NetFacilities - Room Setups
Requests for room set-ups can only be submitted by a departmental administrator or designee. To submit a work order, please refer to Submitting a NetFacilities Work Order
Why should I contact Facilities?
The university hosts a variety of events, from catered receptions to orchestra rehearsals, and senior year thesis presentations to podcasts. Event spaces range from lecture halls and auditoriums with fixed seating, to open format rooms that can be set up in a variety of ways.
Facilities manages the spaces on campus, and will fulfill requests for room set-ups. In the process of reviewing your request, they may alert you to any additional paperwork or process that needs to be completed before your event. They may also alert you about activities or items that are not allowed on campus.
Facilities is responsible for maintaining spaces and furnishings on campus, however it is the event coordinator’s responsibility to ensure that proper regard is shown for our campus facilities, and that rooms are returned to their original condition on completion of an activity.
What can I request?
Facilities has a limited inventory of the following items:
- Tables, chairs, risers, podiums, white boards, garbage and recycling bins, easels, white boards, etc.
Facilities can assist with the following:
- Opening rooms which may be locked
- Set-up and break-down of room set-ups
- Opening a servery and turning on equipment
25Live has an inventory of room resources for each location. Available furnishings varies depending on the location.
Please note that furnishings may not be moved between rooms, removed from rooms, or moved between buildings. In some rooms, furniture may not be moved at all; while in some rooms, furniture might be moved to the perimeter of the room. Contact Facilities to inquire about a specific location.
If you need assistance moving large or heavy items across campus, Facilities will refer you to Chick Chack. Ask to speak with Suzette (212) 244-8577.
How much time will set-up and break-down take?
When submitting a space reservation via 25Live, always request additional set-up and break-down time. Your set-up time should be the same amount as your break-down time.
The amount of time for set-up and break-down needed by Facilities depends on these factors:
- Room and building location
- Date and time
- Requested set-up
- Other university classes and events
All events require a minimum of 30 minutes for set-up, and 30 minutes for break-down.
Facilities has a limited amount of resources and inventory, so it may not always be possible to accommodate your requests. A work order may be denied if the requested set-up places the room over capacity.
Please note: Facilities will not move furniture while there are people in a room.
For guidance about your specific event and set-up, contact Facilities with details.
When should I submit my request?
Requesting set-up for classes or events in which seating is fixed should be submitted no later than 72 hours’ in advance.
Events which involve extensive set-up, or requests which involve extending building hours need to be submitted two weeks in advance, and require the event coordinator to schedule a walk-through with Facilities staff (Paul Gottlieb, Monika Jackowski, and Janice Shaman); Mike Biondo (Campus Safety); and Mark Fitzpatrick (AV/IT).
Please note: Facilities will not approve your work order until your event is marked as “Confirmed” in 25Live.
Coordinating an event walk-through
If your event is taking place on the weekend, involves multiple rooms, has extensive set-ups, large attendance or VIPs, a walk-through with Paul Gottlieb, Monika Jackowski, and Janice Shaman is required (contact them via email and reference your 25Live reservation #). Submit your event information and a floor plan prior to the walk-through.
Building hours
The University’s official building hours are posted on the Current Buildings Hours card. Building hours for future semesters are published prior to the semester starting. Always check to see that your events fall within these times.
Please allow enough time at the end of your event for your guests to vacate the building before it closes.
Extending building hours
The Buildings Department’s sustainability initiatives focus on the efficient design and operation of spaces on campus to reduce energy consumption and the resulting carbon emissions. As such, there are certain hours and days when buildings are closed.
Requests for events that do not fall within university-scheduled building hours will require special permission and will incur associated fees.
Coordinators may request Extended Building Hours by submitting a NetFacilities work order.
Additional staffing fees
Aside from fees related to building hour extensions, Facilities may also require that you request additional Facilities staff. This may be necessary when your event requires extensive set-ups. Please contact Facilities for a quote and have a worktag available.
Furniture and equipment rentals
If you need to bring in items from a rental company, first provide information and proposed set-ups to Facilities for their approval. They will ask follow-up questions to ensure that electrical load from any equipment won't overload our systems, that plugs are compatible with a room's outlets, and ensure that rooms don't go over capacity with the addition of large equipment of furniture.
Request enough time in 25Live for deliveries and pick-up, and obtain a Certificate of Insurance (COI) Policy with proof of Workers’ Compensation from the rental company.
Remember to request assistance from the rental company with the set-up of the furniture, as our Facilities staff will not assist with this.
Furniture deliveries must be certified to be bedbug-free. For new furniture, the partner or company must supply an invoice that includes the date of purchase. All other furniture, partner or company must provide certification from a State Licensed exterminator (on company letterhead) that the furniture has passed bedbug inspection.
All items must also be certified to be flame-retardant. An affidavit is required from the rental company stating the rental furniture is fire rated as per New York City code.
Storage
You are responsible for removing your materials, supplies and food at the end of your event. Facilities is not responsible for your belongings nor is there available storage space on campus.
If you require additional time in your room to account for storage or rental pick-up, be sure to extend your reservation time in 25Live.
Campus Safety staff are not responsible for items kept in storage, so you must either post your own event volunteer in the space, or request additional staff from Mike Biondo.
Please note: An additional charge will apply and your additional Campus Safety staffing request is subject to approval.