Purpose
Events at Augsburg University extend and enrich the opportunities provided by our curriculum and campus-organized activities. Each year we strive for a broad variety of intellectual, spiritual, creative and fun events across campus and in the local community.
Some events are open only to members of the Augsburg University community. Public events may include our neighbors in the Cedar Riverside area and/or the greater Twin Cities. This policy also covers Augsburg University events held outside of the university campus.
Director of University Events
Under the supervision of the Vice President of Operations, the Director of University Events oversees all arrangements for campus events and summer conferences, including summer housing for external groups and camps. The Department of University Events provides advice and guidance for internal and external groups sponsoring events.
University Events Department
The University Events department is a campus-wide resource for event planning assistance. Before beginning planning an event, the event sponsor should determine the “type” of meeting or event that will be held:
Meeting or Small Event:
A meeting or small event would be classified as a meeting or event that will be attended “primarily” by on-campus guests and with an attendance of under 25 people. These events require minimal (if any) set up and are generally not open to the public.
Meetings or small events may be booked by simply filling out the online request form on our events site and providing basic details of your reservation. All small events that require catering, AV services, or specific set-ups require a planner. Please specify needs in the form. If you do not require any specific set-ups, we ask that you leave the room as you found it. This includes resetting any tables and chairs that were moved, and disposing of any trash that was generated. Groups under 25 are allowed to use outside catering so long as they do not require any support from the University Events or the Dining Services Catering team, and all trash is disposed of (including removing large items like pizza boxes and other packaging so that garbage receptacles are usable by the next group to use the room), and spaces are cleaned after meeting.
Large Meeting or Event:
As a general rule, any event that has over 25 attendees, requires catering, involves audio-visual equipment (speakers, mics), and/or any additional services provided by University Events is considered a large event.
Major University Event:
Major events include signature campus events, including Homecoming, Commencement, and Convocations, as well as visits by dignitaries, celebrities or other VIPs, and/or events including involvement for a significant portion of the campus and/or community.
External Event/Departmentally Hosted External Event:
Please review the policies for an external event and what qualifies an event as a departmentally hosted external event: External Events at Augsburg
All large meetings or events, external events, and major university events require the involvement of a member of the University Events team.
Scheduling
Event hosts schedule events by first submitting the Large Event Request Form. Using information in that form, the event will be assigned a planner who will assist with scheduling all required spaces. Once a schedule confirmation is generated, the event host may share the event date and time. For events open to the campus community, the event information should be posted on the Inside Augsburg web calendar. Meetings or small events should be scheduled at least two weeks in advance. Large meetings or events and major university events should be planned at least three months in advance to allow for adequate arrangements of on-campus services such as parking and space availability.
The class schedule for summer session and the following academic year will be placed into the scheduling system each year by May 1. Therefore, events of an on-going nature will only be allowed to be scheduled 12 months in advance. In most cases, classes will be given priority for access to classrooms.
No competing events may be scheduled during major university events including Commencement, Convocations, All-Hands meetings, Homecoming, or other events so designated by the President or the Provost of the University. Additionally, events or meetings will not be scheduled on major holidays. In general, this will also extend to the weekend days surrounding the holiday (e,g.,. Memorial Day weekend, Easter weekend).
Marketing and Publicity
Event hosts should coordinate with their assigned planner to arrange for events to be publicized on the campus at least one week in advance through the university’s regular communication vehicles with students, faculty, and staff. Events will be publicized utilizing campus conventions, such as daily A-Mail and the digital display system. Inside Augsburg stories are planned, selected and written by members of the Marketing & Communications office.
Publicity and marketing for open public events, or “invitation only” events will be coordinated through the Office of Marketing and Communication in conjunction with your event planner.
Budget
The host of the event is responsible for all expenses associated with the event. Cost center numbers and fund numbers (as applicable) should be provided at least two weeks prior to the event taking place. The University Events department provides budget guidance upon request.
Additional Augsburg Services
Event hosts should consult with their event planner about any assistance that may be needed regarding audio-visual equipment, food and beverage, custodial services or site/room preparation. University Events will act as the primary liaison with other campus departments to coordinate event details, unless otherwise arranged.