Special Event Work Order Guidelines
Facilities and Campus Services provides support for a wide range of special events in all University owned buildings and outdoor spaces. All requests must be entered through the work order system 5-7 business days prior to your event. All special event requests require a budget code. You must reserve your space in DeaconSpace well in advance of your event. To see the billable rates, material, and vendor fees, click here
Below is a list of common requests. A detailed list of policies and services provided can be found HERE, in the Special Event Services Guide.
Common Requests
Extra trash and recycling bins are available if needed, this is recommended if you are serving food or drink. We offer both plastic and cardboard bins. Remember to include quantities, drop off and pickup times in your work order.
Custodial support is available for your event. Post cleans are necessary after any indoor event. For larger scale indoor events, porters can be scheduled to help clean and restock during your event. Submit a work order to requests any services.
Banners can be hung on Reynolda Hall, Manchester Plaza, ZSR, Wait Chapel, Benson Center, and Wellbeing Center. For a full list of dimensions and guidelines, click here.
For outdoor events, temporary hookups for both water and power are available. Be sure to include specific locations (found here), quantities, and how much power you will need in your work order.
F&CS can help move equipment and supplies necessary for your event. These include setting up Wait Chapel, moving items from the Off-Campus Warehouse, and podiums. Detailed instructions are necessary in your work order.
If you require more power than we can supply, or power is needed in remote locations, we can help rent generators. If extra light is needed, we can also rent light towers. Specific locations are necessary in your work order so we can pass them along to our vendor.
The Wake Well serves our campus community during large events with mobile water needs. We are committed to decreasing disposable bottle usage on campus with the Wake Well. Note: The Wake Well may be unavailable during cooler months due to freezing temperatures.
A Dig Permit is necessary for any staking, digging, or any other disturbance of the soil below the surface. This is required to avoid damage to underground infrastructure and roots. Locating must also be done before any staking is done. The Dig Permit request form can be found here.
Heating Ventilation & Air Conditioning (HVAC) Systems are on set schedules. To make sure the HVAC System is up and running for the duration of your event, submit a work order with specific times and locations.
Services Not Offered
F&CS does not offer linens or furniture for catering events. Please visit dining.wfu.edu/catering to request these services.
F&CS does not provide microphones, sound systems, projectors, or event lighting. Visit https://is.wfu.edu/services/external-av/ to request these services.
F&CS does not provide temporary staging or platforms. Party Reflections, a local outside vendor, can provide these items.
F&CS does not provide tent rentals, or tent setup and breakdown. Party Reflections, a local outside vendor, can provide these items.
Event Planning Suggestions
Catering is provided by Under the Oaks. For more information, visit https://dining.wfu.edu/catering/.
For more information on planning a student organization event, visit the Event Planning Guide provided by the Office of Student Engagement.
To reserve a parking lot, read the event parking reservation policy from Parking and Transportation Services.
To reserve less than 5 parking spots, fill out the form found here.
Both indoor and outdoor spaces must be reserved for your event. Visit DeaconSpace to reserve your space.
Wake Forest University may require University Police to be assigned to your event. Visit the WFUPD website for more information.
The University Events Department offers consultations for event planning. E-mail wfevents@wfu.edu to schedule a time. A master event checklist can be found here.