FACILITIES SET-UP

When planning an event for the College, your department or your organization, there are some basic procedures that must be followed to ensure that your event will be a success.

Always complete a set up request and send it to all appropriate departments whenever your event will require special needs or services (anything beyond the use of a space or room “as is”). Examples of special needs include but are not limited to: tables and chairs be rearranged; a different type of furniture be delivered and set up; sidewalks and steps be clear of snow/ice; preparation tables for catering; audio/visual equipment, easels, trash containers, etc. be delivered and/or set up.

Regardless of how large or small your event will be, the same procedures apply:

ROOM RESERVATION - A room or space must be reserved that will accommodate your needs. Contact the Central Campus Scheduler at scheduling@carleton.edu, to reserve the location or be referred to the appropriate office. A room may also be requested online (click here). If you are planning an outdoor event, you should reserve an alternate location in case of bad weather.

FACILITIES SET UP REQUEST - A Facilities Set Up Request should be processed. Only college personnel can perform certain services and you will be charged accordingly. If you do not have a charge number, you must contact Patti Sabrowski, Custodial Supervisor, at x4739 to discuss any arrangements. Completed Set Up Requests must be received no later than 10 working days prior to the day of your event.

CATERING - If food or beverages are to be provided, please contact catering at catering@carleton.edu to make arrangements. You can find the menu and information about Catering Services at https://apps.carleton.edu/campus/dining_services/catering/. 

DISABILITY SERVICES – Carleton College will make reasonable accommodations for those with disabilities. If any member of your group or a guest at your event requires disability accommodations, you should make arrangements prior to the scheduled event or as soon as you are contacted about specific needs. (On any publicity for a public event you should list your name and number as the contact person for anyone requiring special accommodations.) Refer to your office’s copy of the Resource Guide for Providing Disability Accommodations for further information.

MEDIA SERVICES – All media service requests are arranged by calling x7070. Also indicate on the facilities set up request if you have made any arrangements (e.g. microphone, DVD, LCD Projector, etc).

GROUNDS – Indicate any items needed for outdoor events, such as clearing of snow from sidewalks or trash/recycle containers.