Facilities/Media Services Policies and Procedures for the Support of On-Campus Events and Programming

Effective June 1, 2017

Facilities

Services

Facilities can and will provide the following services for conference, program and event set-ups:

• Housekeeping services
• Table and chair placements
  Note: there is a finite number of tables and chairs, availability will be confirmed prior to work order confirmation.
• Trash-placement of receptacles and removal
• Signage placement
• Maintenance services (i.e. electrical, etc.) when required
• Grounds services

Guidelines for Service Requests

Requests for service must be made 3 business days’ prior to the event (Monday through Friday, excluding weekends) via a TMA Work Order.

For the purposes of this document, a calendar week is defined as Monday through Sunday.

• Services requested less than 3 business days prior to the event or program as outlined above, not including Saturdays and Sundays, will be considered on a resource availability basis, and assessed a service fee and labor charge if completed. (See billing.)
• Facilities support can only be performed on the Pomona College campus proper. Faculty rental units and residence halls are not eligible for support services. The Dean of the College, Dean of Student residences, President’s House, Sumner House and Cook House are exempt from this provision.
• Student requests for table and chair placements at non-residential venues will be reviewed on a case by case basis and approved based on available resources.

Billing

• Services performed during the hours of 8 a.m. and 3 p.m. daily will not incur a charge, except in cases where the event or program charges a fee for participation.
• Services performed in Bridges Auditorium that require the addition of staff shifts will incur a charge based on the scope of the work required.
• Services requested less than 3 business days in advance will be considered on a resource availability basis, and charged a service fee of $250.00, as well as a labor charge of $36 per hour per grounds or housekeeping person, and $52 per hour per HVAC or maintenance person required to fulfill your request (1-hour minimum).
• Services performed outside the hours of 8 a.m. – 3 p.m. daily, and during any time on days outside of normal College operation (i.e. College holidays, scheduled academic breaks, etc.) will incur a labor charge of $40 per hour per grounds or housekeeping person, and $58 per hour per HVAC or maintenance person required to fulfill your request (1-hour minimum).

ITS Media and Classroom Services

Services

Media and Classroom Services provides technology support staffing and equipment for all classroom and most College-sponsored academic and institutional functions. ITS has a variety of equipment that includes:

• Conference speakerphones
• Document cameras
• Microphones
• Podia
• Projectors
• PC laptops
• Sound systems

Student-sponsored events should consult AV47 in the campus center for support.

Support for off-campus College related events is at the discretion of the Director, Media and Classroom Services.

Guidelines for Service Requests

• All requests for media support must be made by the organizing entity by emailing Media and Classroom Services.
• 3 business days’ notice is requested for weekday events that start and conclude between the hours of 8 a.m. and 7 p.m.
• 10 business days’ notice is requested for weekday events that start after 7 p.m. and weekend events (Saturday, Sunday and Holidays).
• 15 business days’ notice is requested for large, full day, multi-venue and/or multi-day conferences or symposiums.

Billing

• Services performed during the hours of 8 a.m. and 7 p.m. Monday through Friday, will not incur a labor charge.
• Services performed after 7 p.m. Monday through Friday, and on weekends and holidays will incur a labor charge of $40 per hour per grounds or housekeeping person, and $58 per hour per HVAC or maintenance person required to fulfill your request (1-hour minimum).
• Services performed for non-Pomona College entities will be charged for labor with a four-hour minimum.
• Some service requests may incur equipment rental charges, which will be charged to the requesting entity.

Depending on the type, size and staffing availability, we may recommend hiring an outside contractor. Please contact Media and Classroom Services for details.

Institutional Event Exemption

The following events are designated Institutional Events, and will be fully supported by Facilities and Media Services at no charge, regardless of time of day:

• Admissions Weekends (4)
• Class Day
• Commencement
• Convocation
• Founders Day
• Family Weekend
• New Student Orientation