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Events

Event Services provides special event set-up and support for the Campus Community.

 

***Event requests MUST be submitted to the GOVMotus Permit System, with a diagram, a minimum of 10 business days before the event.***

 

Campus Special Events Application

Campus Policy Regarding The Use of University Properties and Event Arrangements

FM Event Presentation

 

The key to a successful event is planning and communication among all associated service providers well in advance of the event. There must be adequate lead time depending upon event size.

  • As an example, events that are indoors, within a classroom, during normal operating hours typically require a minimum of 2 weeks' notification.
  • Events that are outdoors with food, tables, and/or entertainment typically require a minimum of 3 months’ notification.

It is critical to plan your event as far in advance as possible and communicate with all associated service providers. Events are normally supported on a first-come, first-served basis. FM reserves the right to prioritize work.

For any gathering that is reasonably broad in scope or requires more than one functional area of support, a Campus Special Events Application must be completed.

No work can be completed until FM receives a completed work order, which includes a completed Campus Special Events Application, Chart of Accounts (COA), and a GOVmotus permit (when applicable).

The event sponsor is responsible to contact all service providers and obtain their approvals.

FM will work with customers to determine the best mix and scheduling of staff to support their event. The top priority is to accomplish all tasks in a timely manner and to standard. FM reserves the right to determine the most economical mix of resources for all events but will not sacrifice employee well-being or safety.

A Facilities Use Agreement is prepared for all events hosted by external agencies. To request a Facilities Use Agreement, contact Hospitality Services.

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 require a responsible person to be present for the entire event, and that person may be a club officer.

Events through the Office of Student Involvement require that the event work request be submitted by an OSL Staff.

Any event conducted for or by the University, regardless of division or department, is chargeable under the current recharge policies and procedures.

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 8 am to 5 pm), weekends, and on holidays recognized by the UC will be charged at time-and-a-half.
  • Weekend, holiday work, or after-hour work requires a two-hour minimum per person. If the work involves setting up before the event and a break down after, there is a charge for each two-hour block in which work was done.

Event sponsors can request an estimate prior to their event by submitting a work request with a completed Campus Special Event Application.

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. This includes wind damage to easy-ups.

Generally, if FM does not provide the work requested for the event, there is no charge. If any work is done, and the customer has a concern with the quality or scope, this should be raised immediately by the event sponsor with the senior FM staff present or contact FMHelp to resolve any issues. If work is done and issues are raised after the fact, FM will make every effort to address concerns, but all charges will stand and must be paid.

The event sponsor 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 setup, break down and clean up. This is especially important as it relates to monitoring people entering unlocked areas.

We stand committed to providing the best possible service at a reasonable rate.

 

If you have any questions or concerns, please contact:

Ernie Solano

T: 209-201-6596 | E: esolano3@ucmerced.edu

 

Additional resources:

Billing Questions and Answers

Event Questions and Answers

 

Event notification for Students through the Office of Student Involvement