Hosting Off-Campus Performers

Contracts

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

Contracts are handled through the Director of Risk Management in the Finance Office.
Contracts are signed by the Officers of the College which include the CFO/Vice President of Finance, Provost of the College, or the President of the College.

Requester selects the contract, fills in the information and submits through Sign Now.

Gustavus Standard Performance with Certificate of Insurance Required
Example: includes any type of performance (bands, magician, etc), hands-on classroom experience (dance instructor, chemistry lab instructure, etc), vendors and contractors (food trucks, maintenance mechanical, etc), camps (athletic, music, etc) and more
Gustavus Standard Contract
Example: an individual guest speaker in event space or classroom
Gustavus International Contract
For a person who is not a U.S. citizen/does not have a U.S. tax ID#, please reach out to Scott Reiten.

Submit a signed and counter-signed contract with a request for payment to the Finance Office at least 1 week before the 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 by email Motor Pool if you need to pick-up or drop-off guest from the airport
- All drivers of all college vehicles must complete an online training. Please fill out the Certification Request form.
- Keys may be picked up at the Provost Office (upper level of the Administration Building). Please see Motor Pool webpage for hours of availability.

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.