Event Planning Guide
Equipment Rental
Building Services operates an equipment rental service for individuals or groups hosting an event on campus. Tents are not rented though this service but assistance in this area is available.
Rental Order Form
To order equipment for your event complete the Equipment Rental Request form. Your netID is required to access the form.*
Form Instructions
To place your order please provide:
- Your name
- Project grant number
- Event name
- Event location (Instructions for completing this field are contained on the form)
- Items to be rented (Select from list. For your convenience a link to the Rental Catalog is contained on the form allowing you to browse photographs of all items available for rent)
- Setup and break down requirements (if any)
*Non-University account holders will not have access to the online form and should contact Building Services directly to place an order.
Order Follow Up
If the details of your order require follow up Building Services will contact you directly once your order has been placed.
Changes to Orders
To change an order contact Building Services. Please reference the order you wish to change by event name, date and contact name. Changes will not be honored if made less than one business day prior to delivery.
Rental Policies
Ordering Deadlines
Equipment must be ordered at least three days in advance of a requested delivery date. It may not be possible to fill last minute requests. Changes will not be honored if made less than one business day prior to delivery.
Rental Period
Prices are contained on the form and reflect a one week rental period. Prices also include delivery and pickup during regular business hours; weekdays 7:30 a.m. until 3 p.m.
Additional Fees
The following additional fees may apply:
- Extension of rental period
You will be charged to extend the rental period beyond one week in the amount of one-half the original cost for each additional week. - After hours delivery
Weekend and after-hours deliveries are chargeable as overtime. The minimum overtime charge is $60.00. In many cases it may be practical and necessary to deliver equipment after regular work hours. - Setup and breakdown of equipment
Should you require this service, you will be charged the per hour cost of labor. Some locations are more labor intensive than others, so fees do vary. - Lost or damaged equipment*
The fees for lost or damaged equipment are as follows:
Lost or damaged folding chairs-$10.00/ chair
Damaged tables-2/3 the replacement cost of the table
Lost tables- $120.-$80. based on current prices
All other items- full replacement cost
*Charges do not apply to lost or damaged equipment that has not been picked up by department staff for more than 48 hours after the event or after the scheduled pick-up time.
*Customers will be contacted and alerted to missing equipment so that they have an opportunity to locate it before the charge is applied. Building Services supervisors will also be alerted to assist in locating the equipment.
*Good judgement will be used when deciding whether or not to charge customers. Extenuating circumstances may occasionally be given consideration.