Event Logistics

Work Order

  • Complete a work order for facilities management for room set-up, housekeeping and AV needs.
  • Design a schematic of the room for facilities to place the tables appropriately. Attach schematic documents in the work order form.
  • Specific housekeeping requests may be noted in the work order.

Flowers

  • Order flower arrangements through local vendors, see the suggested vendors list. Contact the Office of the Chancellor for further assistance.
  • Generally, one fresh arrangement should be ordered for the buffet table and one fresh arrangement for each table. There should be a flower arrangement or plant at a speaker’s podium, which can also be ordered through a local vendor. You may also borrow an arrangement of silk greenery by contacting the Office of the Chancellor.

Food

  • For events held within Health Sciences, your first choice for catering services should be WVU Medicine Catering and/or WVU Culinary Creations Catering.
  • For buffet service, make a special note for a catering staff member to be present during the event and reception and for the buffet table to be placed for service on one or both sides of the table.
  • Plan your menu with your guests and budget in mind.
    • Choose food options that accommodate a range of dietary needs, i.e., vegetarian, food sensitivities, religious considerations, etc.
    • If you are planning an event with reservations and/or meal requests, you should always ask your guests if there are any dietary restrictions.
    • Ask your caterer to label each dish with a list of ingredients, especially those containing common allergens (tree nuts, peanuts, eggs, milk, wheat, soy, fruit, etc.).
    • If you plan on serving any dish that may contain a commonly restrictive ingredient, like pork or peanuts or cheese, plan on offering a variety of other dishes that do not contain those ingredients.
    • If alcohol is served at an event, non-alcoholic beverages must also be served and should also be afforded the same manner and level of presentation as alcoholic beverages.
    • Do not ever only serve caffeinated beverages. If you serve caffeinated beverages, also serve decaffeinated beverages. 
  • Menus should consist largely of healthy food options, and sugary beverages and foods should be enjoyed in moderation.

Beer/Wine

  • Before deciding to serve alcohol at an event on the Health Sciences Campus, read the WVU Board of Governors policy for serving alcoholic beverages on university property.
  • The service of alcohol must also be accompanied by the service of non-alcoholic beverages and food. No person under the legal drinking age will be served.
  • Contact Robin Yorty in WVU President’s Office to submit the Alcohol Request Form.
  • Department staff (1-2) will need to be assigned to help supervise the bar area.
  • Notify Campus Police to have a mandatory officer posted at the bar.
  • Contact a vendor to purchase beer and wine for your event, and order bar service from your catering provider.
  • When you receive your beer and wine order, keep beer and white wine chilled and red wine at room temperature in a secure location until you deliver it to your caterer. At the conclusion of the event, keep the remaining unopened beer and white wine chilled and the remaining unopened red wine at room temperature until it is picked up by your vendor.
  • Following your event, you should be able to return unopened beer and wine back to your vendor.

Linens

  • Determine how many of each size are needed and whether or not you will also require skirting.
  • Typically, if you are ordering food through a caterer, you may also order linens through them, as well. Additionally, the linens for food and beverage tables should be included in the cost of your catering order.
  • Meal tables and high-top tables should always have linens. For events that do not include food (i.e., panel discussions, awards ceremonies), tables should draped with linens in a neat and professional presentation.
  • If you are not ordering linens through your caterer, see the suggested vendors list.

Music

  • The piano in Pylons Commons is not to be moved.
  • For events in other locations within the Health Sciences Center, a small electronic piano is available to reserve by contacting the Office of the Chancellor. This piano will have to be moved, so you must also include that move in your work order.
  • Suggested musicians are listed on the vendors list.