Budgeting Programs and Events
A. Labor and Service Requests
After checking the College Calendar for available dates and after reserving a room for your event, you must assess your technical needs (i.e.—moving furniture, setting up chairs or tables). Labor for moving furniture, carpentry work, providing electrical set-ups, firemen, air conditioning and heat must be provided by Vassar’s unionized employees through the Building and Grounds Service Center. The College Center requires firemen, Event Staff, and/or security at most events. Sponsors are responsible for adhering to the regulations. VSA organizations must contact their SARC Intern to have their Service Requests completed. Departments need to contact the Office of Campus Activities for all Service Requests in the College Center, Students Building and Main parlors, and for any request involving equipment (tables, chairs, risers, etc. in other locations on campus).
B. Staffing Requirements
The following chart represents the minimum requirements for firemen, security, and event staff for all pubic events. Additional staffing may be required by the Associate Director of Campus Activities.
| Location | Party | Lecture | Special Event/Concerts |
|---|---|---|---|
| College Center | |||
| Villard Room | |||
| Fire watch | 1 | 1 | 1 |
| Event Staff | 3 | 1 | 2-4 |
| Security | 2 | 1 | 2-4 |
| College Center (all) | |||
| Fire watch | 1 | 1-4 | |
| Event Staff | 4-6 | 4-6 | |
| Security | 2-4 | 2-8 | |
| Blodgett | |||
| Fire watch | 1 | 1 | |
| Event Staff | 1 | 2 | |
| Security | 1 | 1 | |
| Chapel | |||
| Fire watch | 1 | 1 | |
| Event Staff | 4 | 6 | |
| Security | 1 | 2 | |
| ACDC | |||
| Fire watch | 1 | 1 | |
| Event Staff | 4 | 4 | |
| Security | 2-3 | 2-3 | |
| Residence Hall Parties | |||
| Fire Watch | 1 | ||
| Event Staff | 2 | ||
| Security | 3 | ||
| Rockefeller | |||
| Fire watch | 1 | 1 | |
| Event Staff | 2 | 2 | |
| Security | 1 | ||
| Sanders Auditorium/Taylor Auditorium | |||
| Fire watch | 1 | ||
| Event Staff | 2 | ||
| Students' Building | |||
| Fire watch | 1 | 1-2 | |
| Event Staff | 2-4 | 1 | 2-4 |
| Security | 2-4 | 1 | 2-4 |
| Walker Field House | |||
| Fire watch | 2- | ||
| Event Staff | 4-6 | ||
| Security | 2-6 | ||
C. Costs
1. Janitorial Services $16.00 per hour straight time;- Overtime set-up/breakdown $24.00
(There is an additional charge when a truck is used to transport items outside the College Center.)
a. Movement of furniture in the College Center
Removal of furniture in the Villard Room – 4 hours $64.00
Rearrangement of Villard Room furniture – 2 hours $32.00
Rearrangement of furniture in the conference room – 1 hour $16.00
b. Moving of College Center risers
2 men x 1 hour = $32.00 in College Center
c. Moving outdoor staging (in barn, delivery only)
One way, straight time = 4 men x 1 hr. = $64.00
Both ways, straight time = 4 men x 2 hrs. = $128.00
2. Cleaning Services
For all-campus events and private parties, the sponsor is responsible for clean-up. When necessary, at the discretion of the CAO, custodians will be hired to supplement clean up at a cost of specified over-time rate of $24 per hour (mandatory 4 hours).
3. Carpenters & Grounds Crew
$27.00 per hour, straight time
$124.00 per hour, overtime, after 4 PM
Weekends, holidays, 4 hr. minimum = $93.08
a. Staging: (example) Students Building (ACDC)
Set up or breakdown, straight time = 2 men x 4 hours = $186.16
Set up and breakdown, straight time = 2 men x 8 hours = $372.32
Set-up or breakdown, overtime= 2 men x 6 hours= $279.24 minimum
Set-up and breakdown, overtime= 2 men x 12 hours = $558.48 minimum
b. Staging outside
Set up or breakdown, straight time = 2 men x 2 1/4 hours - $135.00
Set up and breakdown, straight time= $232.70
Set up or breakdown, overtime= 2 men x 4 hours min.= $186.16 minimum
Set up and breakdown, overtime= $186.16
4. Electricians
Straight time $ 31.00
5. Security
Security for all events is at the overtime rate of pay. Estimate $25/hr
6. Fire watch
$20.00 (5 days notice required) addition a 1 hr. charge for arrival before event and staying after.
The following criteria will be used to determine if a fire watch is necessary at events of campus:
1. When there is a potential for crowding and what the egress capabilities are.
2. When there is a potential for non-Vassar attendees to exceed 50 people and the event takes place after 5:00 PM during the workweek or on a weekend.
3. At all parties or events where alcoholic beverages are served.
4. When a potential fire hazard will exist (i.e.—bonfire, fireworks, extensive temporary electrical wiring)
5. Drama productions must have an inspection by the campus fie chief prior to the first performance. The need for a fire watch at the performances will be determined at the time of inspection.
6. Exceptions to these criteria will be made by the Executive Director of Campus Activities in coordination with the Campus Fire Marshal. The Campus Fire Marshal has final authority.
7. All Campus-Party
Typically an all-campus party with alcohol runs at least $600.00 for the organization:
(4 minimum) security guards: $25/hour x 4 hours = $400
(1 minimum) firewatch: 20/hour x 5 hours = $100
(2) bartenders: $10/hour x 4 hours = $80
(2) kegs $60-100/each = $120 minimum
Plus any expenses for setup and decorations.