Office of the Dean of Students          

Event Work Orders

Student organizations may request an event work order for tables, chairs, trash receptacles, stages and other resources needed for an event on campus. To create a work order, an officer is required to meet with Student Activities staff at least 14 days before the event. To schedule an appointment, call the Student Organization Center at 512-471-3065 or use our Bookings page to schedule a consultation.

Frequently Asked Questions

   How do I request a work order?

To submit a work order, an officer of the organization must meet with a Student Activities staff member at least 14 days before the event. Work order requests made less than 14 days before the event date will not be approved. Please call Student Activities at 512-471-3065 or use our Bookings page to schedule a consultation. Any student organization request submitted directly to Facilities Services will be denied.
What items can be requested through a work order?
Below is a list of items that are commonly available. Please note, this list is subject to change. Student organizations should consult with Student Activities to discuss options available through Facilities Services in order to determine if the event needs can be met with a work order. Facilities Services does not provide tents or sound systems for campus events.

   What items can be requested through a work order?

Below is a list of items that are commonly available. Please note, this list is subject to change. Student organizations should consult with Student Activities to discuss options available through Facilities Services in order to determine if the event needs can be met with a work order. Facilities Services does not provide tents or sound systems for campus events.

Tables Chairs Trash / Recycling Bins
Electricity Stages Podiums
Non-potable water Custodial Services Sand Bags
   How will I know if my work order request has been approved?

Facilities Services will email the student organization officer three to five business days after the form is submitted. The email will say if the request is confirmed, denied, or if more information is needed. The officer is responsible for providing additional information, and should respond in a timely manner.

   How much does a work order cost? Can I request an estimate for my work order request?

Work order costs vary depending on the circumstances of the event/request. Visit Facilities Services Rates, Fees, Terms and Conditions to learn more about the fees associated with their services.

A student organization officer can request an estimate, but estimates require 10 business days to be completed after the request is processed. Work units cannot create their estimate until all information and diagrams have been provided. Estimates are not guaranteed. They can vary due to circumstances during delivery and set-up. If a change is requested to a work order, it will take an additional 10 business days to receive a new estimate. Student Activities recommends submitting work order estimate requests as far in advance as possible to allow time for planning, and adjusting the event budget as needed. For questions regarding an estimate, email Facilities Services and include the work order number.

   Can I make changes or cancel my work order request? Will I be charged a cancellation fee?

Yes, work orders can be changed or canceled. It is best to respond to the original confirmation email from Facilities Services when submitting a change or cancellation. Requests can also be submitted by emailing Facilities Services directly. Depending on when the change or cancellation is requested there may be a fee, as outlined in Facilities Services Terms and Conditions.

Changes requested more than five business days before the event will not incur charges. If a change is requested within five business days of the event, each change will incur an additional $200 charge. Changes requested the day of delivery, or after the initial delivery, each amendment will incur an additional $400 charge.

Cancellations must be requested at least 48 hours before delivery. Cancellation within 48 hours of delivery will be charged at 100% of the estimated cost. If the event is not cancelled through the Facilities Service Center, and inventory is delivered, the client will be charged for the labor of delivery and pick-up. Once the event has been cancelled, Facilities Services will send a cancellation confirmation email.

   How do I pay for the charges billed to my student organization?

If a student organization is paying for the work order, a bill including options for payment will be emailed to the officer who submitted the request.

If an academic or administrative unit will be paying for the work order, then that unit should submit the work order request on behalf of the student organization. This is the case for many sponsored student organizations. Please email Student Activities any time an academic or administrative unit has submitted a work order for a student organization.

   Will Facilities Services deliver and pickup work order items?

Yes. Facilities Services must deliver, set up, tear-down and pickup ALL requested items. Overtime charges will be added if delivery and pick up occur outside of regular Facilities Services hours (8:30 a.m. - 4 p.m., Monday - Friday).

   To save costs, can I pick up and return requested items from Facility Services?

No, student organizations cannot pick up or return any items from Facility Services.

   Are student organizations required to submit work orders?

No, student organizations are able to use off-campus vendors for tables, chairs, tents, sound equipment and other resources. Depending on cost, timing or other factors, it may be more convenient to use an off-campus vendor for an event. The use of an off-campus vendor for event equipment may require additional approval. Therefore, it is important to consult with Student Activities regarding the proposed event plan at least 14 days in advance of the event. Please note, Student Activities does not provide recommendations for off-campus vendors.