Event Setup

Helping setup spaces for your events.

Requesting Setup

A two week verbal notice is requested of an upcoming event that requires assistance from Facilities (includes Housekeeping, Maintenance and Grounds services).  Contact LeeAnn Ryan at 608-363-2733 with questions for campus events.  All event requests for the Powerhouse should be directed to Dianne Myhre at 608-363-2381.

An Event Setup Planner Form is requested to be submitted a minimum of one week prior to event.  This allows for better planning and time management to better prepare your event.  A Beloit College account number(s) is required for all events. Account numbers are only charged for necessary overtime or to replace damaged or missing Event equipment.

Materials requested by students must be authorized by Student Engagement and Leadership, Residential Life or Faculty Advisor.  Please get approval before making your request.

Requests that are submitted in less than one week’s time risk not being fulfilled due to staffing and resources.  All items requested are on a first come, first serve basis. Facilities reserves the right to adjust quantities to best accommodate all events.

Your Responsibilities

  • Damage or theft of Event equipment (i.e. tables, podiums, chairs etc.) will be charged to the responsible individual/department.
  • Rooms with movable furniture, such as Weeks Lounge and Mathers Room, have diagrams posted showing the default room layout. It is your responsibility when using these rooms to be sure the furniture correlates with the diagram at the end of your event.

After Hours & Weekend Work

Housekeeping, Maintenance and Grounds services are available for weekend events.

  • Two weeks notice is requested.
  • Services requested after hours will be overtime and billed accordinglyA minimum of two hours overtime rate will be charged.
  • Weekend services must be approved in advance by the Department Head/Chair.
  • A Beloit College account number must be provided when making your request before work can be properly scheduled. 

Equipment Available

A limited number of tables (65-6 foot) and chairs (200 metal folding) are available on a first come, first served basis. A two week advance notice is requested for all tables and chairs.  Facilities reserves the right to adjust quantities to best accommodate multiple requests.

Accordion Content

Podiums are available on a first come, first served basis with a minimum of two week advance notice requested. We have (4) natural finish stand behind podiums. All have the Beloit College seal on the front, and are light and microphone capable. Contact the Audio Visual (A.V.) Department, extension 4357, for microphone or light. President’s podiums are only used with permission for specific events.

Staging is available with minimum of two weeks advance notice. Facilities will need the stage dimensions you require along with location and placement of the stage. Any staging used outdoors must be protected from the weather.  All staging come in 4’x8’ sections. *staging is not available at the Powerhouse.

Podiums are available on a first come, first served basis with a minimum of two week advance notice requested. We have (4) natural finish stand behind podiums. All have the Beloit College seal on the front, and are light and microphone capable. Contact the Audio Visual (A.V.) Department, extension 4357, for microphone or light. President’s podiums are only used with permission for specific events.

Accordion Content