Knowledgebase: Event Services
Event Support at Gustavus
Posted by on 17 July 2014 12:22 PM

At the start of the 2012 academic year, the decision was made to reorganize services traditionally provided by the Media Services Department in an effort to establish a centralized event support model on campus.  The newly formed "Event Services" is part of the Campus Activities Office and represents the expansion of scope beyond the former student centered focus of the 'Student Activities Office' to include support for all events that are being hosted at Gustavus.  This includes College Events that directly support the mission of the college (Signature Events, Departmental/ Programatic Events and Student Organization Events) as well as the wide range of events hosted annually by Alumni, Community Members and Businesses at Gustavus.

 

Here is a breakdown of the current situation on campus in regards to what functions related to event support are provided by which areas of campus as we continue to intentionally build a support model that meets the needs of the campus community, while implementing 'Best Practices' in regards to event production and support:

 

Currently, there is not a single system or entity that is responsible for scheduling spaces and/or support needs for all areas of campus that are utilized when hosting events at Gustavus.  There is an effort in place to move towards a single system, and that system is officially known as the Event Management System (or 'EMS').  This system was first employed on campus as a way to schedule spaces in the Campus Center, and usage has expanded to include all of the Campus Center, Lund Center, Out Door Spaces (ie Eckman Mall, Sesquicentennial Plaza, and the Annexsted Mall), and Theater and Dance Facilities.  Efforts are underway to bring Christ Chapel, The Arboretum, and Björling Recital Hall into this centralized system of support.  Other spaces not listed here are typically scheduled by the Registrar's Office if it is a classroom space during normal academic hours, and by building and departmental Administrative Assistance outside of Academic Hours (i.e. nights and weekends) if it is a classroom, or a space that is not scheduled for regular use as a classroom.  We encourage all individuals that wish to reserve a space for an event to first check to see if it can be scheduled in EMS by going online to https://scheduler.gac.edu or by contacting the Event Services Coordinator in the Campus Activities Office at x7598 to receive guidance on who to contact for a particular reservation since many spaces on campus require special approval from the Department or Program that controls that space before it can be scheduled for an event.

Other important information regarding EMS:

The EMS System not only manages room reservations for spaces controlled or scheduled in that system, but is also an interface for communication of services needed in support of the event.  A reservation in the system can include details for services including: Technology and Tech Support, Food and or Catering needs, Room setup and configuration as well as a number of other options.  Event Technical Services, Dinning Services, Physical Plant, Custodial and others meet regularly to coordinate and plan how to most effectively support the upcoming events on campus, and all actively use EMS to efficiently provide support in each of their areas of responsibility.  As such, please take some time to prepare details of the needs of your event beyond the physical space you would like to do, since at the time of reservation you will be asked to provide these details.

 

For spaces and venues not currently scheduled and supported via EMS, the following steps will need to be taken in order to schedule and plan your event:

 

  • Schedule the space by contacting the appropriate person who controls reservations for the given area (feel free to call the Campus Information Desk at x7590, or email them at information@gustavus.edu for pointers on where to start).
  • Contact Dinning Services to arrange for any Food or Catering needs.
  • Contact Physical Plant to arrange for any set up needs in regards to tables, chairs, staging etc.
  • Contact Custodial as a courtesy so they will know what spaces will experience higher than usual traffic which affects services they provide.
  • Submit this Event Support Request Form to Event Technical Services to communicate your event's technical production and support needs.
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