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What are Logistics? Facilities Management Building and Landscape Services Public Safety Transportation Services Shuttle UM Environmental Safety Dining Services Visitor Services Residential Facilities
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For Event Planners, Taking Care of Logistics Means: Exceptional Timing and Coordination (ETC)
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Choosing a date: Adequate lead time is usually + 6 weeks for most logistical needs. Try to avoid religious observances. Check campus calendar s : – Academic calendar – Campus events – Student events – Performances – Athletic events – Holidays
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Choosing a time: Will the event interfere with classes? Will invitees get caught in traffic? Does it coincide with a meal time? (if so “light snacks” may become a meal) Does it need daylight to occur and remain safe for attendees?
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Choosing a location: Check with Campus Reservations: http://www.union.umd.edu/reservations/ Don’t assume who “owns” the space! (Get your reservation in writing) Is the size adequate for the #’s you expect?
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Is it a safe location for what you plan to do? Is it accessible: –to delivery and service personnel? –to people with disabilities? –to people with mobility limitations? –Ie: “Frail Folk” Choosing a location:
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What services will you need? Tables…chairs… electrical power sound amplification…stage…busses… platforms… lighting…water…parking… deliveries…signs…housekeeping… grounds cleanup… tents…first aid food…building alterations…rest rooms …+?...+?...+?………..
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Preparing the Event Site: Don’t assume existing furnishing/equipment will be there. Don’t leave your valuables unattended. Remember: unauthorized signs will disappear! Use the Sign Shop. Temperature and lighting will change depending on time of day, day of week! Do you need a rain plan?
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Requesting Help on Event Day: Remember what time you requested the services to occur. Remember what you said you would provide. Keep your work requests and other paperwork handy. Call Work Control: X52222 with questions. Emergency: 911 (from campus phone) 301-405-3333 (from cell phone)
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At Conclusion of Event: Take your “stuff” with you Notify Work Control x52222 Turn off equipment and lights Lock doors or notify Public Safety: X53555
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Free Advice! Email: Event-logistics@listserv.umd.edu pperfett@umd.edu Phone: 301-314-7881
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Services for Purchase Request for Facilities Management Services (RFMS): www.facilities.umd.edu/RFMS/campus.cfm - Download the Form - Send to Work Control: 1. 1300 Service Building (003) 2. workcontrol@fm.umd.edu 3. Fax: 301-405-1473
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RFMS Forms Must Have: Dean, Director, Department Head Approval Valid FRS Number Your contact information
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Remember the “ETC” and Have a Great Event!
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Request for Facilities Management Services Please complete sections A-E below and submit to the FM Work Control Center 1300 Service Building (003) Tel 301.405.2222 Fax 301.405.1473 A.Requester Information Name: Phone: Title: Email: Dept: Fax:
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B. Description of Service (Select type and describe service) Special Service Maintenance Minor Alteration Lease Campus Project Capital Project Location of Work: Building Room(s) or campus area Desired Date / Time of Delivery: Service Requested:
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C. Financial Information (not required for Maintenance requests) Billing Dept: Billing Address: Contact Person: Payment Method(s)Fund Source Account #Funding Amount Fund from campus account(s): Paid directly by you: Requesting funding from a campus, State or external source:
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Select an authorization option for your request and sign: __ I request delivery of the services described above and authorize payment of all associated costs. __ I request a detailed project budget for the services described above. This option is required if campus or State funding is requested. Signature: Date: Dean / Director Date: D. Request Authorization Select an authorization option for your request and sign: __ I request delivery of the services described above and authorize payment of all associated costs. __ I request a detailed project budget for the services described above. This option is required if campus or State funding is requested. Signature: Date: E. Approvals (required for all Lease Requests, Campus, and Capital Projects and where campus or State funds are requested) Dean / Director Date: Vice President Date: FM use - W.O. / Proj. #:Unit: Proj. Title:Date:
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