Hosting Off-Campus Performers

Start the contract process 6-8 weeks before your event
All students organizations MUST work with the Campus Activities Office to process agreed upon fees, contracts, and payment.

Request a contract from the performer and then send them a Gustavus Contract Standard Addendum to complete.
If they do not have a contract, use this Gustavus Contract
If they have never been paid by Gustavus, they must also complete W-9 Form
Share this Campus Guest link with performers so they can learn more about DEIB at Gustavus and you can learn more about the best ways to host them.

Performer completes, signs, and returns
Turn in contract to be counter signed by Gustavus CFO. Submit to the Finance Office.

Submit a signed and counter-signed contract with a request for payment to the Finance Office at least 1 week before event.

Option #1 - Ask the guest to pay an all inclusive amount that includes the guest coordinating their own transportation to campus either by renting a car or taking the Land to Air shuttle.
Option #2 - Reserve college vehicles with Telecommunications if you need to pick-up or drop-off guest from the airport
- All drivers of all college vehicles must pass the online training
- Keys may be picked up from 8 a.m. to 4 p.m. at the Provost Office (upper level of the Administration Building).

Reserve on-campus housing in the Guest House or Church Retreat Center via Office of Church Relations
- For reservations and inquiries, please e-mail guesthouse@gustavus.edu, or phone 507-933-7001.
- The key packet (with parking pass) for a guest may be picked up in the Office of Church Relations by the host on the day of a guest’s arrival or on Friday for a weekend arrival.
- Check in time is after 3pm; check out is 10 a.m.
- For hosts requesting that keys be left in the house foyer for a late arrival, please make the request at least one full work day in advance. These guests will need to phone Campus Safety (507-933-8888) to be admitted by an officer.

Talk to Dining Service about getting meal tickets to bill your office/organization for meals eaten from the Market Place.

If guest is an author and there are off-campus audience members, request books for sale event at the Book Mark

If support is requested from Event Technical Services for a band, you must contact this office BEFORE signing a contract to determine if the equipment and staff requests may be fulfilled.
Submit your request, with the tech rider from the performer, via email to eventservices@gustavus.edu.
It may be determined that you will need to hire an off-campus tech company.
- The College owns some equipment to support a band, yet not all needs may be met.
- Setting up a separate sound system requires 4-8 staff up to 4 hours, plus a technician to run the sound.
- Staffing may not be available to meet all requests.