Programming guidelines from the Task Group on Campus Events, approved by Cabinet, March 2010.
There are many advantages to having a busy, stimulating campus environment, especially for a college in a rural location. Yet there is also a need for a sustainable campus environment where Luther personnel and budgets are not overtaxed due to an unwieldy number of events. Finding the appropriate balance is the goal in putting together the yearly calendar of events, and it requires planners to be selective and flexible. When considering scheduling a new or established event, faculty, staff and students are asked to carefully consider the resources involved. Is the event essential? How does it further Luther’s mission? Is there another group or department to co-sponsor the event? By being discerning the college will be able to offer a wide range of programming that enlivens intellectual and artistic life on campus while simultaneously stewarding college resources.
The master calendar for campus events is compiled and coordinated in the Campus Programming Office. Athletics events are scheduled separately and then compiled into the master calendar. The Bulletin announcements are compiled and published by the office coordinator in Campus Programming.
Persons planning on-campus events should first consult with the office coordinator in the Campus Programming office (CFL 101, phone 387-1291) to set the date for the event on the campus master calendar and reserve space for the event. The Director of Campus Programming should be consulted if conflicts with other events are likely.
Luther does not have an events planner on staff, so persons scheduling an event are responsible for all publicity, logistics, and other event details. The Campus Programming office can provide a planning check-list to assist in this work.
All off-campus Luther College sponsored events in the Decorah area must be booked through the Campus Programming office and included in the master calendar. In the case of off-campus events which are not sponsored by Luther, Campus Programming can be consulted in order to determine if a conflict with a Luther event is likely to occur, but these non-Luther events are not included in the master calendar. Tickets for non-Luther events held off campus may not be sold at the college’s Ticket Office or through any other office on campus.
Please use the following guidelines when making booking decisions and arrangements:
Chapel is an integral part of life at Luther College. All students, faculty and staff are encouraged to attend Chapel on a regular basis. No classes, public events, student meetings, or special events should be held during the Chapel period (10:30-11:00 a.m.).
Colloquy is the name of the 9:30-10:30 a.m. hour on Thursday mornings set apart for conversation between faculty and students, advisors and advisees, and students and staff. Occasional student presentations, special meetings, and gatherings with campus visitors are also permitted. Colloquy is not to be used for regularly scheduled classes, labs, or music lessons; athletic practices or other regularly required team activities; regular college or departmental committee meetings, or college-wide events. College Convocations are held during Colloquy at the beginning of semesters or when otherwise approved by the Dean in discussion with Campus Programming office.
The Center Stage Series of guest artists, which usually consists of a dozen events, is funded in large part through the optional student Co-Curricular Activities Fee and administered by the Campus Programming office and the student Performing Arts Committee. Series subscription tickets may be purchased from May to September through the Box Office. Tickets for individual events are generally sold three weeks in advance of the event.
Luther’s academic calendar is set two years in advance. At the time it is set, facility space for the following events is assigned: worship services, convocations, Homecoming, Commencement, Baccalaureate, Family Weekend, and new student orientation. For all other events (beyond regularly scheduled classes) that need a space on campus, priority will be given as follows:
The CFL facilities are not available Sunday evenings from 6:00 p.m. on due to College Ministries programming.
Event planners should begin by identifying a time on the campus calendar in Campus Programming, and then reserve the facilities needed. Most facilities on campus are reserved by the Office of Campus Programming with the exception of:
Facilities on campus are available for rent by faculty, staff, and students for personal use after campus needs are met. Contact the Campus Programming office coordinator to discuss scheduling and the Coordinator for Summer Conferences and Special Projects for information regarding rental fees and policies.