University of California, Berkeley – Moving & Event Services
2016 COMMENCEMENT INFORMATION
Moving & Event Services is here to assist the campus with commencement arrangements.
We provide equipment rentals, delivery, setup and tear down service, labor to move
materials, event planning consultation and facilitation (including catering facilitation.)
HOW TO ORDER
To place your order, simply send a completed 2016 Commencement Order Form via e-mail to:
moving@berkeley.edu
IMPORTANT INFORMATION REGARDING THE 2016 COMMENCEMENT ORDER FORM





All contact information must be completed – including alternate contact information
Orders can not be processed without a valid chart string
Use one form for both ceremony and reception
Double check your order to ensure you have included all the information for each event
Include diagrams for ceremony & reception – layouts are available for some locations
o Additional administrative fees apply charged for orders without diagrams
DUE DATES
All orders should be submitted as soon as possible & at least 10 business days before the event.
Orders submitted within 10 business days of event are subject to additional costs.
You will be notified by e-mail once your order has been received.
You will receive a detailed confirmation within 4 business days of receiving your order.
CHANGES TO ORDERS
Please make changes as early as possible – we cannot guarantee that we will be able to
accommodate changes. There is a minimum $20.25 charge each time changes are made to an
order once it is placed with our office. Changes received within 48 hours of the event are
unlikely to be accommodated due to the high volume during commencement season.
ORDER SHARING
Many departments share materials and services to save money
Please note that for shared rentals additional administrative time applies for billing multiple
chart strings
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 1 of 7
University of California, Berkeley – Moving & Event Services
LIABILITY
You are responsible for any loss, theft or damage to items rented. In case of loss or damage the
department will be charged for the replacement cost for the lost or damaged items.
Estimated replacement costs are:
 Standard (6’x30”) table – $120.00/each
 Standard folding chairs - $25.00/each
 Basic linen for rectangular tables - $45.00/each
RENTALS AND MOVING RATES
ADMINISTRATIVE FEES
Moving Services is funded by recharge and we must bill for all of our time. Current recharge rates
are $81.00/hour. Each order (ceremonies and receptions count as separate orders unless they are in the
same location & delivery is at the same time) will be billed a one hour charge for administration –
which includes processing, scheduling and billing. After the first hour you will be charged in
$81.00 per hour, in quarter hour increments.
Diagrams are required for commencement events. If you do not provide one, we will create one
based upon your descriptions, but this will add a minimum of an additional half hour
administrative time. After hour assistance during commencement is billed at $81.00/hour.
RENTAL RATES
Moving Services contracts with insured rental companies for equipment not in our inventory;
Tables, chairs & other rentals are priced per item per day – prices are listed on the order form.
Cost for delivery & pick-up depends upon the dates and times. Standard delivery price is based on
delivery between 9:00am – 5:00pm with a three hour window (example: 9:00am – 12:00pm):
 Standard Delivery – $95.00
 Timed Delivery or Pickup (within 30 minutes of stated time) – Additional $40.00
 Overtime – Additional $160.00 applies on Sunday or before 9:00am/after 5:00pm
Basic labor costs are as follows:
*Basic labor applies when you only have basic chair & table rental with no additional labor support
needed.
 Table or linen set-up or tear down – $1.00/each
 Table or linen set-up or tear down – $1.00/each
 Chair set-up or tear down – $0.50/each
MOVING CREWS
Moving Services contracts to provide a labor crew of two men and one bobtail truck for campus
moves and room set-ups; the crew provides labor for rooms with existing furniture (such as the
Wells Fargo Room). Crews can also set-up rental equipment or move material.
 Daily crew rates: $77/hour – Extra crew person: $26 per hour
 Overtime Rates: $88.00/hour (Overtime applies to late or early work)
 Saturdays have a 4 hour minimum ($308.00) & Sundays have an 8 hour minimum ($616.00)
 In some cases down time between setup & tear down will be billed if it cannot be filled with
other jobs.
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 2 of 7
University of California, Berkeley – Moving & Event Services
2016 COMMENCEMENTS ORDER FORM
PLEASE PRINT OR TYPE INFORMATION CLEARLY
DEPARTMENT NAME
ONSITE CONTACT INFORMATION
PRIMARY CONTACT NAME
CELL PHONE*
E-MAIL
SECONDARY CONTACT NAME
CELL PHONE*
E-MAIL
*CELL PHONE REQUIRED FOR AT LEAST ONE CONTACT
CHART STRING
BU
ORDER CAN NOT BE PROCESSED WITHOUT A VALID CHART STRING
ACCOUNT
FUND
ORG PROGRAM
CHARTFIELD 1
CHARTFIELD 2
RECEPTION INFORMATION
DATE
LOCATION
EVENT START TIME
EVENT END TIME
CEREMONY INFORMATION
DATE
LOCATION
EVENT START TIME
EVENT END TIME
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 3 of 7
University of California, Berkeley – Moving & Event Services
DEPARTMENT:
CONTACT NAME:
RECEPTION ORDER
DELIVERY DATE
DELIVERY TIME
AM / PM
DELIVERY ONLY
DELIVERY AND SET-UP

DROPPED IN SINGLE LOCATION

DIAGRAM REQUIRED
PICK-UP TIME
PICK-UP DATE
AM / PM
PICK-UP ONLY
PICK-UP AND TEAR DOWN

PICKED-UP FROM SINGLE LOCATION

DIAGRAM REQUIRED
PICKUP LOCATION (IF DIFFERENT FROM DELIVERY LOCATION)
ITEM NAME
DESCRIPTION
COST (EACH)
QUANTITY
COLOR/STYLE
CHAIRS
Basic Folding
Padded Resin (wood look)
Black
White or Black
6’ x 30”
8’ x 30”
5’ round
36” Standing Cocktail Round
Seats 6 – 8
Seats 8 – 10
Seats 8 – 10
$1.35
$2.95
TABLES
$8.50
$8.75
$9.25
$10.00
PODIUMS
Standing Podium
Gray
$48.00
STANCHIONS
Standard (with chain)
Tension
Plastic – White or Black
Black
$7.50
$20.00
MISCELLANEOUS
Flags (with bases)
Coat Rack
Hangers
California or U.S.A.
Holds up to 75 coats
$15.00
$20.00
$0.35
Other Items: Canopies, Barriers & Stages are priced individually – describe your needs & you will be contacted with pricing
TABLE COVERS
(OTHER SIZES & COLORS AVAILABLE UPON REQUEST)
Plastic, 54”x108”
6’ or 8’ tables; Blue, Gold or White
$2.75
Plastic, 82” Round 4’ or 5’ round; Blue, Gold or White
$3.75
Linen, 60”x120”
6’ or 8’ table; Mid-Length
$10.00
Linen, 120” Round 5’ round or cocktail table; Floor length
$11.70
Other Table Covers: Please describe what you would like & you will be contacted to discuss details
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 4 of 7
University of California, Berkeley – Moving & Event Services
DEPARTMENT:
CONTACT NAME:
RECEPTION SET-UP
DIAGRAM & INSTRUCTIONS
SET-UP DATE
SET-UP COMPLETE BY:
AM / PM
Set-up Instructions
San
Francisco
Memorial
Stadium
Diagram
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 5 of 7
University of California, Berkeley – Moving & Event Services
DEPARTMENT:
CONTACT NAME:
CEREMONY ORDER
DELIVERY DATE
DELIVERY TIME
AM / PM
DELIVERY ONLY
DELIVERY AND SET-UP

DROPPED IN SINGLE LOCATION

DIAGRAM REQUIRED
PICK-UP DATE
PICK-UP TIME
AM / PM
PICK-UP ONLY
PICK-UP AND TEAR DOWN

PICKED-UP FROM SINGLE LOCATION

DIAGRAM REQUIRED
PICKUP LOCATION (IF DIFFERENT FROM DELIVERY LOCATION)
ITEM NAME
DESCRIPTION
COST (EACH)
QUANTITY
COLOR/STYLE
CHAIRS
Basic Folding
Padded Wood
Black, Brown or White
White or Black
$1.35
$2.95
TABLES
6’ x 30”
8’ x 30”
5’ round
36” Standing Cocktail Round
Seats 6 – 8
Seats 8 – 10
Seats 8 – 10
Standing Podium
Brown
$8.50
$8.75
$9.25
$10.00
PODIUMS
$48.00
STANCHIONS
Standard (with chain)
Tension
Plastic – White or Black
Black
Flags (with bases)
Coat Rack
Hangers
California or U.S.A.
Holds up to 75 coats
$7.50
$20.00
MISCELLANEOUS
$15.00
$20.00
$0.35
Other Items: Canopies, Barriers & Stages are priced individually – describe your needs & you will be contacted with pricing
TABLE COVERS
(OTHER SIZES & COLORS AVAILABLE UPON REQUEST)
Plastic, 54”x108”
6’ or 8’ tables; Blue, Gold or White
$2.75
Plastic, 82” Round 4’ or 5’ round; Blue, Gold or White
$3.75
Linen, 60”x120”
6’ or 8’ table; Mid-Length
$10.00
Linen, 120” Round 5’ round or cocktail table; Floor length
$11.70
Other Table Covers: Please describe what you would like & you will be contacted to discuss details
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 6 of 7
University of California, Berkeley – Moving & Event Services
DEPARTMENT:
CONTACT NAME:
CEREMONY SET-UP
DIAGRAM & INSTRUCTIONS
SET-UP DATE
SET-UP COMPLETE BY:
AM / PM
Set-up Instructions
San
Francisco
Memorial
Stadium
Diagram
Questions? Contact: Tamera Garlock , Special Events Project Manager
E-mail: tgarlock@berkeley.edu
Page 7 of 7