Facilities Rental Request Form

External Client Reservation Request
Client Information

Title

A short description to explain the nature of a ticket.

Name of Business Organization or Individual

Point of Contact Name

Point of Contact Phone Number

Contact Email Address

Billing Address

Are you currently an employee of FSW requesting use of space outside of your normal job duties?

Yes No

Is this organization a 501(c)3?

Yes No

Is this organization a tax-exempt entity?

Yes No

Does organization currently have Commercial General Liability insurance coverage?

Yes No

Total number of personnel employed by organization that will perform setup and tear down of event?

Type of vehicle(s) to be used for load in/load out for event (car, SUV, pickup truck, tractor trailier)

PLEASE NOTE: All entities or individuals renting facilities at FSW are required to have at least Commercial General Liability insurance coverage. Auto Liability, Workers Compensation, and Umbrella coverage will be reviewed by Risk Management for applicability. A Certificate of Insurance must be provided at time of agreeement signing.

Event Information

In order to provide you quality service and ensure your event is successful, we ask that you reserve your location no less than 45 days prior to your event. Reservations made less than 45 days prior to event will be taken into consideration for scope and ability before location can be reserved.

Is this Request for indoor venue, outdoor venue or arena space?

Name of Event

Type of Event

Requested Campus for Location Reservation(Lee,Charlotte,Collier,Hendry) Preferred location

Event Start Time

Setup Time (Time client will be given access to the location)

Event Start Date

Event End Date

Event End Time

Takedown Time

Estimated total number of event attendees *

Will food and/or beverages be served at this event?

Yes No

PLEASE NOTE: All food and/or beverage orders should be placed with the FSW catering provider, Canteen, at https://fswsc.catertrax.com. Catering orders should be placed at least 3 days prior to event to ensure enough time for preparation and ordering of goods. Department/Client may not bring alcoholic beverages onto campus without proper authorization from Event Services. Additional janitorial fees may apply.

Event Setup and Additional Services

Classrooms are preconfigured with tables and chairs as a traditional classroom layout. Depending upon number of attendees and expected activity, classrooms are good for trainings and lectures. Multi purpose spaces used for banquets, conferences, lectures, and other activities do not come preconfigured with tables and chairs.

Will tables and/or chairs be required?

Yes No

PLEASE NOTE: Linens are not provided for tables. Client may bring their own linens or may contact FSW contracted caterer to rent linens for their event. FSW contracted caterer will provide a separate quote for this need. For linens rented through FSW contracted caterer, all linens will be properly placed upon tables prior to start of event.

Will security be needed for this event?

Yes No

PLEASE NOTE: Some events may have security assigned by Campus PD depending upon size, duration, locations used, or type of event. All security will be itemized and quoted if needed.

Please select any IT equipment that client will need provided from the list below. Please select all that apply:

Computer/Projector/Screen

Yes No

Wireless Microphone

Yes No

Virtual Meeting Platform (Zoom, Microsoft Teams, etc.) - Please state platform in space or leave blank if not needed

Will you require IT assistance to instruct you on the operations of your selected equipment? (N/A if not applicable) *

If so, what time would you like to schedule assistance? (0:00 if not applicable) *

PLEASE NOTE: IT will setup equipment prior to the start of your event. If you need assistance in the operation of the equipment you will be using, you will need to state the time you would like IT to meet you. Time should be within the event start time stated above. If no time is stated, IT will not be in place to assist with the operation of your equipment prior to the start of your event.

If there is any additional information you would like to share, please feel free tell us below.

Additional Information

Attachment

File attachments associated with the ticket.

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Your name

Your email address

Verification Code

Facilities Rental Request Form - External

Event Setup and Additional Services

Other Fields