. We stand committed to providing you the best possible service at a reasonable rate. If at any time you have any concerns not being addressed, please contact Rodney Trevathan.

Event Questions and Answers