Event Planning Resources

Campus Event Planning Resources for On-Campus Academic Year events:

Please make requests of campus resources needed as early as you can. It is never too early to plan ahead. The larger the event, the earlier notice needed. A minimum of five (5) working days notice for requests is needed unless otherwise noted. Last minute requests or changes cannot be guaranteed.

Campus Programming is glad to offer you guidance in regard to planning your event, but we cannot plan your event for you. We can walk you through facility & schedule reservations, provide guidance on Luther campus protocol, and direct you to resources you may need.

Event Planning Checklist — An extended outline with all inclusive resources information for large and small events. It includes time-line, recommendations, and additional contacts for other details.

The Bulletin — submit a listing of 75 words or less to [email protected] to reach on campus student audience. The Bulletin is published Tuesdays and Fridays when school is in session. Submissions are due by noon the day before publication, and can only run two times consecutively.

CFL Use & Technical Assistant Form — for events in the Center for Faith and Life Main Hall or Recital Hall only. Please complete at least two (2) weeks before your event.

Catering Department — Use the online reservation system to plan snacks, a meal, or a reception. Begin by clicking on Flavours catering and by logging in or creating a log in. Please plan meals and receptions 3 weeks to 9 months before your event to ensure availability.

Campus Fleet Reservations — Reservations for campus fleet vehicles are now being done via the Facilities Services' website. The Vehicle Reservation Request form is located at http://www.luther.edu/facilities. The following information is required when making the request: type of vehicle, number of vehicles needed, driver's name, destination, date and time of departure/return, account name and number the trip should be charged to. A confirmation will be emailed to the person making the request.

Campus Map & Directions

Facilities — Reserve tables, chairs, electrical hook-ups, trash cans, grills, special set-up/take down needs. Please note that Luther owns a limited number of tables, chairs, etc. Please include delivery & pick up times and the purpose on your request.

Financial Services — Payment requests, questions about W-9's.

Information Technology Services (ITS) — Requests for audio-visual setups are now being taken through the Self-Service site at http://help.luther.edu. For best service, please include name, email, phone, date & time of event, location, and the equipment needed along with any other important information to help the event run smoothly.

Visual Media — Request a photographer to take photos by submitting a photo assignment request form.

Publications — Request official Luther College print materials or web updates. Use the online request forms for print work or web work. Please plan far ahead of you event to allow for design, proofing, and printing. Not all events will qualify for official college materials.

Public Information Office — Press releases, Luther press representation, Tuesday announcements. Press release information should be sent via email to [email protected] a minimum of 3 weeks before your events. Include who, what, where, why, and when, details of your event and the primary contact person.

Tuesday —  Submit an announcement of 75 words or less to  reach faculty, staff, and off-campus audience. The Tuesday comes out on Tuesday each week year round. Submissions due by noon Friday before.