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Step 1: Book Venue(s)

Step 2: Risk Management

Step 3: University Counsel

Step 4: Media Relations & Equal Opportunity

Step 5: Facilities (Set-up & Tear-down)

Step 6: Food & Beverage

Step 7: Campus Safety & Parking

Step 8: Event Media Support & UTS

Step 9: Complete Event Document

DU Faculty and Staff Event Planning Guide

Step 5: Facilities (Set-up & Tear-down)

Work Order System

The Facilities Department (Conversion Crew, Grounds, Maintenance, Custodial, etc) receives all requests through the online Work Order System. Such requests must be submitted at least five (5) business days before the event date. Click here to access the the Work Order System.

Event Set-up & Tear-down

• Event set-up work orders must be accompanied by a Set-up Request and Room Diagram, when applicable. Room diagrams are required for venues that do not have fixed seating (i.e. venues with moveable tables and chairs).

• All set-up requests must have tear-down instructions for the Conversion Crew, due to events that may take place after yours. For more information on event set-ups, please visit the Facilities Website.

• NOTE: For events in the Driscoll Student Center, Newman Center and School of Hotel, Restaurant and Tourism Management (HRTM), event planners should submit set-up requests directly to the appropriate Building Representative.

Custodial Services

To ensure that your venue is clean before and after your event, please submit an Online Work Order so that the Custodial Department is aware of these needs. Depending on the cleaning schedule for each building, as well as other events taking place before or after yours, you may need to request additional cleaning. For more information, please contact Custodial Services at X14819.

Outdoor Events

Certain outdoor events require additional requests from the Facilities Department. When planning an event outdoors, please consider the following:

• Tents: Tents require extensive load-in and load-out measures. If you wish to set-up a tent you must contact the Facilities Department for additional guidance.

• Sprinklers: If the event is taking place at night, during the weekend, or on a holiday, you must submit an Online Work Order to ensure that sprinklers are shut off.

• Signage & Stakes: Stakes or signs may not go in deeper than 5 inches into the ground in order to protect the sprinkler system.