Facilities Management

Contact: Tammy Grant—x3147

Only recognized student organizations have access to these services!

Facilities Services can assist with the physical set up (tables, chairs, risers, electrical assistance, etc.). These services may only be arranged by contacting CCAL (x.3103). When planning an event it is advisable to have one person be the contact person for your group - this eliminates much confusion and often avoids unnecessary charges. Please be sure to contact CCAL in a timely manner, they will need to meet the notice requirements indicated below. Requests for set-up or special services must be submitted at least two weeks before the event. CCAL will contact Facilities Services for assistance with the physical set-up (tables, chairs, risers, electrical assistance, etc.). Facilities Services requires that certain guidelines be met. Failure to meet the requirements listed below will incur additional charges.

There are certain requirements that must be met and there are certain requests that will always incur a charge. For further information regarding all service requests, please contact CCAL.

Grounds and Electrical Requirements

• Moves and setups must be scheduled at least two weeks in advance.

• If a tradesman or custodian is required to be at the event, it will be at the expense of the requestor.

• Requested moves must be to and from locations on campus.

• During extremely busy periods, it may be necessary to hire an outside contractor to accomplish the request.

This will incur a charge regardless of whether the above requirements have been met.

Electrical

This is the electrical information that we need in order to accommodate your requests:

1. What are your exact power needs? (How many and what size circuits do you need)

2. Keep in mind that we are limited to where we have electricity available. (Best to check on location)

3. Exact location where power is needed? (A map is very helpful)

4. Is a PA system being used? (If so, where would you like it placed...it needs power too)

5. If you have booked a band, check their power requirements.

6. Is a podium needed? (If so, where would you like it placed)

7. Is lighting required?

8. Do you require an electrician on duty?

9. Provide names and phone numbers of contact people for questions that we may have.

10. Provide date and times of the event. (start and finish)

Tents — DIGSAFE Procedures

Any organization planning to erect a tent on Middlebury College property must contact CCAL at x3103 at least ten (10) business days prior to the tent being erected. The Director of Campus Activities must approve the request for an outside function.

The following information is required when submitting your request:

• Exact date the tent will be erected and removed.

• Site where the tent will be erected and a diagram of the set-up.

• Size and type of tent.

• Name and phone number of the Facilities Services approved company that will supply the tent

• Name and telephone number of the person and organization responsible for the event.

Assistance from Other Shops

Questions regarding other special function services (carpentry, painting, etc.) should be addressed by calling CCAL (x3103). These services will be performed in-house as often as possible. There may, however, be times and or jobs that will require hiring an outside contractor as specified above.

Custodial Service

Custodial service for special events can be addressed when reserving your room through CCAL. There will be a fee for special custodial services.

Clean-Up Policy

An important part of any event planning involves planning for clean-up. Always inspect the event area 30 minutes before the event begins, and carefully note any pre-existing damage. Clean-up guidelines are listed below.

Parties and Events in McCullough Student Center: At the end of your event the Student Supervisor will provide the following items for your use: dry mop, broom, and extra trash bags. Sweep the floor and dry mop the floor at least twice. All decorations must be removed the night of the event.  At the end of your event the Student Supervisor will provide the following items for your use: dry mop, broom, and extra trash bags. Sweep the floor and dry mop the floor at least twice. All decorations must be removed the night of the event.

Events in Other Facilities (athletic facilities, academic spaces, etc.): You will discuss cleaning arrangements with CCAL or the Commons office before the event. You are required to leave all College facilities in a clean condition after your event.

• pick up all trash both inside and outside buildings and bring it to the designated rubbish removal area.
• All event locations must be cleaned by noon the following day.

In the event that the area is not cleaned sufficiently, as determined by the Custodial Supervisor in accordance with the above directions, the following procedure will apply:

For further information on clean-up, please call CCAL (x.3103) or the Commons Office. Disputes over clean-up may be brought to the attention of Director of Campus Activities.