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Tomson Hall 021
1520 St. Olaf Avenue
Northfield, MN 55057

Monday – Friday | 8 a.m. – 5 p.m.

Marketing and Communications
Working With Us
Project Requests

MarCom Project Request (BETA)

We are excited to support you in marketing, communications, event management, and broadcast media services. This is your first step to work with our teams. Please complete this form carefully, and be aware that the progress bar might change based on your answers and selections. If you have any questions, please reach out to marcom@stolaf.edu.

Step 1 of 9 – Getting to know you

Stage 1 – About you

Let’s get to know you better!

Name(Required)

First and Last Name

Email(Required)

Phone(Required)

What's your department/office?(Required)

Let's talk about the needs for this project

Your project includes:(Required)

Marketing Needs

Communication Needs

Live Event

I’m unsure

Stage 2 – About Your Event

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Event Name

Date of the Event(Required)

MM slash DD slash YYYY

End Date of the Event (if different)

MM slash DD slash YYYY

Start time of event(Required)

Hours

Minutes

AM/PM

End time of event(Required)

Hours

Minutes

AM/PM

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25Live Space Reservation Start

Hours

Minutes

AM/PM

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25Live Space Reservation End

Hours

Minutes

AM/PM

Attendees Expected(Required)

If you’re unsure of the exact number, please provide the best estimated number of attendees.

Tell us about your attendees

Please be sure to include information should any of your attendees be minors.

What are your event needs?(Required)

Space Rental / Use

Catering

Technology (presentation, streaming, recording)

Lodging

Parking

Tell us about your event(Required)

Is it a dance, conference, camp, wedding, reunion, workshop, etc.? What will take place? We’re excited to hear about it!

Is there anything else that would be helpful for our team to know about your event or attendees?(Required)

Consider accessibility accommodations, dietary restrictions, any additional phone numbers or emails we should have pertaining to your group and/or event, etc.

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Schedule of events

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Have a schedule or event brief already typed up? Upload it here!

Max. file size: 54 MB.

Additional needs in the space for your event

Please ensure these spaces have been officially reserved in 25Live prior to sending an event work order.
Please press the (+) button on the right to add additional rooms.

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Building

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Room

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Space Facilities Request

Broadcast Media Service Needs(Required)

Examples: Microphones, Speakers, Laptops, Projectors, iPads. If there are no needs for this department, please select no.

Yes

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Will you need tables and chairs?

Yes

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Does your event require a specific safety/security plan?

Yes

Please link your security plan here

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Public Safety

Please indicate parking needs, buildings unlocked outside of typical operating hours, etc.

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Facilities Request

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Catering Table Requests

Request tables for food placement by Bon Appetit, not for diners/guests

Yes

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Number

Please enter a number from 1 to 30.

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Building

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Room

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Is there anything else we need to know about the catering table request, if applicable?

If you require more than 30 tables, please note that here

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Do you need additional tables?

Think check-in table, additional seating, presentations, reception style, etc

Yes

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Tables

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Number

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Building

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Room

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Is there anything else we need to know about the non-catering table request, if applicable?

If you required more than 30 of a given table, please indicate that here as well

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Do you need chairs?

Yes

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How many chairs?

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What type?

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Facilities Requests

This is for all your non-table requests. Think about heating, cooling, grill & charcoal, extra garbage cans, campus green needs, etc. For example: Air-handling: keep on until 10pm; Extra garbage cans delivered by 8AM.

Stage 2 – Broadcast Media Services

Live & On-Demand Online Streaming

Streamed to the public via the college’s streaming portal. Event streams are subject to approval of the Director of Broadcast / Media Services.

Audio and/or Video Recording

Recorded for later use — choose the format(s) in which you would like to receive recordings.

Sound Reinforcement / PA

Microphones and speakers as required for amplification of voice or recorded material in the venue.

Video Projection

When the venue is not already equipped, we can supply projectors and screens, or large digital displays, for showing video, PowerPoint, or other supplemental materials.

Stage Lighting

Special stage, architectural or theatrical-style lighting to supplement the existing lighting in the venue. Services dependent on availability of equipment.

Services to request support with(Required)

Live & On-Demand Online Streaming

Audio and/or Video Recording

Sound Reinforcement / PA

Video Projection

Stage Lighting

Stage 2 – Marketing Needs

What is your objective?(Required)

Who is your audience?(Required)

Tell us about your project(Required)

Briefly describe the type of support are you looking for and how does this fit into the college mission or the experience at St. Olaf?

Current needs involve(Required)

Printed Materials

Digital Materials

Website Support

Strategy & Planning

Other

I have the copy/content needed for this project ready(Required)

Yes

I need help from MarCom

If the content/copy of your project is ready for use, please upload it here:

Including final copy helps reduce feedback rounds, and might help expedite the production timeline. If this is an update/redesign request, please upload an image or file of the most recent version in this section. If your file is too large to be uploaded, please share a link to an google drive with your files in the description for your project.

Max. file size: 54 MB.

Name of final approver

First and Last

Expected delivery date(Required)

Be aware we can’t ensure this date is feasible and this will be confirmed by our team

MM slash DD slash YYYY

Stage 2 – Communications Needs

Who is your audience?(Required)

Faculty

Staff

Students

Alumni

Parents

General Public

Describe what you want to have featured(Required)

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Is this about an event you are submitting within this same form?

Yes

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Please provide information below about your event

• Date • Time • Location • Website link • Zoom link • Who may attend (i.e., only for faculty and staff, only for students, open to the general public, etc.) • Whether tickets or registration are required (if so, provide a link to do so) • Cost • Sponsoring departments/offices/organizations

We will use the same information you provided before

Is this about a potential news story about an Ole?(Required)

Yes

Please tell us as much as possible about the people involved

Are they faculty, staff, students, or alumni? What are their class years if applicable? Have they previously won awards or distinctions?

Web page or website with additional information (if applicable)

Image to submit

If you have a photo, poster, graphic, or something else to accompany your announcement, please upload the most high-resolution version you have here.

Max. file size: 54 MB.

Stage 3 – Billing Information

St. Olaf Unit Number

The number for budget expenses, listed in Oracle. 010-xxxxx. This will be used if your project involves deliverables printed with the print center, scheduling records, and others. PLEASE NOTE: Most of our services do not have any cost.

Stage 4 – Expectations

How can we measure success?(Required)

Think about number or RSVPs, registrations, attendees, viewers, etc. Is there something to compare to last year?