Event Requests
Step 2: Event details.
Once you know your venue and dates, we can assist with the event items. We just need some essential details to ensure you have everything. These will be required when you fill out the event request form, which will be explained in Step 4.
Number of attendees- Let us know the number of attendees so we have a better understanding of the size of your event.
Note: Requesting 300 chairs or more requires additional labor. If you need more than 1,000 chairs, you will need to hire an outside vendor through Procurement. An event with 1,000 attendees requires approval from the campus fire marshal.
Indoors or Outdoors- Is your event inside or outside, on or near a landscaped area? Let us know so we can review adjusting sprinkler times and landscaping activities, provide water access, and approve items to be placed on landscaping such as tables, chairs, carnival rides, generators, tents, inflatables, etc.
Also, is your event on a courtyard or does it have a patio set? We can prep the area if we are informed in advance. Most spaces are department-owned and not maintained by FS.
Any damage to landscaping will be the responsibility of the event planner. Putting stakes in the ground is not permitted without pre-approval.
Large, outdoor events may require campus fire marshal approval through the Building & Safety Permitting & Inspection portal.
Restrooms- Which restrooms will people be directed to use? Let us know so we can have our team refresh the facilities, rooms, and hallways, before and after your event.
Food and beverage- Extra trash/recycle receptacles are needed per every 30-box-sized meals. Let us know the number of meal types, and if it is sit-down or cocktail style, so we have you covered.
You may need to obtain a food permit from EH&S.
Event diagram- Layouts and any supporting documentation greatly assists us with arranging your event. After you submit your event request, you can attach this information to the request online, or you can send this information to facilities@ucr.edu with your Service Request # in the subject line of the email.
Vehicles- Driving a vehicle onto campus grounds requires permission. We need to know in advance if you are planning to do this, and the vehicle size and type.
Multi-day event- Is your event taking place over multiple days?
Electricity- Depending on your needs, you may need to use an outside vendor through Procurement. Please see more about electrical services below.
Services not provided by FS
Linens/tablecloths- Not included with tables.
Multimedia, audio/visual- If you need microphones and speakers, submit an ITS service request.
Parking- Parking arrangements should be made through TAPS.
Wayfinding signage- Please use a vendor through Procurement.
Campus fire marshal approval for large or outdoor events- Event planners must obtain this approval.
Food permits- Please review EH&S's food permit process.
Electrical services not provided by FS
Unfortunately, our Electric Shop will no longer be able to support events with the ordering, staging, and delivering of generators, light towers, and other rental equipment. We no longer have the storage space nor labor resources to provide this service. Please work with rental companies for all your campus electrical needs. Rental companies can deliver and set up self-contained generators and spider boxes with cords.
We do have locations on campus that are able to supply power to spider boxes. The vendor needs to coordinate with FS's electrical shop before using our infrastructure to support events. If your event requires shore power, or campus power, it will require a funded service request/work order. A campus electrician(s) can be on site for the event to help troubleshoot issues with a funded work order. Thank you for your support and cooperation with these changes.
Chairs: Off-White Metal Folding
Our folding chairs are off-white in color with a sturdy metal back and seat.
$0.65/day
Chairs: Executive — Indoor Use Only
Our folding chairs are white in color with a padded seat.
$1.00/day
Tables: 6' x 30"
Our 6' x 30" rectangular folding table seats 6-8 people.
$2.50/day
Tables: 8' x 30"
Our 8' x 30" rectangular folding table seats 8-10 people.
$3.00/day
Tables: 60" Round
Our 60" round folding table seats 8 people.
$4.00/day
Tables: Cocktail — Limited Use
Our 30" diameter tables can be adjusted to 42" cocktail height or 30" cafe height. Please call 2-4219 for availability.
$13.50/day
Canopies: 10' x 10' Blue
Our canopies are adjustable in height. Backdrops are available for protection from the wind and sun.
$50.00/day
Canopies: 10' x 20' — Blue
Our canopies are adjustable in height. Backdrops are available for protection from the wind and sun.
$75.00/day
Canopy Backdrops: 10' x 10' White — Set of 3
Canopy backdrops are available for all canopy sizes. The backdrops protect against the wind and sun.
$15.00/set/day
Canopy Backdrops: 10' x 10' Dark Blue w/Gold University Seal
Canopy backdrops are available for all canopy sizes. The backdrops protect against the wind and sun.
$15.00/ea/day
Backdrop Draperies: 8' x 10' Dark Blue — For Commencement Stage Only
Backdrop draperies are available for use with the commencement staging.
Note: UC Riverside Banner with Gold Lettering not included with drapery, sold separately.
$4.00/panel/day
Coat Racks
6' metal frame on wheels, no bottom shelf, for hanging garments.
$15.00/day
Flags: American with Pole
All flags are mounted in a sturdy base.
$7.50/day
Flags: Fiat Lux with Pole
All flags are mounted in a sturdy base.
$25.00/day
Flags: California with Pole
All flags are mounted in a sturdy base.
$7.50/day
Easels: Wood Frame — Call for Availability
Pads not included.
$5.00/day
Podiums: Free Standing
The free-standing podium is of wood construction. Microphone and sound system services not included— submit an ITS service request.
$10.00/day
Podiums: Table Top
The table top podium is of wood construction. Microphone and sound system services not included— submit an ITS service request.
$10.00/day
Podiums: Chancellor's — Limited Use
For limited use. Please call 2-4219 for availability. The chancellor's podium is beautiful, imported mahogany. Adjustable height. Includes an exterior lighted University Seal, lighted work surface, and audio-visual controls. Microphone and sound system services not included— submit an ITS service request.
$50.00/day
Podiums: Commencement
The commencement podium is of wood construction mahogany stained, displays a university seal and has microphone connections. Microphone and sound system services not included— submit an ITS service request.
$25.00/day
Staging: Commencement 4' x 8' Section — Limited use
Commencement staging is available in either 16" fixed height sections or 24"-40" variable height sections. Staging is available for limited use. Call 2-4219. Drapery not included with staging. Multimedia equipment not included— submit an ITS service request.
$25.00/day
Staging: Concert 4' x 8' Section
Concert staging is available in 16"-24" variable height sections. Microphone and sound system services not included— submit an ITS service request.
$25.00/day
UC Riverside Banners: Wood — Blue w/Gold lettering — For Commencement Staging Only
For limited use. Please call 2-4219 for availability.
$25.00/day
Fencing: 6' Section White
Our white fencing is available for crowd control around events.
$13.35/day
Patio Heaters: Brass Reflective Propane — Call for Authorized Usage
Our patio type propane heaters are available to take the chill off those evening events.
$85.00/day
Patio Heaters: White Reflective Propane — Call for Authorized Usage
Our patio type propane heaters are available to take the chill off those evening events.
$60.00/day
Stanchions: Chrome Pole w/Blue Control Tape
Our chrome pole stanchions are available with blue control tape.
$5.00/day
Stanchions: Metal Fabric — Dark Blue, Gold Cap
Our dark blue metal fabric stanchions are available with blue rope.
$7.50/day
Receptacles: Set of Trash and Recycle Boxes w/Liners (Approx. 1 set needed per 30 attendees per meal)
Make sure you order enough receptacles to cover the entirety of the first day of your event. If receptacles are needed for a multi-day event, a $5.00/day service charge applies starting the second day. See Receptacles: Service Charge.
$15.00/first day
Receptacles: Service Charge
Receptacle liners will be changed out, starting the second day of a multi-day event. Make sure you order enough receptacles to cover the first day of the event.
$5.00/each additional day
Moving Crates
For pre-packing office moves.
$0.50/day
Event items previously offered but are no longer available:
Canopies: 10' x 10' White
Canopies: 10' x 15' White
Canopies: 10' x 15' Dark Blue
Canopy Lighting: Incandescent bright 4 bulb set
Canopy Lighting: Fluorescent
UC Riverside Banners: Vinyl — Blue w/Gold lettering
Gym Mats
Event items added:
Chairs: Executive — Indoor use only
Tables: Cocktail — Limited Use
Coat Racks
Receptacles: Duo Trash and Recycle Boxes w/Liners
Receptacles: Trash and Recycle Boxes Service Charge for Multi-day Event
Step 4: Submit a Special Event Request.
Ready to send us the details? Just follow the instructions below.
- Log in using SSO.
- Click Create Request.
- Select the Property, Floor, and Space.
- Under Issue Type, select Events (Recharge) - Campus.
- Under Issue Sub Type, select either Special Events Indoors or Special Events Outdoors.
- Add a Watcher if desired.
- Click OK. There will be a pop-up window.
- Fill out the form with as much detail as possible. A COA will be requested.
- Click UPDATE. You will be provided with a Request ID # and a follow up email.
- Choose File and UPLOAD any documents, including an event diagram.
Please note that we need a minimum of 14 days' notice of the event, 7 days’ notice for changes, and 2 days’ notice for a cancellation.
