Event Technology Support

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 Technical Services manages microphones, speakers, projection, and live streaming requests. 
Questions about Zoom or Google Meet should be direct to Gustavus Technology Services Help Line at 507-933-6111.

The Office of Event Technical Services manages event technology requests. The office may be reached at 507-933-7373 Monday-Saturday from 8 a.m. - 10 p.m. and Sunday from Noon - 10 p.m. and via email at eventservices@gustavus.edu .

Every space on campus does not have the same built in technical abilities. Staff will use their discretion to best meet the requests based on the equipment and staffing available.

Projectors

  • Most classrooms and small meeting spaces have a built in projector that can be used without additional staff support.

Sound Systems

  • All event spaces with built-in sound systems will need an Event Services staff member to turn the system on and off.
  • The College also owns a small portable sound system with 2 hand held microphones and that can plug into an aux cable to play music.
  • Music may be played from a computer or phone via an aux cord. Please notify staff if you plan to play music.
  • Microphone(s) - determine how many and what type
    • NOTE: The number of microphones allowed varies by location
    • Options include: Podium with mic, wired with mic stand, wireless hand-held or clip-on
  • For a larger sound system, see information on support for an outside band/musical performer.
    • It may be necessary to have a separate band sound system which requires substantially more set-up time. Please inform Event Technical Service as soon as possible (a minimum of 3 weeks before the event).
    • A contract with tech rider is required.
  • You may check out equipment to record your own event through the Library. Requests may be sent via email.

Playing music or video at an event?

Download files BEFORE the event. All music, Power Point, and videos should be downloaded onto a computer before the event to avoid issues with internet connectivity.

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