Moves and Event Setups Policy

Objective of the Policy:

The Facilities Management (FM) team is available to provide support to campus departments for moving and set-up related needs but does have limited resources and is often busy providing other more critical services to the campus. This policy and procedural outline is designed to assure efficient and effective customer service to campus by providing a clear outline of how FM can assist with moves and set-ups, along with what campus departments must provide. Moves are defined as the relocation of item(s) such as desk(s), table(s), boxes, etc. Event set-ups are defined as providing tables, chairs, receptacles, etc. to a location for the purpose of a college gathering.

        1. Moves

1.1 Notice Period:

All moves require a minimum 14 day-notice prior to the scheduled move date. Facilities Management processes all work orders based on the urgency of need. Requests with a confirmed deadline will be prioritized accordingly. If your request involves a scheduled move, please provide the "Move Completion Date" at the time of submission. Work orders without a set date will be scheduled and completed in the order they are received.

1.2 Weight Limit:

The minimum weight for items to be moved is 20 pounds. Items weighing less than 20 pounds are not eligible for moving services.

1.3 Personal Items:

Only Berea College-owned property or tagged items approved to go to surplus are eligible for moving services. Personal items will not be moved.

1.4 Surplus Process: Items moved to or from surplus require written approval from the Purchasing Manager in the Finance department prior to form submission.

 1.5 Non-Surplus Process: Any items not being moved to or from surplus will require an account number to charge.

1.6 Tagging Items:

All items scheduled for relocation must be clearly labeled with the destination location. Labels should be securely attached using tape and paper to ensure visibility and durability throughout the move.

Important: Items without proper labeling will not be moved.

Facilities Management is not responsible for lost or detached labels, including those written on Post-it notes or other non-secure materials.

1.7 Scheduling:

Moves will typically only be conducted on Tuesdays and Thursdays based on Student Labor availability, as moves will be scheduled utilizing Student Labor where possible. Very large or critical time-sensitive moves may require the use of outside contractors.

        2. Event Setups

2.1 Notice Period:

Event setups require a minimum 14 day-notice prior to the scheduled event date. Failure to submit a request within this time frame can result in the inability to provide set-up services.

2.2 Sketch/Layout Requirements:

A sketch or layout of the event setup must be provided. Without a layout sketch, the requested items will be left at the event site for the requestor to set up.

2.3 Limitations and Contracts:

Event setups will utilize student labor whenever possible. Event setups that exceed the following limits or are affected by other conditions (such as lack of sufficient Student Labor resources or more critical campus service priorities with full-time staff) may require the use of outside contractors:

●    More than 15 tables (square or round)

●    More than 150 chairs

●    More than ten 10'x10' tents (or if larger tents are needed)

●    More than 3 event setups simultaneously

2.4 Waste Management:

FM will provide waste receptacles and replacement liners upon request for the event. Waste generated during an event must be disposed of in the nearest dumpster by the end of the event. Failure to do so and resulting in FM cleaning up waste and debris after an event may result in a departmental charge. FM is not responsible for removing waste from containers generated during the event.

2.5 Contact for Events:

FM will only accept requests from faculty and staff as each event requires budget approval.

2.6 Inclement Weather

Facilities Management prioritizes safety and operational efficiency. As such, all scheduled moves and events are subject to change or delay in the event of inclement weather, including but not limited to:

    ●    Heavy rain or storms

    ●    Snow or ice

    ●    Extreme heat or cold

    ●    High winds or other hazardous conditions

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For any questions, modifications, or cancellations, please contact fm_events@berea.edu or call the FM front desk at ext. 3827 in advance.