Room Scheduling/Room Fees/Catering
How to Reserve General Meeting/Gathering Space
For on campus reservations please utilize the R25 Webviewer. All campus room reservations must come through R25. For questions about how to utilize R25 please go to the scheduling link. You can also contact Nancy Stuckmayer in the Buntrock Commons Office with any questions you may have. To reserve the Lion's Pause Mane Stage email stage@stolaf.edu or use the reservation form.
When making a reservation please provide as much information regarding room set-up details, and all audio visual needs. Last minute requests for AV may not be able to be accommodated. For people/groups off campus who wish to utilize space within the Commons, please contact Michelle Egeness, Guest Conferences Director at 507-786-3043.
You can check the availability of most meeting rooms on campus by checking the R25 Room scheduling program. Be sure to click the "Go to Today" before checking a location. As Nancy is the only Buntrock Staff who is permitted to enter items into the R25 program, there may be a case where a room in Buntrock appears to be "open" but is actually booked for a group but has not yet been entered into the program. This is usually the case when a student work has reserved the room for you.
- Space is reserved on a first come, first served basis. Every effort is made to match all first priorities.
- Please confirm all room reservations before finalizing event dates and details.
- Exceptions to the above guidelines include major college events involving special speakers or publicized notice, e.g., Admissions open houses, banquets, Christmas Festival, Commencement/Reunion Weekend, Board of Regents.
- Requests more than one year in advance cannot be accepted.
- Rooms in the Commons cannot be reserved for regularly scheduled classroom use.
- Please be sure once details are determined, to add your event to the Campus Master Calendar if appropriate.
Room Fees
The fee schedule* for the use of space in the Buntrock Commons is as follows: (full day charge listed first, followed by up to 1/2 day charge, then meal time use only charge)- Small meeting rooms (145A, Ibsen-146, 220, 221, 222) ($60, $40)
- Large meeting rooms on middle level (Undset-142, Munch-143,Grieg-144) ($80, $60)
- Viking Theater ($175, $100)
- The Black and Gold Ballroom (complex) ($495, $410)
- Ballroom - Black and Gold Sections individually ($160, $130)
- Ballroom Sun Room Section ($175, $150)
- Trollhaugen Room (King's Room West) Saturday only ($120, $80, $60)
- Valhalla Room (King's Room North) ($120, $80,$60)
- Kings Dining Room (Trollhaugen and Valhalla) ($240, $160, $120)
- Room Change from original set-up - $30
- No fees are charged for St. Olaf groups unless special set-up or clean-up services are required.
- No fees are charged to emeriti unless special set-up or clean-up are required.
- St. Olaf groups reserving space for non-St. Olaf use will be charged user fees unless a declaration of sponsorship form is completed. Please contact the Conference Office for details.
- Full day = 5+ hours of use
Catering and Food Service
All catering in the Buntrock Commons is to be provided by Bon Appetit. Custom menu design is Bon Appetit's specialty, and they are happy to create original menus for any occasion. Please contact Bon Appetit at 786-3050 as soon as you know of your catering needs.Buntrock Exceptional Scheduling
Viking Theater (in priority order)
- Campus sponsored events that require technological support
- Campus sponsored events that do not require technological support
- Others.
Norway and Heritage Rooms
- Scheduling for this space will be made through the scheduling office.
- Activities which support special chapel events.
- Administrative events hosting special guests.
- It is not available for outside groups or scheduled meetings.
The Crossroads Lounge
- Special St. Olaf events during the academic year.
- During the summer and when classes are not in session, the space may be reserved for special, non-campus events and a special user fee may apply.
Stav Hall (student dining)
- This space may not be reserved for non-college related banquets during the academic year
Trollhaugen (King's Room West)
- Dining reservations for regular meals are made directly with Food Service.
- This space may be reserved for dining when it is not open for regular meal service.
- Official St. Olaf functions will take priority over public dining, e.g., Commencement, Christmas Festival, and Board of Regents meetings.
- The space may be reserved for non-dining meetings only if no other space is available. The fee policy will apply.
Valhalla Room (King's Room North)
- This space may be reserved for dining when it is not open for regular meal service.
- Official St. Olaf functions will take priority over public dining, e.g., Commencement, Christmas Festival.
- The space may be reserved for non-dining meetings only if no other space is available. The fee policy will apply.
David E. Johnson Boardroom (In order of priority)
- Scheduling will be through the Buntrock Office.
- Board of Regents meetings of whole and sub-groups.
- Student Senate meetings
- Other periodic St. Olaf meetings
Meeting rooms 220, 221, and 222
- Mealtime scheduling will take priority over non-meal scheduling. Priority for use of these rooms is as follows:
- Academically based dining meetings involving students.
- Academically based dining meetings involving other St. Olaf groups.
- Other small groups such as non-profit community groups that meet regularly for breakfast meetings. The fee policy will apply.
- Groups may schedule a room for no more than one meeting per week. Rooms may be booked by the year but the group leader has the responsibility to notify the Scheduling Office when the room will not be used.
- Groups requiring additional meeting times must wait until all other groups have had an opportunity to schedule regular meeting times.
- Off-campus groups may schedule regular meeting times only after St. Olaf groups have established regular meeting times. The fee policy will apply.
- Others may reserve the rooms for dining when available.
- The rooms may be reserved during the summer and during non-mealtime hours.
CAMPUS SCHEDULING PRINCIPLES
On October 14, 2010, a group of people who regularly ask to schedule campus events met to discuss and lay out a draft some scheduling principles that make sense from a campus-wide perspective for Tomson Hall. On December 9, 2010, a second group, those who have been in charge of scheduling at least one campus room, met to determine if the draft Tomson principles should be extended campus-wide. Following those meetings, both the Dean’s Council and the President's Leadership Team reviewed and approved the resulting principles. These principles are listed below and will guide the scheduling of spaces on campus, beginning immediately.
1. A system of scheduling that makes the best use of campus buildings and rooms is crucial. Not to have such a system is expensive and wasteful of college resources.
2. The simpler the process of scheduling, and the fewer people doing the actual scheduling, the more efficient the use of staff time and the less confusion for all.
3. In order for a room to be scheduled, it must be entered into Resource25 (R25, the college’s scheduling program). Public Safety does not open the room unless it is in R25. If someone privately schedules a room and does not have it entered into R25, it is not officially scheduled.
4. All spaces are accounted for in R25, and spaces that are not open to other users (usually because of specific equipment in the rooms) are blacked out at appropriate times on R25.
5. All on campus need to know how to view R25 to check on spaces. Opportunities are made available campus-wide to provide training. The link to the R25 web viewer is available on St. Olaf College homepage’s quick links.
6. Except for meeting rooms within office suites or rooms specifically designed and equipped to support a specific purpose for a specific unit/office/department (see list below), once courses have been accommodated, all classrooms and meeting rooms are considered to be available college-wide and may be scheduled for other purposes, following the principles set forward here.
7. Generally speaking, there are no classrooms solely dedicated to a specific department. However, whenever possible, the Registrar’s Office schedules courses in classrooms located in the building that contains a department’s or program’s faculty offices. Remaining classrooms may be used for courses offered by other departments or programs.
8. Major college-wide events that require a long lead time may be scheduled beginning June 1 of the fiscal year prior to the event. This category includes, but is not necessarily limited to: Admissions open houses and music scholars events; college-sponsored conferences (e.g., Globalization Conference, Peace Prize Forum); Week One; Faculty Meetings; Homecoming/Family Weekend; Christmas Festival; Commencement; Reunion Weekend; Residence Life room draw; Lutefest; Syttende Mai.
9. Buntrock Commons can be booked one year in advance of an event because there are no classrooms in this building.
10. Except for items listed in #8 & 9 above, rooms are scheduled semester by semester, not a year at a time. (See below: Calendar of Room Scheduling) A. Each semester, once the class/lab schedule is "finalized" for the following term, the Registrar's Office schedules all courses into appropriate classrooms. B. Once the Registrar's Office has scheduled courses for a given term, authority for scheduling is transferred to the Scheduling Office in Buntrock, and units work through that office to schedule other events or series of events. C. During a period of time following the scheduling of courses but prior to the scheduling of individual events, all college units are given the opportunity to schedule recurring (e.g., weekly, monthly) meetings for the next academic term. This may include, for example, department meetings, meetings of faculty committees such as the Curriculum Committee, and so forth. 11. Priority is given to St. Olaf courses and events over external events. Every attempt is made to accommodate the needs of a unit within the context of the overall needs of the campus. No unit receives special treatment. See # 14, below.
12. In the summer, in addition to the Buntrock scheduling office, the conferences directors schedule events. It is understood that summer conferences may need to move rooms to accommodate summer courses. In scheduling summer courses, all efforts are made to schedule a smaller number of rooms throughout the day so as to make more rooms available for other uses as needed. The needs of the undergraduate research, for which the needs for rooms can be somewhat fluid, are taken into account.
13. For now, all scheduling requests must utilize the R25 Webviewer.
14. The Scheduling Advisory Group (representatives from IIT, Buntrock scheduling office, Registrar’s Office) determines the time frame for scheduling of classes, of recurring meetings, such as weekly department meetings, and, finally, of individual events, and publicizes those dates (see below). This group also confers with the Buntrock scheduling office in cases where there is a competing request for the same space.
15. Care is taken to work with the Academic Support Center to ensure that special needs student testing spaces are available and appropriately scheduled.
Calendar of Room Scheduling:
Reservations for Classes: Jan.-May dates by Oct. 15; June-Dec. dates Mar. 15-Apr. 15
STO Repeat Events Conference Office: Jan. - May dates Oct. 15-Nov. 1; June - Dec. dates; Apr. 15 - May 1
Other Events: Jan- May dates, Nov. 1 - continuing; June - Dec. dates May1- continuing
The following spaces, which have previously been scheduled by departments, are now handled according to the above guidelines. These include:
• Buntrock Commons: Norway Room, Johnson Board Room
• Christiansen Hall of Music 224, 232, 239
• Dittmann Center 204, 305
• Holland Hall 205 • Rolvaag Memorial Library 115, 477
• Regents Hall of Natural Sciences 136, 160D, 226, 284, 300, 316 and 426
• Skoglund Athletic Center 112
• Tomson Hall 182
The following spaces are considered department-specific and -equipped spaces and continue to be scheduled by departments/offices, at least for part of the day and in many cases, all the time:
• All conference rooms located within individual office suites
• Buntrock Commons: President's Dining Room
• Christianson Hall of Music: all rooms except those mentioned above (rehearsal/performance space for concerts, recitals)
• Dittmann Center, all spaces except those mentioned above (studio space)
• Holland Hall 204, 215 and 301 (Nursing) during class times and times needed by the Nursing Department
• Rolvaag Memorial Library 250 (IIT computer lab)
• Regents Hall of Natural Sciences 203 (Computer Science lab)
• Regents Hall of Natural Sciences 354 (Chemistry lab)
• Regents Hall of Natural Sciences 400 (Environmental Studies lab)
• Skoglund Athletic Center 103 (Exercise Science lab)
• Speech-Theater Building (rehearsal space for Theatre productions)
• Tomson Hall 175 (World Languages Center computer lab)
• Tomson Hall 188 (Computer Science lab)
• Tomson Hall 275 (Education Department/TRiO computer lab)
• Tomson Hall 281 (Education/TRiO “concentration-study” room)
• Regents Hall of Natural Sciences, all laboratory spaces except those mentioned above (dedicated teaching and research space)
