Hosting Off-Campus Performers
Contracts
- Start the contract process 6-8 weeks before your event
- All students organizations MUST work with the Campus Activities Office to process agreed upon fees, contracts, and payment.
Sending the contract
- Request a contract from the performer and then send them a Gustavus Contract Addendum to complete
- If they do not have a contract, use a Gustavus standard contract
- If they have never been paid by Gustavus, they must also complete a W-9 form.
Signing the contract
- Performer completes, signs, and returns
- Turn in contract to be counter signed by Gustavus CFO. Submit to the Finance Office
Requesting payment
- Submit a signed and counter-signed contract with a request for payment to the Finance Office at least 1 week before event
Transportation
- Option #1 - Ask the guest to pay an all inclusive amount that includes the guest coordinating their own transportation to campus either by renting a car or taking the Land to Air shuttle.
- Option #2 - Reserve college vehicles with Telecommunications if you need to pick-up or drop-off guest from the airport
- All drivers of all college vehicles must pass the online training
- Keys may be picked up from 8 a.m. to 4 p.m. at the Telecommunications Office (basement of Olin Hall).
Campus Housing
- Reserve on-campus housing in the Guest House or Church Retreat Center via Office of Church Relations
- For reservations and inquiries, please e-mail guesthouse@gustavus.edu, or phone 507-933-7001.
- The key packet (with parking pass) for a guest may be picked up in the Office of Church Relations by the host on the day of a guest’s arrival or on Friday for a weekend arrival.
- Check in time is after 3pm; check out is 10 a.m.
- For hosts requesting that keys be left in the house foyer for a late arrival, please make the request at least one full work day in advance. These guests will need to phone Campus Safety (507-933-8888) to be admitted by an officer.
Meal Tickets
Hosting an Author
- If guest is an author and there are off-campus audience members, request books for sale event at the Book Mark
Hosting an a band/musical performer
- If support is requested from Event Technical Services for a band, you must contact this office BEFORE signing a contract to determine if the equipment and staff requests may be fulfilled.
- Submit your request, with the tech rider from the performer, via email to eventservices@gustavus.edu.
- It may be determined that you will need to hire an off-campus tech company.
- The College owns some equipment to support a band, yet not all needs may be met.
- Setting up a separate sound system requires 4-8 staff up to 4 hours, plus a technician to run the sound.
- Staffing may not be available to meet all requests.