Table and Chair Usage Procedures

Request Form

This policy applies only to additional tables and chairs requested for delivery, including those to outdoor areas. It does not apply to existing furniture already in a reservable space. All furniture reservations are based on Facilities Services staffing and equipment availability. If staffing or equipment is not available, you will be referred to a third-party vendor.

Collected fees support Facilities Services labor costs:

Fees support the UEMS Sustainability Fund for furniture replacement:

• All requests must be made through the UEMS (University Events and Meeting Services) website.
• A UEMS Coordinator will submit a Facilities Services work order on your behalf. WSU Departments/Offices/Innovation Partners will have to provide funding information for Facilities to auto charge the delivery fee.
• Requests are not approved until UEMS verifies inventory and receives the signed Terms and Conditions from the requestor.
• Once approved:
  • If available, the work order is submitted to Facilities by UEMS, and items are removed from inventory.
  • If the inventory is unavailable, requesters will be referred to a third-party vendor.

• No charges for rentals or deliveries during weekdays.
• Must submit requests through ShockerSync.
• Must sign a damage waiver with funding information agreeing to replace damaged/unusable items.

• All groups (including students) must sign a damage waiver.
• Groups are fiscally responsible for replacing damaged or unusable items as determined by Facilities/UEMS.

• Handled exclusively by Facilities Services.
• Groups may not set up or tear down furniture themselves.
• Facilities will assess equipment condition upon pickup.
• Excessive damage will be reported to the UEMS Director and Facilities Operations Manager for possible charges to the requestor.

• Facilities Services can deliver up to 20 tables (Rounds or Rectangles combined) and 160 chairs.
• Orders exceeding these quantities cannot be fullfilled by Facilities Services, even partially. The whole order will be referred to a third-party vendor.

• Requests must be made at least 5 business days prior to the event.
• Requests made within 5 business days:
  • Will incur a $50 late fee.
  • Are subject to staffing and inventory availability.
  • May be referred to a third-party vendor if Facilities cannot fulfill the request.

• Deliveries or pickups outside of weekdays 7:30 am – 4:30 pm, on weekends, or holidays incur Facilities' standard overtime charges. Please note tables and chairs cannot be left outside overnight.
• Student groups are exempt from delivery fees but are responsible for overtime charges.

• Departments may request fee exceptions for consideration. To request a fee exception, email myevent@wichita.edu.
• All exception requests will be reviewed by the UEMS Director and the Facilities Operations Manager for final determination.

Helgerson's: https://www.henryhelgerson.com/

Action Tents & Party Rental: https://www.actiontentparty.com/

Third party vendors are responsible for the setup and tear down of their tables. UEMS and Facilites Services is not responsible for working with the third party vendor or setting up or tearing down their equipment. The organizing department must arrange the drop off, setup and pickup times with the vendor and you are responsible for ensuring you have the space booked through the entire rental period.

Additional fees will be charged if UEMS or Facilities Services has to remove third party equipment from a event or meeting space.

If the third party requires a contract the organizing department must follow all WSU and department contracting procedures.