1 of 4 FACILITIES MANAGEMENT SERVICES EVENT PLANNING CHECKLIST Events Planning:eventsplanning@fms.usc.edu UPC/HSC Event Phone: 213-740-3361 Event Fax: 213-740-9141 University of Southern California 3470 McClintock Avenue Los Angeles, CA 90089-0631 FAM INSTRUCTIONS: This sheet is to assist you in preparing for your event at the University of Southern California. Attached are the most common services Facilities provides. Please check all areas that are applicable to your event. All hourly labor charges are listed in each section. Some services requested after 3:00 PM during the week may require additional labor charges. All afterhour emergencies and weekend work require overtime pay at 1½ times the regular rate. Click the Equipment Rentals Price List (red) at the bottom of this spreadsheet for pricing of rentals. NOTE: Facilities Management Services new policy requires payment prior to all events. Services may be canceled if payment is not received one week prior to the event. Payment can be made either by University Requisition, check or cash. IN ADDITION: Diagrams must be submitted for all events 2-weeks prior to the event for review by the LA City Fire Marshall, or you may not be approved for your event. EVENT INFORMATION Name of Event: Location(s): Date(s) of Event: Attendance: EVENT TIMES Date Time Event Setup: Event Begins: Event Ends: Event Breakdown: CONTACT INFORMATION Name: Address: Telephone #: Cell Phone #: Fax #: Email: PERSON/GROUP RESPONSIBLE FOR PAYMENT (REQUIRED) Name: Address: Telephone #: Cell Phone #: ******************** EVENT/CUSTOMER INFORMATION ********************
Fax #: Email: 2 of 4 ******************** LIST OF SERVICES ******************** CUSTODIAL SERVICES (Indoor facilities, classrooms, restrooms) - $26.40 per hour Pre-Event Clean-up: (floor care, dusting, etc.) Post-Event Clean-up (floor cleanup, trash removal, required for indoor events with trashcans): Policing/and or cleaning of restrooms: Standby Custodian (on-site at all times): Rooms and/or Restrooms being used (ADM, VKC,?): Restroom Restocking Materials/Supplies for large events: List any other Custodial needs/information: DIAGRAMS - Diagrams of areas for electrical, fencing, and setup are available. Diagrams are required two weeks in advance by the Safety Office and Fire Marshall for all events. Diagrams Requested: (McCarthy Quad, Founders Park, Median, Tommy Trojan,?) ELECTRICAL REQUESTS - $60.50 per hour Specify the equipment that will be used at your event (popcorn machine, sound system, moon bounce, TV, computers?): Electrical Circuits: (120V - 20amp Circuits (installed with cords) How Many List Location Above Electrical Cord Rentals: How Many Lights Off/On: List Times/Areas Above Spider Box: (Limited Locations) Electrical requests must be accompanied by information on the wattage/amps of the equipment being used: Example - Oven - 30 amps, TV's - 10amps, sound equipment - 30amps, etc. Check with your caterer on their needs also. Provides <6> - 20amp Circuits EQUIPMENT RENTALS - See "Equipment Rental Price List" Tab of this spreadsheet (left bottom) for more information on pricing. Delivery fees may also be waived depending on items, delivery/pickup days and times. Please call 213-740-3361 for more information.
FOUNTAIN REQUESTS: $60.50 Fountain On: Fountain Off: Fountain Turned Down to Low: 3 of 4 Date On: me: Date Off: me back on: Date: me back to normal: Which Fountain(s) (Crocker Plaza, Doheny Fountain, Hahn Plaza,?) Begin Request: Date: Time: End Request: Date: Time: ***NOTE*** - If you are using an outside vendor to supply your equipment rentals, the Company Name and Contact must be listed (Required) or event will not be scheduled. Your form will be returned without this information, if it applies Company: Contact Name: Telephone #: HEAVY EQUIPMENT (removal of bike racks, bollards, concrete benches, park benches, etc) - $33.00 per hour Removal (DPS approval AND posting of racks required): Date: Time: Return: Date: Time: Description of items to be removed with their exact location: Bike Removal: Contact DPS at 213-740-6000 IRRIGATION REQUESTS - $38.50 per hour Irrigation Shut Off: Location(s) - Be Specific: (median, E.side of Alumni Park, S.side of McCarthy Quad,?) Turn Off: Date: Time: Turn Back On: Date: Time: NOTE: Please take into consideration your set-up and break-down time. LANDSCAPE/GROUNDS REQUESTS (outdoor services) - $31.90 per hour Pre-Event Cleanup (wash down, reline trashcans, last-minute cleanup, rake leaves, etc.) Post-Event Cleanup (required for events with trashcans): Dumpster/Roll-Offs: How Many Pressure Washing: List Details Below Standby Groundskeeper (On-site): List Details Below List any other needs/information:
SOUND - Contact IMS DIRECTLY at 213-740-1010, ask for Steven Cohen. NOTE: Sound systems require electrical service from Facilities. 4 of 4 SPECIAL SERVICES (deliveries, sign standards, move jobs) - $33.00 per hour See Equipment Rental Price List Tab below for list of items available: Please note: Rental items may require a delivery fee in addition to the rental fees. After-hours and weekends will require additional charges. Additional items and sizes are available upon request. Delivery: List Details Above Banner Hanging: List pick up location and time along with size of banner(s) Above Moves (Furniture, boxes, equipment, etc.): List Details Above Sign Standards: How Many List any other needs/ information: Based upon your request, an invoice will be emailed to you with costs for confirmation.. After approval, a university requisition can be faxed to 213-740-9141, or a personal check (please make check out to Facilities Management Services) or cash can be brought to: Facilities Management Event Planning 3470 McClintock Ave, FAM Building L.A. CA. 90089-0631 Services will not be scheduled unless payment is received one week prior to your event. Last minute requests will include an additional charge of $75.00. Requestor Signature: Date:
FACILITIES MANAGEMENT SERVICES FACILITIES MATERIAL / RENTAL COSTS FY2011 1 of 2 Events Planning: eventsplanning@fms.usc.edu UPC: Event Phone: 213-740-3361 Fax: 213-740-9141 3470 McClintock Ave, FAM, Los Angeles CA 90089-0631 HSC: Event Phone: 323-224-7001 Fax: 323-224-7008 4351 Valley Boulevard, VBB, Los Angeles, CA 90032 Event Name Date of Event RENTAL ITEMS COST HOW MANY? ADDITIONAL NOTES Barricades $19.80 Plus delivery charge Cable Ramps - 3-ft section (for spider box) $19.80 Required for cable running across any walkway Canopies - 10' x 10' no walls $81.35 Canopies totaling over 400sq ft. require L.A. City Permit at additional charges. Canopies - 10' x 15' no walls $150.54 Canopies - 10' x 20' no walls $160.82 Canopies - 10' x 30' no walls $222.17 Canopies - 20' x 20' no walls $203.83 Canopies - 20' x 40' no walls $401.10 Chairs - Samsonite plastic folding $1.08 Tye-wrap required for over 299 chairs Chairs - White wooden folding $1.70 Easels $14.42 Electric Spider Box *does not include installation* $85.00 Provides 6-20 amp circuits - limited locations Electrical Extension Cords ($12.00 for 100'), ($8.00 for 25', 50') Fencing - Green Snow fencing ( per 50' roll) $11.25 Installation charge $55.00 per 50' roll Fencing - Chain Link in 10 ft sections, 6' tall $1.90 per ft. Price is per foot - mandatory for events serving alcohol Fencing - White Picket fencing in 8' sections $19.00 Fire Extinguisher $17.60 Flag Stands $3.50 Hose and Spigot $5.00 each Plus delivery and hook up charge ($31.90) Lights - Triple R-40 theatrical pole light $82.50 10' tall (Velon to wrap the pole) - additional $13.27 Lights - R40 theatrical flood light w/clamp $23.10 Includes gel covers for different color lighting Lights - 500 watt quartz flood lights $30.00 Linens - 6' table $13.20 Standard solid colors, textures and designs extra Linens - 8' table $15.40 Standard solid colors, textures and designs extra Linens - 36" round cocktail tables $15.40 Standard solid colors, textures and designs extra Linens - 48" round table $10.36 Standard solid colors, textures and designs extra Linens - 60" round table $15.40 Standard solid colors, textures and designs extra Linens - Standard color samples Podium - standard wooden $30.00 University Podium with seal $50.00 Sandbags - Black double bags $3.96 Sign standards - White wooden $4.50 Classic Color Samples Link Stages - 4' x 8' x 12" or 24" high $50.60 *stages over 30" high require L.A. City permit* Stages - 6' x 8' x 12" or 24" high $146.33 Tables - 30" tall cocktail 42" high $9.90 Tables - 36" tall cocktail 42" high $9.90 Tables - round tables (see sizes for seating) $7.26 Tables - 60" round table seats up to 10 $8.09 Tables - 6' x 30" long seats 6 to 8 $7.26 Tables - 8' x 30' long seats 8 to 10 $7.32 Trashcans - Green Plastic with 3 trash bags $8.02 30" round seats 4 36" round seats 6, 54" round seats 8 Trashcans - Recycle containers w/ lids $7.09 Recycle your bottles and cans Trashcans - White Cardboard $7.09 Trashcan liners $0.55 Umbrellas - 7' white Garden with concrete base $19.53 Umbrellas - 11' white square Market w/ concrete base $66.00 Umbrellas - 9' white octagon Market w/ concrete base $49.50 C:\Users\kceballo\Documents\Websites\Scheduling\pdf\Event Planning Checklist FY2011.xls 1 of 2
Please note: Rental items may require a delivery fee in addition to the rental fees. After-hours and weekends will require additional charges. Additional items and sizes available upon request. Any missing items will be added to the total cost of the invoice after the event. 2 of 2 C:\Users\kceballo\Documents\Websites\Scheduling\pdf\Event Planning Checklist FY2011.xls 2 of 2