Resources

Reserving Tables and Chairs

Hello Campus Community! We hope you are having a great semester. In an effort to provide the campus with newer, lighter, and safer alternatives to the heavily used buffet tables that Facilities has been providing to the campus for special events, the Facilities department and the University Center Scheduling Office have teamed up to improve the quality of the furniture and streamline certain setup procedures.

As always, the Scheduling office will provide tables, chairs, A/V, and setup at no charge when the event takes place in University Center space. University Center space includes the UC meeting rooms and gymnasium, 2nd Floor Plaza, Mountain Lion Plaza, Breckenridge meeting rooms, and the Upper Lodge. The reservation process for these areas remains the same as it has been. Therefore, the following procedures apply only to reservations for furniture that will be used in areas of the campus that lie outside of University Center space.

Procedure for Reserving Tables and Chairs for Campus Event Use

1. The event coordinator reserves buffet tables, round tables, and green folding chairs as an External reservation with the UC Scheduling Office. Please call x3664 with date, time, location of event, and number of tables and chairs needed.
   
   
2. The event coordinator submits a work request to Facilities to move furniture to desired space, and to pick it up after the event. Work requests should be submitted 2 weeks in advance at http://arc.uccs.edu/uccs/reports/createworkrequest-r00.cfm
   The department will be charged for labor if setups have to occur outside Facilities’ regular work hours. Regular hours are Monday through Friday, 7am to 3:30pm. Special setup instructions, including diagrams, should be included with the work request. If needed, diagrams and additional instructions can be emailed to gweeks@uccs.edu referencing the work request number.
   
   
3. Coordinator receives an email confirmation from the Scheduling office for the reservation, including total charges. Buffet tables and dinner rounds cost $2.00 each, and chairs are $0.25 each. The total number of tables and chairs that are available to the campus community is limited, so they will be reserved on a first-come, first-serve basis. The reservation will show a tentative status until payment is made.
   
   
4. Coordinator calls Carolyn at x3471 with a speedtype or Acard number to pay for furniture no later than 3 days prior to the event. The status of the reservation is then changed to confirmed.
   
   
5. Facilities will pick furniture up and deliver to the event site, with the following exceptions:
   
   
   1. The Scheduling staff will set up orders of 6 tables or less in Dwire Hall.
      
      
   2. Scheduling will deliver tables and chairs to the Art Gallery, Science Building, and the Library. Scheduling will coordinate with Facilities &/or staff and volunteers when large setups are required in these areas.
      
      
6. Facilities will pick furniture up as soon as possible after the event and return it to the University Center.

Thank You for working with the University Center and Facilities Department! We strive to make your event as smooth and worry-free as possible!

Dave Willower
Director of Physical Plant
X 3352

Jeff Davis
X3491
Director University Center

Carolyn Daley
Scheduling Coordinator
X3471