Room/Space Set-up

When you reserve a space you should also request if you will need the services of Physical Plant, Dining Service, or Event Technical Service.

Please submit requests as soon as details are known; no later than three weeks before the event. Staff is scheduled two weeks prior to an event.

Event Set-up

• Chairs
  • Determine how many chairs are needed and in what configuration
• Tables
  • Determine if registration, food/beverage, or display tables are needed
  • Round tables (seat 8 people and are only available in Alumni Hall)
  • 8’ rectangular tables (seat 10 people)
• Staging
  • Determine dimensions of the stage needed
    
    • Outdoor staging comes in 2 sections
    • Indoor staging comes in 8 foot x 4 foot sections
      • 12 sections are available (maximum size of 24'x16')
• Custodial
  • Special or waste receptacles or compost
  • Special clean up
• Electrical
  • Determine if additional power supply is needed for outdoor events
• Sustainability reminders for event planners
  • Designate someone to ensure adherence to sustainability actions outlined below.
  • Events that may generate waste must have compost, recycling, and trash containers available and clearly marked.
  • Request indoor or outdoor bin sets if needed. Events with food are required to have compost receptacles, and may request trash and recycling if needed.
  • All waste containers must be equipped with proper sorting signage.
    • Compost Sorting Poster 
    • Recycle Sorting Poster 
    • Waste Sorting Poster 
  • Very large events or events where sorting is a concern: planners can request sustainability interns to help monitor recycling and composting OR ensure event staff are trained and available to help monitor sorting. (request sustainability intern help or training by contacting kariwallin@gustavus.edu).
  • Any disposable serviceware should be primarily BPI certified compostable or recyclable (everything purchased from Dining Services is compostable)
  • Quick reminders: pizza boxes go in the compost, clamshells go in the compost, and most off-campus take-out ware goes in the trash.

Event Support Contacts

Here is contact information if you need to contact these departments outside of the room request process: 

Building Services
Manages event set-up requests. The office may be reached at 507-933-7504 Monday-Friday 8 a.m. - 4 p.m. and via email at pplant@gustavus.edu .

Dining Services
Manages food and beverage requests. Request food via this online form. The office may be reached at 507-933-7608 Monday-Friday 8 a.m. - 4 p.m. and via email at mwillmer@gustavus.edu .

Event Technical Services
Manages microphones, speakers, projection, and live streaming requests.
To request or change set-up or technology services after you have reserved the room, please email gustavusevents@gustavus.edu . 

Gustavus Technology Services
Manages Zoom and Google Meets.
Contact the Help Line at 507-933-6111

Guidelines for Planning an Accessible Event

A goal at Gustavus is to create events accessible to all and proactively plan events free of barriers so all individuals may meaningfully participate. Proactive planning for access and inclusion optimizes the opportunity for a well-planned accessible event and minimizes the need for individuals with disabilities to request accommodations to participate in the event. Event planners are encouraged to implement the recommended guidelines to the extent feasible. Guidelines for Planning an Accessible Events