Event Support Equipment Request

This form must be completed 10 days prior to the event date.

Proof of campus calendar event approval is required to complete this form. If you have not submitted your event to the campus calendar, please visit the campus calendar webpage for more information.

Event Contact

Display Name (Hidden)

Department or Organization

First Name

Last Name

Email Address

Phone Number (10 digits - numbers only)

Billing Information (FOAP)

Fund

Organization

Account

Program

Event Details

Event Name

Location

Number of Attendees Expected

Will food be served as this event?

Campus Calendar Approval Email (PDF)

Event Date

Event Start Time

Event End Time

Equipment Load In Time
Time rental equipment can be brought in

Equipment Setup Time
Time rental equipment should be set in place (If event has catering, please add sufficient time for set up)

Equipment Strike Time
Time rental equipment can be removed

Requested Equipment

Remember to include ALL equipment needs (registration table and chairs, food tables, etc.) If you need assistance, please email eventsupport@stetson.edu.

***Rental equipment designated as general inventory and stored within the Stetson Room and Lynn Presentation Room are not subject to rental fees. Additional items that are not deemed general inventory will be charged normally.***

Item

Quantity

Total Cost

60" Round Tables
Seats 8 comfortably

8' Rectangular Tables
Seats 3 comfortably on each long side (If event has catering, please include tables in the count)

6' Rectangular Tables
Seats 2 comfortably on each long side

Chairs

Bar Stools
Only available in Stetson Room and Lynn Presentation Room

High Cocktail Tables (30" W x 42" H)

Low Cocktail Tables (30" W x 30" H)
Seats 4 comfortably

Trash Cans
Required for events with food: 1 trash can per every 50 attendees
(Custodial fee will apply for weekend events)

Recycling Bins

Portable Sound System + (1) Microphone
Available for self-use only (Not available for outdoor events after hours and/or on weekend)

Podium

Stanchions

Extension Cords
Damaged/Missing Extension Cord Fee - $50

Half-Court Gym Floor Covering
Required in Edmunds Center and Rinker Fieldhouse

Full-Court Gym Floor Covering
Required in Edmunds Center and Rinker Fieldhouse

Estimated Equipment Cost

*Estimated Labor Cost

Estimated Total Cost

*Additional overtime labor charges may apply for after-hours & weekend Event Support setup and breakdown, and custodial needs,
**All rental items are reserved on a first come, first served basis, and requested items may not be available for the selected date and time.

Additional Information

Would you like to be contacted about additional products/services for your event? Select all that apply.

Bar Service

Specialty Linens

6ft, 8ft, and 120" Round Linen Rental (Polyester) $18 - $22
Choice of color. $25 delivery charge added to final order.

Setup Notes or Special Requests
Please do NOT include requests for catering, IT support, etc. These should be communicated directly through the appropriate department. More information can be found on the FAQs.

Rendering, Layout, or Diagram (PDF or Word Doc)
Please note, your rendering must contain your event name, location, and date/time.

I confirm I have either included a rendering and/or specified layout in the above Setup Notes box. I understand that submitting this form without including a rendering and/or specifying a layout will result in the equipment being set as deemed by the Event Support Team.

Form Acknowledgement

I understand that by submitting this request I acknowledge 1) all changes to requested rental equipment must be submitted to eventsupport@stetson.edu a minimum of ten (10) days prior to the event, 2) all rental equipment is reserved on a first come - first served basis and requested items may not be available during the selected date and time, and 3) I have read this form in its entirety and agree to all terms and conditions.