Scheduling Meetings and Events on Campus

All events held on campus must be communicated to Campus Programming and entered into the campus calendar.

Sustainability Tip - Scheduling evening or weekend meetings and events in Valders Hall of Science or Sampson Hoffland Laboratories is much more energy efficient than other buildings on campus due to mechanical systems used to heat and cool space.  Please consider using these buildings if they meet your needs.

Most spaces on campus are reserved through the Campus Programming Office located on the main level of the CFL.  You may request a space online by going to the event scheduling website.  Susan Peterson is the contact person for room scheduling.  Due to a busy campus calendar it is helpful to have a primary and alternate date and time in mind for an event.  Reserving some areas will require additional approval, please plan several weeks ahead of your target date. 

In the Dahl Centennial Union, the Student Activities Office reserves the Williams Lounge and the lobby area outside of Marty’s near the elevator.  Stop by the Student Activities Office, Union 106 at least two weeks prior to the event to request either of these spaces.  There is a form that needs to be completed and signed by the organization’s advisor.

Keep in mind that special permission is needed for any activities held during the following events: Family Weekend, Homecoming, or Christmas at Luther.  Events cannot be scheduled during daily chapel, Sunday Focus, Wednesday Eucharist, Monday nights from 6-9pm, or during Distinguished Lecture Series.  Organizations are not allowed to plan events during the week prior to final exams. 

Marty’s Events

Is your organization planning an event in Marty’s?  If so, there are several steps involved in order to use the space.  First, stop by the Campus Programming Office and speak with Susan Peterson regarding available dates and to pick up a Marty’s Reservation Form.  The Marty’s manager will need to sign the reservation form.  You will also need the signature of your organization’s advisor.  If you require technical assistance you will also need to complete a Marty’s tech request form.  The Student Activities Office will arrange for a student technician and send you an email to confirm who the technician will be.  Technicians should be requested at least 2 weeks prior to the event.

Regents Center

If your organization would like to reserve space in the Regents Center, contact both Alex Smith at smithale@luther.edu AND Vicky Jaeger at jaegervi@luther.edu.