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Special Event FAQs

What are some of the items I need to consider reserving when planning an event?
  • Tables, chairs, and podium rentals. Trash can rentals, and A/C and HVAC accommodations

  • Where do I start my reservation for a special event request? When do I need to place my request?

    Please start your reservation as soon as possible to guarantee your rental items quantities and scheduling needs can be accommodated. All special event requests require a five-day minimum grace period.

    What if I have missed the minimum grace period?
    • Any requests received less than five days in advance must be approved by the department’s supervisor before the Service Center may submit an order.
    • For Tables and Chairs, Contact Building Services Superintendent – Kevin Thompson – (850) 644-8318
    • For A/C, Heating, or HVAC – Email facilitieshvac@fac-lists.facilities.fsu.edu
    What do I need to start my request for items?
    • Organization/OMNI number, contact info, and budget number. As well as, delivery and pick up date, time, and locations.
    When do you deliver and pick up?
    • Monday – Friday from 8:30 am – 3:45 pm
    What is pricing? Is set up and breakdown included in the price?
    • The following prices include the item, delivery, set up, break down, and pick up.
    ItemChargeAmountReplacement Cost
    Table/Setup Delivery/Setup
    of 1 Table
    $3.00 1st day,
    $1.00 ea. add. day
    Chair, SetupDelivery/Setup
    of 1 Chair
    $0.50 1st day,
    $0.15 each add day
    Podium, SetupDelivery/Setup
    of 1 Podium
    $5.00 1st day,
    $1.00 ea. add. day

    When is payment due?
    • Billing happens upon completion of event.
    I completed an online request, is that a reservation?
    • No. Once you have submitted a special event request online, you should receive a confirmation email with the subject line: NEW SPECIAL EVENT REQUEST, APPROVAL PENDING: OR-1553316793 - Confirmation Email” This Approval pending email lets you know we have received your request. Once we have received your request we will process it and turn it into a Work Order, barring any errors or missing information. If there are errors or missing information we will reach out to you directly via phone and email. After your request has been approved you will receive an email with a seven-digit Work Order number. Only once you have this seven-digit Work Order number has your special event request been processed and approved. IF YOU HAVE NOT BEEN CONTACTED WITHIN ONE (1) BUSINESS DAY OF SUBMITTING YOUR SPECIAL EVENT REQUEST, PLEASE CONTACT THE FACILITIES SERVICE CENTER IMMEDIATLEY AT 850-644-2424.
    How long do I get my rentals for?
    • Rentals are rented out by the day.
    What if I need my rentals for more than one day?
    • You may rent items as long as you like and for whatever duration is needed. The charges incur at a daily rate.
    • 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 the equipment.
    What if I need items delivered or picked up at a specific time?
    • We are happy to accommodate specific delivery and pickup as long as the time requested is within our normal operating hours of M-F from 8:30 am to 3:45 pm. Please make any time specific needs known on original special event request form.
    Do you offer after hours deliveries/pickups?
    • We do not. Events can be any time, however any and all deliveries and pickups must be scheduled during M-F from 8:30 am – 3:45 pm.
    Do I have to be physically present?
    • You must be physically present to sign for your rentals at both time of delivery and time of pick up.
    Are there any minimum quantities that I need to book?
    • There are no minimum quantities required. We accommodate orders of all sizes.
    What if my event is off campus?
    • We are not authorized to complete requests for moves, set ups, or special events off campus. If you are unsure of whether or not your location is considered on or off campus, please call us for further clarification.
    What is considered on Campus?
    • The following areas are included in what is considered “On Campus.”
      • Main Campus, TSB, FSU Reservation, Mag lab, Engineering Buildings at Innovation Park, Foundations Buildings, Sliger, Jim Moran Building, and the Warren Building
      • If you are unsure of whether or not your location is considered on or off campus, please call us for further clarification. 850-644-2424
    What if I need to update or make changes to my existing order?
    • Please call us immediately so we can make the proper adjustments. 850-644-2424
    What is your cancelation policy?
    • We require that you give us at least a 24 hours’ notice to cancel a Special Event work order. Please fill out the REQUIRED Cancelation form located here to prevent delivery of rentals and any charges to your Budget. Once Tables, chairs and/or Podiums have been delivered and setup, charges will start to incur.
    I did not use all of my items, will I get a refund?
    • Items are charged for time out, not for use. All dispatched items go through the same sanitization and maintenance process upon return, used or not. This ensures that every item you will ever receive is clean and ready for use.
    What happens If I damage or fail to return items?
    • Damages will be assessed at the time of pick up. If damages have occurred or items are failed to be returned, fees will be charged to the budget number used for the reservation.
    What should I do if I receive my order and items are missing or damaged?
    • We do our best to ensure your order is complete and all items are delivered in a timely manner. Upon receipt of tables, chairs and or/podiums from our Building Services Department, you will be required to sign a document stating that you have received all items in serviceable or working condition. Upon Pickup, a signature will also be required to release the items. If you discover missing or damaged items at point of delivery, please notify the building services representative who will replace those items immediately.