Event Planning

Event Planning at Luther College

This page provides information and resources needed to plan and host a successful event at Luther College. To make things easy, we've developed an Event Planning Checklist that you can download and use to ensure all proper procedures have been followed. All events held on campus must be communicated to Campus Programming and entered into the campus calendar. Please be sure the event follows scheduling policies.

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. 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. You can add the LC Events Google calendar to your Google calendar to make selecting dates fast and easy.

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 6-9 p.m., 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 to discuss 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 Bryan Nikkel and Vicky Jaeger.

Event Planning Resources

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.

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

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.

Event Marketing — A listing of the most effective ways to market events on and off campus.

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 done via the the Vehicle Reservation Request form. Your advisor will need to make this request for you. 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, and the 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.

Technical Support for Events — Information on types of equipment available to student organizations and the proper way to request technical support for your event (excluding CFL and Marty's).

Photo Bureau — Request a photographer to take photos by emailing them with the purpose of the event, primary contact, goals/use of photos, date, time, and duration.

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.

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