Office Moving Guide

To facilitate an office move, please fill out a Facilities Work Order Request and review the Office Moving Guide below. For your convenience, we also have a Moving Checklist available for download.

Establish a Moving Contact

When moving a number of rooms within a department, it is important to identify a Department Moving Contact within your group to communicate with the FS moving coordinator.
It will be the responsibility of the Department Moving Contact to make sure employees involved in the move receive and follow the instructions of the Office Moving Guide and Checklist.

The most important part of moving an office or several offices is to plan in advance.
When moving several offices allow at least 3 months of preparation.

Familiarize yourself with your new location and offices.
Measure and record room dimensions. Identify differences in shapes of the rooms to ensure that desks, chairs, filing cabinets, etc... fit inside the new space.
Discard outdated and/or unnecessary files and equipment. Be sure to utilize FS' comprehensive recycling services to maintain sustainability practices.
Utilize FS labels to identify all equipment and furniture that is being moved. The labels need to be placed in a spot that is very easily visible to the mover.
Use colored labels to identify furniture that belongs together.
If equipment and furniture or other items are not to be moved, be sure to tag them with "Do Not Move" labels. This will eliminate unnecessary expense.

... with stakeholders: Various stakeholders need to know the moving plan before the actual move takes place. This will result in fewer questions on the day of moving which will help to reduce stress.
... with the movers: FS staff needs to know exactly where each piece of furniture should be placed. If you have many desks that look the same but belong to certain employees, make sure the movers know where each desk is to be delivered.

You will be responsible for packing certain items before the actual move. If you want packing/unpacking assistance from the movers before or after, please submit a Work Order Request.
Any items inside bookcases, shelves, desks, wall units, or cupboards should all be packed securely in boxes or crates.
File cabinets need to be emptied and the contents placed in crates that are locked or securely fastened. Plastic ties, moving crates and other moving resources are available through FS by submitting a Work Order Request.

The movers cannot move personal possessions, such as art, statuary, bric-a-brac, pictures, plants, etc...
Please remove these items from your existing office before move day and place them in your new office after you have moved in.

Fine art that was provided by Meadows School of the Arts must be moved through special arrangements with Meadows School. FS or FS service providers are not authorized to move these artwork.

Refrigerators, microwaves should be emptied and cleaned in preparation of the move.
Once a refrigerator is moved it should not be plugged in for 24 hours.

Computers and peripheral equipment (printers, computer screen(s), external hard drives, scanners, etc...) should be turned off and disconnected from the electrical outlets and wrapped up before the movers arrive.
Please contact the Office of Information Technology for assistance (if necessary) with disconnecting and reconnecting equipment before and after the move.

If you have University owned items of an unusual size, shape or weight, please let the FS move coordinator know well ahead of the move time in order to plan moving accommodations.

Furniture or fixtures that are attached to the floor or walls must be unattached before move day.
Any furniture such as cubicles must be disassembled before moving day.
Please submit a Facilities Work Order Request in order to make arrangements to dissemble furniture. You can make arrangements to have this done for you.

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