Facilities, Real Estate and Planning

Surplus and Events

Rental Equipment for Events

Policies and Procedures

Reservations

• Reservations are required for all equipment.
• Reservations should be made through the work order system.
• Equipment must be reserved at least 3 business days in advance.
• Reservations should include the Item ID, quantities, date and time of delivery and pickup.

Delivery, Pickup, Setup and Breakdown

• Items can only be used on Wake Forest University property.

• This does not include Atrium Wake Forest Baptist Hospital properties.
• This does not include staff, faculty or student privately owned residences.

• Delivery and pickup locations must be in the work order. Be as specific as possible.
• Unless otherwise noted in the work order, items will not be setup
• For setup requests, a detailed description of the setup must be included in the work order. Diagrams and pictures are highly suggested.
• Breakdown of equipment will be provided upon request in the work order.

Cancellations and Changes

• Cancellations must be made no later than 1 business day prior.
• Cancellations should be made to fcscsc@wfu.edu or by calling 336-758-4255. Be sure to include the work order number.
• Changes to reservations (including locations, quantities, and equipment) must be made no later than 1 business day prior.
• Changes should be made to fcscsc@wfu.edu or by calling 336-758-4255. Be sure to include the work order number.

Charges and Billing

• Customers will be charged a per day rental fee (found here) per item for each day used, and for the labor (found here) required to deliver, pickup and setup/breakdown as requested.
• A billable budget code is mandatory for all rentals. The budget code must be in the work order.
• Charges will be automatically sent through the work order system to Workday at the end of each month. No invoices will be sent.
• There is no separate delivery, pickup, setup and breakdown charges or tax.

Damaged, Lost and Destroyed Items

• If an item is damaged during an event, customers will be charged for the repairs (labor and materials) to fix the equipment.
• If an item is lost or damaged beyond repair (destroyed), customers will be charged for the replacement of the item, including the shipping and tax.

Overtime and Holiday Fees

• Overtime will be charged for requests that must take place outside normal business hours (M-F 7am-3:30pm). Efforts will be made to minimize the amount of OT needed.
• Holiday time will be charged for requests that must take place on a University Holiday.
• A two hour call back time will be charged at the appropriate rate if staff must come back to campus on weekends or evenings.