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

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 .

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 .

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

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