There are different processes to reserve a space across campus. Read below to learn who to contact to secure a location for you event!

A majority of spaces on campus can be bookable through Google Calendar, but not all. Please make sure your event is in an accessible location and space!

If you are interested in a booking a space on campus, please email our Chief Information Officer at pkingsley@hastings.edu. She will coordinate with building managers if a certain space needs special approval for booking.

HSU Concourse

If you are interested in hosting a tabling event in the HSU Concourse, you must still book the space through emailing cody.jackson@hastings.edu! Tables and chairs for you to borrow are located next to the vending machines and must be put away after your event is over.

Perkins Library

If you are interested in hosting an event in Perkins Library, please email our library staff at hclibrary@hastings.edu.

Barrett Alumni Center

If you are interested in hosting an event at the Barrett Alumni, please email the Alumni Association & Foundation Department Assistant at kbargen@hastings.edu. They will have a rental agreement form that you will have to fill out and sign.

When requesting a space, please make sure you include:

• Event Name (this will be featured on the booking)

• Event Date (include extra days for set up and tear down if applicable)

• Event Times (include extra time for set up and tear down if applicable)

• Preferred Location

• Back Up / Rain Location

All food is to be catered by our Dining Services managed by Scott Resident Management.

Requests for events will need to be submitted at least two weeks prior to your event to guarantee their food and staff availability. The earlier you can put in your request, the better! Failure to do so may result in your catering requests not being fulfilled.

To put in a catering request, simply email dining@hastings.edu.

Our new Director of Dining, Chris Rudziensky, can be contacted at crudziensky@hastingsdining.com

There is no online ordering website for this year. All catering requests will be done through an email and meeting with the dining staff. They will go over serving times, date availability, event set up and all other catering details. To view more general dining information, please visit www.hastings.edu/student-life/dining-on-campus!

They want to ensure that they are providing you with the very best options for you to select from, so please let us know if there is something you do not see in the menus below. They will be happy to assist you at any time with placing your food and beverage orders and can walk you through the catering process. Choose from the featured menus or ask them how to customize your event!

NOTE: Availability of all menu items is based on their supply chain so they are all subject to change. 

When requesting catering, please make sure you include:

• Event Name 

• Event Date (include extra days for set up and tear down if applicable)

• Event Times (include extra time for set up and tear down if applicable)

• Event Location

• Billing Code (Department, Custodial, or Project Account full number)

• Event Contacts (who to come to with questions)

• Requested Food Options

• Budget for Event

• Set Up & Tear Down Needs

View the catering menu here!

If you are in need of specific event set up, custodial services, barricades, or electrical and water access, you must submit a work order ticket through School Dude.

Requests for events will need to be submitted at least two weeks prior to your event to guarantee their staff can help. The earlier you can put in your request, the better! Failure to do so may result in your maintenance requests not being fulfilled. No requests the day of the event will be accepted.

The maintenance office is closed on the weekends, any requests submitted on Friday will be looked at the following Monday. If your request is an emergency, please call us at 402-461-7762 or 402-461-7337. If it is an emergency outside the hours of 7am-4pm Monday-Friday, please call the maintenance on-call phone at 402-984-7061.

More information can be found on the Maintenance OurHC website. 

List of information needed in the body of your maintenance request:

• Name of Event

• Place and Area (room or area of building) of Event

• Date & Time Event Will Take Place            

• Time Set-up Can Start And When It Needs Done By

• If Your Event Will Be Catered 

• Number of Tables (include size/shape if applicable), Chairs, Trash Cans Needed

• Description Of How You Would Like Set-Up

• Any Special Notes

• Time Event Will Be Done

• Time We Can Begin Takedown

Make Maintenance Request Here! 

If you are in need of a vehicle, you must submit a trip request through School Dude.

Requests for vehicle rentals will need to be submitted at least two weeks prior to your event to guarantee vehicle availability. The earlier you can put in your request, the better! Failure to do so may result in your trip requests not being fulfilled. No requests the day of the event will be accepted.

More information can be found on the Maintenance OurHC website. 

Vehicles (cost includes gas):

• Car (5 passenger) - .23 cents per mile

• Minivan (7 passenger) - .28 cents per mile

• Van (12 passenger) - .40 cents per mile

• Minibus (15 passenger) - .45 cents per mile

• Activity Bus (28 passenger) - .75 cents per mile

• Charter Bus (35 passenger) - .90 cents per mile

Rules for trips:

• Students at least 21 yrs old can only drive cars or minivans

• Students can not reserve vehicles - only faculty and staff members can

• A faculty/staff member has to attend the trip -  students can not travel alone with HC vehicles

• Vehicles are assigned on a first come first serve basis

List of information needed in trip request:

• Fill in Trip Name with a description of the event (EX. Soccer Game, GPAC Competition, etc.) 

• Fill in Trip Destination with the city/state you are traveling to.

• For Departure Date, please put the date and estimated time you will be picking up the keys, NOT the date/time you will be leaving. If you are leaving on a Saturday, set the departure date as that Friday before to pick up your keys since we are not open on the weekends.

• Please enter the Return Date/Time as the time you will have the vehicle and keys returned. If we do not receive the vehicle AND keys back by that time, it could prevent the next person from leaving for their trip on time.

• For Transportation Type, if you are needing more than one kind of vehicle, click one of the vehicle icons you need, put the Number of Vehicles you will need in the box below, and then in Special Needs and/or Requirements put what other vehicles you will need. (EX. click the minibus icon, put 2 in the Number of Vehicles box, and then list 1 minibus and 1 car in Special Needs and/or Requirements.) 

• In the Faculty box, please list all the drivers so we know who to assign to the trip. If we don’t see any drivers listed, we can not process your trip until we know who the drivers will be, which could prevent you from getting the vehicles you want. 

Submit Trip Request Here! 

If you require special speakers, microphones or other sound needs, please email Bruce Batterson at bbatterson@hastings.edu.

Requests for sound needs will need to be submitted at least two weeks prior to your event to guarantee their availability. The earlier you can put in your request, the better! Failure to do so may result in your sound requests not being fulfilled. No requests the day of the event will be accepted.

If you require a live stream or broadcast, please fill out the On Campus Broadcast Request form.

Requests for streaming needs will need to be submitted at least two weeks prior to your event to guarantee his availability. The earlier you can put in your request, the better! Failure to do so may result in your broadcasting requests not being fulfilled. No requests the day of the event will be accepted.

Please email our Assistant Athletic Director for Media Relations at amaser@hastings.edu with any questions you may have!

Campus Safety should be notified of any large event happening on campus to ensure there are enough officers on duty.

For buildings without fob access that need to be opened for an event, please schedule this by emailing campussafety@hastings.edu. Propping doors is not allowed and can cause several issues.

They also work with the Maintenance Department to set up any barricades and close off parking spots for special events. If you need barricades, please put in a maintenance request and then email campussafety@hastings.edu with when you need them set up by.

IT can help you check out technical equipment, troubleshoot audio and video issues, grant access to buildings and more!

For doors with fob access, please send a request to IT through helpdesk@hastings.edu to get doors unlocked outside of normal hours. Propping doors is not allowed and can cause several issues.

View all of their resources on their OurHC website!

Contact our Student Activities Coordinator to view what event supplies she has for you to borrow.

Email mikayla.wright@hastings.edu or schedule an appointment on her Google Calendar to get a tour of her event storage and supplies.

As is recognized by state and federal law, Hastings College reserves the right to regulate the time, place, and manner of flier and media distribution on its campus. All on-campus and off-campus entities who wish to post signs/flyers on- or off-campus either publicizing events they will be sponsoring or providing information about themselves must have the sign/flier approved prior to posting it anywhere on campus. The approval process ensures that the sign is in compliance with Hastings College policies and is in no way intended to inhibit the “marketplace of ideas.” Hastings College and their designee(s) reserves the right not to approve flyers which fail to meet flier guidelines or violate community standards with regard to their content. 

How to Have a Flyer Approved 

Any campus entity, group or organization wishing to advertise outside the college must first have the approval of the Office of Marketing and Communications. Contact Michael Howie, Director of Marketing, at 402-461-7743 or mhowie@hastings.edu.

Student organizations and any other entity wishing to hang flyers on campus should submit a clean digital version of advertisements to the Student Activities Coordinator via email. (mikayla.wright@hastings.edu)

Please allow at least 72 hours for the approval process. Upon approval, the flyer will be stamped and dated. Because the approval stamp provides visual evidence that the flyer has been approved for posting, it is highly recommended that copies for posting be made from this original with the stamp on it.

Building managers have the right to remove media materials which have not been approved. Approved flyers may be posted on any designated student organization bulletin board space on campus (more information below). It is the posting entity’s responsibility to consult with each building manager about the appropriate places for posting. Building manager information can be found in the Student Handbook. 

Posting and Distribution of Approved Flyers 

On-campus and off-campus entities may post approved signs on bulletin boards or designated areas provided in the Hazelrigg Student Union, residence halls, and instructional buildings. Each building manager may designate other appropriate places to post.

• Posting signs on the outside walls of buildings, on columns, on sidewalks, in stairwells used as fire exits, or on any part of building doors is prohibited

• The sponsoring student group and contact information must be identified on the sign or poster

• All publicity materials, decorations, etc. must be removed by the sponsor within 72 hours following the event

• Student Engagement staff and building directors reserve the right to remove any sign that does not comply with these policies. Staff and building directors will also be asked not to remove signs that comply with college policy

• Placing flyers or leaflets on vehicles parked on campus is prohibited

• Depending upon the seriousness of an offense, organizations distributing media that do not comply with college policies may face disciplinary action under the campus student conduct system. Off-campus entities/businesses that violate these guidelines may lose their privilege to post media on campus. No group or individual will be compensated for the cost of media removed by college officials under this policy

• Flyers, posters, or other media may not be posted/taped on bathroom stalls or windows. This poses a hazard to the health and safety of others and is therefore prohibited.

• No flyers will be accepted for events held at bars or taverns. 

• Flyer sizes: the smallest flyer size 8 ½” x 5 ½”, (half sheets), and the largest, standard poster board size (approx. 22” x 28”).

• Flyers should be tacked to cork bulletin boards or poster rails wherever possible. When bulletin boards or rails are not available, flyers may be taped up for display only on approved surfaces (e.g., surfaces which will not chip and peel when the posters are removed such as the ceramic tile walls in Hurley-McDonald). 

• Do not put flyers on painted walls or windows unless given special permission

Residence Hall Postings 

In order to better serve campus organizations, the Office of Student Engagement staff will post flyers in the residence halls. All flyers must be approved by the Student Activities Coordinator and submitted to the Office of Student Engagement staff for the residence hall staff to post in their designated areas. To optimize marketing, Student Engagement must receive the copies of all flyers at least one week in advance of when you’d like them hung by.

Please bring copies of your approved and stamped advertisements to the Dean of Student Engagement in the lower level of the Daugherty Student Engagement Center. Student Engagement staff will not be responsible for making copies of advertisements. 

Chalking

In addition to flyers, the Student Activities Coordinator reserves the right to refuse and/or to alter any displays on campus including signs, banners and the chalking of walkways. Recognized student groups may use washable sidewalk chalk on campus sidewalks to promote campus events under the following conditions: 

• Chalking is at least 10 feet away from entrances of buildings

• Chalking is only on sidewalks (no roads, buildings, columns, trees, stairs, fences, walls, or other areas)

• No chalking is permitted in any other covered area where rain will not wash the chalk away

• Chalking may not be done on the sidewalk entries to the French Memorial Chapel, Hurley-McDonald, or the Daugherty Center unless approved by the Office of Student Engagement

The Hastings College Lecture Series is charged with approving all outside lecturers and performers at Hastings College.

The Hastings College Lecture Series (HCLS) has a long and storied history, beginning in 1967 as the Convocation Series; it is the longest standing program of its nature on our campus. 

In the following decades, HCLS has hosted poet laureates, Leica medallists, film makers and MacArthur fellows, as well as ambassadors, astronauts, artists, authors and activists. HCLS has served as an integral part of our campus culture and in our community for sparking important dialog across myriad disciplines and issues, while in the process becoming one of Hastings College's hallmark institutions.

How to Have a Speaker Approved 

The Hastings College Lecture Series is charged with approving all outside lecturers and performers at Hastings College. We request you submit your speaker forms at least 45 days prior to the event, if possible. 

All speakers are approved unless:

• The offices of Public Safety or Human Resources indicate the speaker has been previously banned from campus, or

• The office of Public Safety determines the speaker presents a substantial threat to the safety of the campus (potential for disruption of pedagogical purpose not being a legitimate criterion for refusal).

HCLS currently does not provide funding for events outside its primary responsibilities, which includes Invited Faculty Lecturers and a Student Event. Thus, we are unable to entertain requests for providing funds for other purposes.

Speaker approvals will be shared with all campus employees.

To submit your speaker or performer request, please click here.

View all of their resources on their OurHC website!

Our goal is to create a campus climate accessible to all, and proactively plan events free of all barriers: physical, communication, or others so that all individuals may meaningfully participate in campus activities and events. 

It isn’t possible to make everything accessible for everyone, but it is important to try our best to be proactive rather than reactive whenever possible. Read below to learn how to make your events, digital content, and overall experience with your student group more inclusive and accessible! 

Ensure physical access, comfort, and safety within an environment, meeting space or event location is inclusive of people with a variety of abilities, racial and ethnic backgrounds, genders, and ages.

• Are there parking areas, pathways, and entrances to the building that are wheelchair-accessible and clearly identified?

• Are events located in wheelchair-accessible facilities? Is the accessible entrance clearly marked?

• Are there quiet work and meeting areas where noise and other distractions are minimized?

• Are aisles kept wide and clear of obstructions for the safety of users who have mobility or visual impairments?

• Are you planning a variety of activities that appeal to an audience with a range of abilities, interests, and perspectives?

Ensure that publications and websites welcome a diverse group, are accessible to all visitors, and technology within the service area is accessible to everyone.

• Are all printed materials within easy reach from a variety of heights and without furniture blocking access?

• Are videos used by your organization captioned? Audio described?

• Do pictures in your publications and websites include people with diverse characteristics with respect to race, gender, age, and disability?

Please contact our Transition Services & Accessibility Coordinator at megan.launchbaugh@hastings.edu for more information on how to create your programming more accessible.