Dear UT event planners,
We strive to provide you, our clients, with excellent service. In fact, service is one of our core values. Therefore, it is important to us to notify you of temporary changes we must make in our level of service because of staffing shortages. Rest assured; the department is working diligently with our executive leaders to return to normal service levels. We also want to notify you of upcoming changes, effective February 15, 2023, to the Event Services Terms and Conditions. While our service levels will eventually return to normal, the terms and conditions changes will remain as revised for this fiscal year
What does this mean for event planners?
- You may experience event processing or service delays.
- Although we will try, we may not be able to accommodate requests submitted within seven days of the event start date.
Event Services Terms and Conditions will change, effective February 15, 2023, because of the high volume of late requests and amendments.
- Rate schedule changes:
- Custodial Services’ normal hours will be changed to 7 a.m. to 4 p.m., Monday-Friday. Overtime rates will be charged for any requests outside those hours.
- Custodial Services will no longer have a minimum two-hour overtime charge.
- Fee schedule changes are highlighted in the chart below:
Action | Timing | Fee(s) |
|---|---|---|
Request Received | 7+ business days before event | No Processing Fee, Crew Labor Only |
Less than 7 business days before event | $300 Processing Fee + Crew Labor | |
Amendment Received | 5+ business days before event | No Processing Fee, Crew Labor Only |
4 or less business days before event | $350 Processing Fee + Crew Labor | |
Day of delivery, or during event | $750 Processing Fee + Crew Labor | |
Cancellation Received | 48+ hours before event | No Processing Fee |
Less than 48 hours before event | 100% of Estimated Crew Labor | |
Rain Plan Enacted | 24+ hours before event | No Processing Fee |
Less than 24 hours before event, and the rain plan is to cancel the event | 100% of Estimated Crew Labor | |
Less than 24 hours before event, and rain plan is to amend the event | $200 Processing Fee |
What can event planners do to make the planning process more efficient and effective and avoid additional fees?
- Complete all sections of the event request form:
- Provide a two-hour delivery and pick-up window.
- Confirm you have the right quantity of linens and chairs for the number of tables you have requested.
- Ensure your diagram is attached and indicates where to place inventory, such as furniture and equipment.
- Provide overtime authorization as outlined on the request form and in the Terms and Conditions document.
- Verify that the person listed as the account signer is authorized for the account number provided.
- Reference the event support wiki for additional directions and detailed information.
- When you receive your confirmation email, review the attached work order and reply to the email if you see inaccuracies or need to make an amendment.
- Provide a cell phone number for the day of the event and be available for calls from the crews upon their arrival.
Thank you for your patience and understanding as we work toward resolving these challenges as quickly as possible.
If you have questions or concerns about the service level or terms and conditions changes for events, please email one or all of the following. Also, this email announcement has been posted to our website’s News page.
- Michael Costa, Manager, Event and Moving Services
- Staci Pope, Manager, Facilities Service Center
- Dave Stevens, Manager, Custodial Services
Very Respectfully,
Scott
Scott Griffin, P.E., Interim Director, Facilities Services
The University of Texas at Austin | Facilities Services | 512-475-9789