Request for Service Guidelines

Williams College Facilities provides many campus services such as:

• Repairs to buildings, including plumbing, electrical, architectural, painting, roofing, heating, and air conditioning
• Custodial services
• Heating and utilities management
• Preventive maintenance of physical plant and equipment
• Grounds management and horticultural services
• Facility improvements and modifications
• College housing
• College vehicles
• Delivery of materials and supplies from the stockroom
• Moving furniture and office equipment
• Set-ups for department events
• Events and set-ups

This policy relates to academic and administrative departmental events set-ups, moves and deliveries. This policy does not pertain to maintenance of physical space or building improvements or student group sponsored events.

REQUEST FOR SERVICE

• All requests for service must be made through the Web Request.  Service@williams.edu is no longer available.

WEB REQUEST IS TO BE USED FOR MAINTENANCE REQUESTS ONLY.  STUDENTS MUST CONTACT CAMPUS LIFE OR MCC FOR STUDENT EVENTS.

IN CASE OF AN EMERGENCY, CALL X2486.  AN EMERGENCY IS A PROBLEM THAT WOULD RESULT IN HARM TO YOU OR OTHERS OR CAUSE DAMAGE TO THE BUILDING AND MUST BE RESOLVED IN THE SAME DAY.

• IMPORTANT: All required information (bulding name, work type, room number or campus location, phone number, email address, date work needs to be done, full description of work requested, and account number) must be filled in before the web request can be submitted.

NOTICE

At all times, Facilities will attempt to meet your event set-up and delivery requirements. To enable Facilities sufficient time to plan and coordinate requests for service, sufficient advance notice of service requirements is needed.

1. A minimum of five (5) working days notice is required for all event set-up and delivery requests. Late requests will be assessed a surcharge of $100.
2. Due to the extremely heavy workload supporting College events at the beginning and end of the academic year (May 1 to June 15 and mid-August to mid-September), the notification period is increased to ten (10) working days. Late requests during this period will be assessed a surcharge of $200.

EVENT SET-UP AND DELIVERY

Facilities funded event set-up or delivery services:

Facilities’ goal is to support College operations in the most efficient and effective manner, therefore, no charges will be made to support typical academic and administrative department operations. Examples of set-up and delivery services funded by Facilities are:

• Set-ups required to support classroom activities.
• Set-ups for small department events (less than $100 estimated charges, e.g. 5 or fewer tables and 50 or fewer chairs). Typical event set-ups would include tables for snacks and coffee for a department meeting or extra chairs in a classroom to accommodate guest speakers.
• Delivering purchases to your department from the stockroom.
• Moving books, boxes, filing cabinets, or office equipment, office furniture, etc. on campus.
• NOTE: Facilities does not transport materials to off-campus locations.

Department funded event services:

Larger departmental sponsored events or events not directly associated with educational activities will be charged to the requesting department. These types of activities include:

• Theatrical performances
• Musical (instrumental, choral, etc.) performances
• Set-ups for dinners and receptions (in excess of 5 tables and 50 chairs)
• Conferences
• Reunion events
• Post-season (e.g. NCAA) athletic events

Some services will always be charged to the requesting department. Typically these services are associated with larger events. These include:

• Covering gym floors
• Installing fencing
• Setting up risers
• Moving furniture out of a room to make sufficient space for an event. There are locations on campus that require more effort to set-up for an event than others and, therefore, may incur greater charges. Contact Jean Richer x4020 or email jricher@williams.edu to determine where an appropriate location might be for your event.
• Reconfiguration of the pool bulkheads
• All labor required after normal business hours for event set-ups or deliveries. Generally, normal business hours are 7:00 a.m. to 3:30 p.m. for Trade labor and 5:30 a.m. to 2:00 p.m. for Custodial labor.

Accounts:

Facilities charges will be made to the following PS accounts where applicable:

Charges for requested work will appear on your department’s financial statements. Questions regarding the charges should be directed to Jean Richer x4020 or email jricher@williams.edu. 

Non-Maintenance Departmental Requests:

All non-maintenance requests received by Facilities estimated to be less than $1,000 will be expensed to a special Facilities account. This account is intended for items such as additional bookshelves, additional electrical outlets, window shades, and other “minor” improvements to faculty and staff spaces. This applies to faculty and administrative staff areas only.