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The Transportation and Parking Management team can assist you in ensuring your guests have an enjoyable visit to our campus.  When you are planning a University sponsored event on campus that will require special event parking arrangements and services, please contact us early in the planning process as possible – at a minimum of two weeks’ notice is greatly appreciated, but requests may be submitted up to one year in advance.

To make a request, please begin by completing the special event reservation form You will receive a reservation confirmation after your request is received.

Available Services

Please indicate in your reservation if you would like to include any of these services during your event.

Parking Attendants

Parking attendants are available for mobile patrol, directing traffic, and staffing at gated lots and/or the Information Booth. There is a two-hour minimum for attendant services. Attendants will begin 30 minutes before the event start time.

  • $35.00 per hour for each attendant
  • $40.00 per hour for a Supervisor – required if four or more attendants are in service

Traffic Control Equipment

The following options are available to help direct and manage parking for your guests. Please specify the location(s) where the equipment is needed and when they should be set up and removed.

  • Traffic Cones
  • Barricades
  • Special Event Sandwich Board Signs

The Department maintains a limited number of  “Special Event” sign that are available for use—please do not attach additional wording or signs once they are in place. If the standard wording is not preferred, please contact our Special Events Manager at 273-2140 at least a month before your event to request a custom sign. The cost for a custom sign (24 x 36 inches) is $125/per sign

 Upcoming Events

 

Medical Center – Special Event Parking and Shuttle Guidelines

Reservations

Parking reserves the right to utilize any parking area during special events.  An alternate parking site will be provided for usage.

To make a request, please begin by completing the online reservation form You will receive a reservation confirmation after your request is received.

Reservations can be made per space or accommodations for up to 50 guests can be made in the MRB (Medical Research) and SRB (Saunders Research) Lots. When these lots fill, overflow will be to the Hospital Garage.

Single spaces in the MRB lot and SRB lot up to 50 spaces can be reserved for $6.00/per space or can be paid for with a validation ticket. Validation tickets can be purchased in advance from the Department of Transportation and Parking Management for $4.50 each. The Parking Management Center will contact you when the validation tickets are ready to be picked up. Validation tickets should then be handed out to your guests at your event, for them to utilize upon their exit. Validation tickets are good for 1 exit only.

Reserve Entire Lot (MRB Lot only):
The MRB Lot accommodates up to 50 guests. The cost to reserve the 50 spaces is $400.00, which includes 1 attendant during business hours 8:00am-5:00pm; after 5:00pm $35/hour rate w/2 hour-minimum.

Reserve Spaces in SRB Lot: The SRB Lot accommodates up to 50 guests. This lot, however, cannot be reserved.  Only single spaces in this lot can be reserved.

Payment Process

The online form requires your department FAO/Ledger/spend account number at the time you make your parking or shuttle reservation. In the comments section on the reservation form, let us know if your guests will be paying for their own parking, if you will be using validations or if your department will be paying for your guests.

We offer the below payment methods below:

Attendees Pay for Their Own Parking. Guests may pay for their own parking at the time of the event by stopping at the Booth. The daily rate is $6.00 per day by  cash or credit cards (Discover, MasterCard, and Visa).

Purchase Validations for Your Attendees. Validation tickets can be purchased by event coordinators for $4.50/each from the Transportation and Parking Management Center and given to event attendees prior to exiting. The number of passes used will be tallied and billed to the University department account provided after the event has closed and the actual use is known.

Overflow Parking

If the MRB or SRB lots become full during a special event, overflow will be to the Hospital Garage.

Directions to MRB for guests

Directions to SRB for guests

River Campus – Special Event Parking and Shuttle Guidelines

Special Event Parking

Depending on the date and time of your event and the number of guests you anticipate attending, parking may be accommodated on campus, or may require shuttle service to an offsite location. We will work with you to make your venue as accessible and convenient as possible. If appropriate, you may suggest carpooling or alternate transportation in your invitation to manage the need for parking. On-campus parking permits are required between 7:30am and 7:00pm Monday–Friday. Weekend events that are University sponsored do not require parking permits but must be registered to insure they do not conflict with other scheduled events.  Please remind your guests to not utilize any reserved parking spaces, no parking zones, unauthorized disability parking, and fire lanes when parking on campus. For safety, we enforce all parking regulations at all times.

Reservations

To make a request, please begin by completing the online reservation form You will receive a reservation confirmation after your request is received.

 

Payment Process

The online form requires your department FAO/Ledger/spend account number at the time you make your parking or shuttle reservation. Our Special Events Manager will confirm your event and number of attendees, and verify your preferred method of payment, based on one of these options:

Require attendees to pay for parking. For events held between 7:30am and 7:00pm on weekdays (Monday–Friday), guests may pay for their own parking at the time of the event by stopping at the Information Booth. The daily rate is $5.00 before 4:00p.m. and $3.00 for evenings after 4:00pm. Cash or credit cards (Discover, MasterCard, and Visa) are accepted.

Purchase event passes for your attendees. We will create electronic passes in our parking management system for your event. Direct your attendees to stop at the Information Booth to check in and receive their parking instruction and event parking pass. For certain lots, an event access code may be forwarded to your guests. The number of passes used will be tallied and billed to the University department account provided after the event has closed and the actual use is known.

The Information Booth is staffed from 7:30am to 7:30pm Monday–Friday and there is no event staffing fee during these hours. Events that occur outside of these hours or on weekends that require Information Booth staffing will be charged the attendant fee.

Cancellations:  Please contact our Special Events Manager at  mgayton-tanksley@parking.rochester.edu at least 48 hours in advance to cancel your event reservation—if not received by this time, you will be responsible for 50% of the event fee.  If event is cancelled on site, you will be responsible for 100% of the event fee.

Special Event Transportation

The Department has a variety of charter buses available for your special event need.  Additionally, we can arrange for out-of-town transportation through local charter companies to meet event programs.  Please complete and submit the Transportation Request form to request shuttle services for your event. There is a two-hour minimum when booking University shuttles.

$85.00 per hour for each shuttle bus
Charter bus costs vary by provider

Cancellations: Please contact our Transportation Manager at (585) 275-5953 or awalton@parking.rochester.edu at least 48 hours in advance to cancel your shuttle reservation—if not received by this time, you will be responsible for 50% of the contracted shuttle fee. If shuttle is cancelled on site, you will be responsible for 100% of the contracted shuttle fee.

 

Please contact our Transportation Manager at (585) 275-5953 or via e-mail at awalton@parking.rochester.edu with any questions about making a shuttle reservation.

Please contact our Special Events Manager at (585) 273-2140 or via e-mail at mgayton-tanksley@parking.rochester.edu with any questions about making a reservation or preparing for your event.