Colgate University
Facilities Department
13 Oak Drive • Hamilton, NY 13346-1398
(315) 228-7130
Guidelines for Event Service Requests / Work Orders
What types of events warrant a service request / work order?
- If you are having food at your event:
o Why? Even if you plan on cleaning it up yourself, we should have one in case there is an
accidental spill. A work order also lets us know that we have to go back and check the
room before the next person uses it. There may be cleaning and / or trash removal needed
after your event. Some rooms only get cleaned 1 time per day, so it may not get checked
after your event unless we have a work order to let us know.
o Charge? If there ends up being minimal (under a half hour) clean up our staff will not
charge time to your work order. It will be cancelled and you won’t have to pay anything.
- If you are rearranging the room and /or need extra tables / chairs or other items:
o Why? If you rearrange the room and are not planning on putting it back how you found
it, you should be putting in a work order. As with food events, a work order lets us know
that we have to go back and check the room to make sure it is clean and reset it before the
next group comes in.
o Charge? As with food events, if the reset is minimal then we will cancel the work order
and you will not have to pay anything.
When submitting a work order for an event please include the following information with the
submission:
- Special event work orders require AT LEAST a 24-hour advance notice. It may require us to
schedule overtime. Work orders must be submitted by a professional faculty/staff member.
- In the title, please give your event a name and include the date: ie; “Facilities Appreciation Lunch
9/13/16)
- A budget code
- The date and time of the event (starting and ending time)
- All locations that are being used
- Who the caterer is
- What time the caterer plans on setting up (this will affect the time we do the set up)
- Description of the room set up needed. We also would like a drawing if possible.
- Whether or not you would like custodial coverage during the event
- Who the contact should be for any questions about the event and a reachable phone number.
- If you are having a caterer for your event we also need to know when they will be removing their
equipment from the room
o If your caterer is unable to come back right after the event and remove their equipment
you must coordinate a location where that can be stored until they arrive. Departments
are responsible for ensuring that the catering equipment is moved to the coordinated
location.
- If you are having rentals delivered we need to know the date / time of drop off and pick up.