Housekeeping, Grounds, Transport, and Facilities teams may assist with event setups, clean-ups, and equipment movement. However, all event-related requests must begin with the appropriate scheduling office.

Facilities cannot schedule setups, furniture moves, or event preparations unless the event has been formally reserved through Blinn’s scheduling process.

College-Hosted Events (Internal Events)

Blinn employees and departments planning an event must submit scheduling and support requests through the appropriate campus Scheduling Office or Student Leadership & Activities office. These offices help ensure that space, time, and support needs are coordinated correctly.

The scheduling office will typically collect:

• Event date, time, and campus
• Room or venue location
• Furniture layout or setup requirements
• Expected attendance
• A/V or technology needs
• Clean-up or turnaround needs

Once the event is approved in the scheduling system, Facilities will receive the setup and support details and plan staffing and resources accordingly.

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Not sure who to contact?
If you do not know which office schedules your type of event or space, please contact your campus’s Executive Dean for guidance. They can direct you to the appropriate scheduling office or process.

Community Rentals (External Users)

External organizations and community groups interested in hosting events at Blinn must work through the college’s facility rental process, managed by Student Leadership & Activities.

Venue & Facility Rentals Website:
https://www.blinn.edu/facilities-listing/facilities/venue-and-facility-rentals.html

This process covers, for example:

• Athletic fields and gymnasiums
• Meeting rooms and conference spaces
• Event halls and auditoriums
• Outdoor quads and courtyards
• Specialized venues and performance spaces

External rentals must be fully approved and contracted before Facilities is authorized to provide event setups or support.

Minimum Notice for Setups

To allow adequate time for scheduling staff, equipment, and logistics, Facilities must receive final event setup details at least 72 hours before the event.

This helps ensure:

• Proper staffing (custodial, grounds, transport)
• Availability of tables, chairs, and other equipment
• Room readiness and any special cleaning needs
• Coordination with HVAC or other building systems as needed

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Last-minute requests or changes
Requests made less than 72 hours before the event—or changes requested after the setup is complete—may:

• Result in overtime or call-out charges billed back to the requesting department or group
• Be delayed or declined based on staffing and workload
• Limit what can realistically be changed before the event starts

Submitting accurate details early helps avoid extra costs and scheduling conflicts.

• Decorations, food service, and outside vendors must comply with Blinn policies and any applicable fire and life safety regulations.
• Event hosts are responsible for leaving spaces in reasonably tidy condition. Excessive cleanup or damage may result in additional charges.
• Facilities may not be able to move personal or non-standard equipment if it does not meet safety or staffing guidelines.
• Academic classrooms and labs should not be rearranged without a formal request through the scheduling process.

Internal Event Scheduling

For college-hosted events, contact your campus:

• Scheduling Office, or
• Student Leadership & Activities office

If you are unsure which office handles your request, contact your Executive Dean for direction.

External Rentals

Student Leadership & Activities – Venue & Facility Rentals
https://www.blinn.edu/facilities-listing/facilities/venue-and-facility-rentals.html

Facilities Event Support (Setup & Clean-Up Questions)

Once your event is formally scheduled and approved, you may contact Facilities with questions about setups or clean-ups:

• Brenham, Sealy, Schulenburg & Waller: 979-830-4466
• Bryan & RELLIS: 979-209-7373

Facilities will only act on event support requests that have been officially routed through the scheduling system.