Special Services

Special Services/Event Setup

Special Services provided by the Physical Plant include:

• Moving/removal of large items such as furniture
• Event equipment rentals

University of Montevallo Event Equipment Rentals

New Rental Pricing Effective May 12, 2025

The University of Montevallo is implementing a new, simplified pricing structure for event equipment rentals. This update provides clear, consistent pricing for departments, student organizations, and individuals reserving equipment for campus events.

The new structure also offers easy, upfront cost estimates, helping you plan effectively and stay within your department or event budget.

Rental Rates (for a Two-Day Period)

Minimum Rental Charge: $23.50

Important Information

• Rental period — Pricing covers rentals for up to two consecutive days.
• Extended rentals — For equipment needed longer than two days, please contact Physical Plant for availability and additional pricing.
• Delivery — Equipment will be delivered to your event location during normal business hours.
• Setup requirements — Tents will be set up by University staff, weather permitting. All other equipment (tables, chairs, picnic tables, etc.) must be set up by the requesting department or individual.
• After‑hours service — Tent delivery or setup outside normal business hours or on holidays will incur an additional charge of $32.50 per man‑hour.

Reservation Requirements

• Submit all requests through 25Live — All rental requests must be entered through the University’s 25Live calendar reservation system.
• One‑week advance notice — Requests must be submitted at least one week before your event.
• Availability limitations — Equipment availability depends on existing event schedules and current inventory.

Usage & Responsibility

• Campus‑only use — Event setup items may only be reserved by and for University organization events and must remain on University property.
• Transport restrictions — Items may not be transported by anyone other than Physical Plant employees.
• Loss or damage charges — Any loss or damage to equipment will result in additional charges.
• Table and chair takedown — After your event, tables and chairs must be taken down and stacked the same way they were delivered. A takedown fee will be charged if this is not done.
• Grill cleaning requirement — The grill must be cleaned after use. Failure to clean it may result in a cleanup fee.
• Custodial support — The Custodial Department can provide additional event‑related services, billed at an overtime rate.

How to Reserve Equipment

1. Log in to 25Live — Access the system at: https://25live.collegenet.com/pro/montevallo#!/home/dash
2. Submit your event request — Include all equipment needed when completing your event form.
3. Receive confirmation — You’ll receive a confirmation email and coordination details once your request has been reviewed and processed.