Event Planning Checklist

Your event may not require each item on this list. However, it is your responsibility to ensure that each item needed by your event is covered.

Start Planning

• Explore the Calendar of Events for an overview of scheduled events.
• Contact Programming and Outreach to discuss possible dates and venues, 563-387-1291.
• If your event is a personal rental/event (bridal shower, graduation party, etc.) or a summer event or conference, contact Jeff Leschensky in Programming and Outreach, 563-387-1538.
• Use the Event Request and Room Reservation Form if you know the date and venue of your event. We will either confirm your request, or let you know if there are conflicts and help you find alternatives.

Catering

• For receptions and meetings requiring refreshments or meals, contact Catering Services to be sure they have capacity on the day of your event, and to make arrangements.
  • Please note that for events in the Union, campus catering is the only permitted option.
  • The Union, the Center for the Arts, and Baker Commons are the venues on campus with a beer and wine license.

Facilities

• If your event requires a particular set-up or extra tables and chairs, contact facilities by placing a fixit request. (Catering will supply tables for food service, but you will need to order tables for seating if needed.)

Tech Support

• If your event is in the Center for Faith and Life, use this form to contact CFL technicians, or call 563-387-1537 to arrange for lights and sound. If it’s elsewhere, Programming and Outreach can direct you to the appropriate resource for a PA and other tech support, depending on the venue. Student Organizations should go to the Student Activities office in the Union for assistance.
• If you plan to livestream or record your event, submit this from or contact the IT help desk at 563-387-1000.
• Does your event require advance ticket sales? Contact the Luther College Box Office to request ticketing services.

Marketing

• Use the Event Description Form to submit a robust description of your event for the online events calendar. This can include an associated image, a bio, a visiting speaker or artist’s website, or other information that might help attract attendees to your event. Email questions to schedule@luther.edu.
• Design a poster.
  • DIY: find Luther logos and read about logo usage in the Logo Style Guide.
  • Faculty and staff may submit a Creative Work Request to Marketing and Communications for design work. Posters or other promotional pieces will be evaluated on a case by case basis. Request forms and all event content are due one month in advance of the date when you need to print the posters.
• Send your poster to the Document Center, or stop by their office on the ground floor of Main.
• Stamp your posters in the Student Activities office in the Union before hanging on campus bulletin boards.
• Add your event to campus digital screens: Contact Annette Laitinen in Programming and Outreach.
• Submit a notice of 75 words or less in the student Bulletin, and in the faculty/staff Tuesday newsletter.
• Advertise in the cafeteria napkin holders.
• Advertise in the Union restrooms.
• Contact news@luther.edu if you would like your event posted to decorahnow.com or considered for inclusion in a Luther community newsletter.
• Marketing and Communications will write press releases for high profile public events including the Center Stage Series, Christmas at Luther, and distinguished lectures.

If you’re considering instituting a series, or a new annual event, please contact Kristen Underwood in Programming and Outreach.

Please read Campus Events and Programming Policies for other important information.

Your event may not require each item on this list. However, it is your responsibility to ensure that each item needed by your event is covered.