Special Projects:
Relocations/Set-Ups/Special Events

What Can We Do For You Today?

Our Special Projects team is responsible for moves throughout campus, including office relocations. In addition, we provide the set-ups of tables and chairs for on-campus Special Events, as requested by individual departments. We also deliver supplies and equipment to buildings for custodial services.

NOTE: Important Changes to Fees and Services

We are not authorized to complete Moves or Set-Ups for Special Events off-campus.
We cannot accommodate areas other than the main campus and the southwest campus without approval of the director of Building Services.

Effective March 30, 2009, all requests for Set-Ups for Special Events must provide a current budget number to the Service Center in order to create a Work Order.

Beginning July 1, 2009, Building Services will implement a charge system for Set-Ups for tables, chairs, and podiums. The complete fee schedule can be found below.

NOTE: No charges for services will be assessed prior to July 1, 2009. At the present time, budget numbers are required only for accurate tracking. However, budget numbers may be charged if damage or loss occurs. Replacement costs for equipment is as follows:

Replacement Charges

Chair, Missing/Damaged Customer lost or caused major damage to chair $18.00
Table, Missing/Damaged Customer lost or caused major damage to Table $185.00
Podium, Missing/Damaged Customer lost or caused major damage to Podium $175.00

Clarification of Our Services

Our Special Projects crew is a team of dedicated professionals, and will make every effort to accommodate your request in a timely and efficient manner.

However, we are simply not staffed to handle all requests. As much as we would like to help, please keep the following guidelines in mind when planning your requests.

Scheduling:

Special Projects is not authorized to complete Moves or Set-Ups for Special Events off-campus. We cannot accommodate areas other than the main campus and the southwest campus, unless special accommodations have been made in advance.

You must have a budget number in order to create a Work Order. Even though there are currently no charges for moves, the Service Center will not be able to create a Work Order without a budget number.

You must provide a current telephone number and/or e-mail address, so we can contact you regarding your move or event.

Requests must be made five (5) business days in advance. Without this lead time, we may not be able to accommodate your request.

Deliveries and set-ups need to be concluded by 4:30 PM if at all possible. We will make every reasonable accommodation to complete your Work Order during normal working hours. After-hours and weekend deliveries are possible, but additional charges will be assessed.

SET-UPS FOR SPECIAL EVENTS: Reserving Tables, Chairs, and Podiums

If you are reserving tables, chairs or podiums and plan to keep them overnight, please keep in mind that your department will be responsible for securing and protecting our equipment. Our Special Projects superintendent will confirm appropriate safeguards are taken in advance, and assess the equipment for damages (if any) at the time of pick-up. If damages have occurred, fees will be charged to the budget number used for the reservation.

Please note that the initial rate for tables, chairs, et al, is per unit, per day. An additional fee is calculated if you plan to keep the tables or chairs for more than one day. The complete fee schedule is below.

How the Process Works

1. Customer enters a Work Request for Special Projects through the Service Center (644-2424). The Service Center's online form can be found here: http://www.facilities.fsu.edu/Gfx/support_for_special_events.pdf


2. Prior to a Move or Set-up date, the Special Projects Superintendent will contact the customer to finalize details. At this time, the Superintendent will:
   
   
   1. Assess the request, to determine potential safety issues and identify potential hazards
   
   
   2. Confirm details with the departmental contact responsible for coordinating the move (such as noting that computers should be unplugged and secured, etc.)
   
   
   3. Evaluate the request, to assess appropriate charges (if any).
      • NOTE: the superintendent is responsible for allocating all resources and assigning the appropriate labor crew.

Moves

Special Projects is responsible for:

• Small in-office moves - for example, an office moved to another office space within the same suite
• Boxed office moves - for example, the boxed contents of an office or department moved to another floor in the same building; or, boxed office contents moved to an adjacent building
• Small equipment within offices - for example, the move of desks from one office to another

Guidelines for Moves

• Office contents should be boxed and secured in advance.
• We cannot assemble furniture or disassemble furniture or units. This includes desks, ventilation hoods, and computer equipment, among other types of equipment. Disassembly or reassembly requires a separate Work Order from the Service Center.
• In some limited instances, the Special Projects team may remove legs from tables in order to facilitate an easier move.
• Computer Equipment should be disconnected and secured by your authorized departmental representative prior to the arrival of the Special Projects team. The Special Projects is not authorized to disconnect or reconnect computer equipment.

Special Projects / Relocation Crew Charges (effective 7/1/2009)

SETUPS - CHARGES

Item	Charge	Amount
Table, Setup	Delivery/Setup of 1 Table	$3.00 1st day, $1.00 ea. add. day
Chair, Setup	Delivery/Setup of 1 Chair	$0.50 1st day, $0.15 each add. day
Podium, Setup	Delivery/Setup of 1 Podium	$5.00 1st day, $1.00 ea. add. day

MOVES - CHARGES

At this time, no charges will be assessed for Moves.

REPLACEMENT CHARGES

Chair, Missing/Damaged Customer lost or caused major damage to chair $18.00
Table, Missing/Damaged Customer lost or caused major damage to Table $185.00
Podium, Missing/Damaged Customer lost or caused major damage to Podium $175.00

WEEKEND OR AFTER-HOURS SETUPS - CHARGES

Service Charge Labor Charge, Delivery and Pickup 50.00