Revised 03 April 2012

Plan Your Tulane Event

Plan ahead

• Allow plenty of time (2-12 months).
• Student events must be cleared with their organization's adviser.
• Before requesting a government official to speak, notify Government Affairs. See clearance policy.
• See also Promote Your Tulane Event.
  

Establish a budget

• Facilities charges (uptown) - custodial, electrical, tables and chairs, etc.
  
• Advertising - flyers, banners, invitations, etc.
  
• Ticket printing
• Guest speakers/entertainment
• Food: What best fits this event?
  
• Decorations - table covers, flowers, etc.
  
• Technology and other equipment - sound system, speakers and microphone(s)
  

Consider day(s) and time(s)

• Know your audience.  What is appropriate?
• Check for date conflicts
  
• • Academic days, e.g., student programming is not allowed after the last day of classes each semester.
  • Religious holidays (bold titles at the linked site are the "primary" holy days), for example:
  • • Serve non-meat options during Fridays of Lent
    • Try to respect the first evenings, including a few hours before sundown, of Passover, Rosh Hashanah and Yom Kippur
• Check for other event that might be targeting the audience or create nearby noise or other distractions:
• • All events at the LBC, McAlister, Reily & Rogers Chapel (includes non-Tulane events): Click the filter link to see one building.
  • All Tulane events

Schedule a venue

• Use the EMS system for one of several uptown campus locations.
  (LBC, McAlister, Reily, Rogers Memorial Chapel)
  
• See the venues list for campus locations and contacts
• Off campus venues.
• Consider a rain date and/or location

Other event planning

• Catering — Contact the University’s Dining Services, the required vendor for uptown campus venues  | 504-865-5254
• Facilities Services, Uptown — special events
  
• Parking — To arrange for special parking or parking passes, contact TUPD |  504-865-5424
• Police and security — For events that may require security, contact TUPD | 504-865-5381
• Staffing – Arrange for your event staff (and training if necessary)
  

Immediately after

• Remove and recycle your flyers.
• If you plan on having an annual event:
• • Do a brief audience survey.
  • Submit photos from the event to New Wave (see Photo Tips).
  • Hold a debriefing meeting with the event committee to discuss lessons learned for future events. Evaluate the event with regards to budget (e.g., revenue, expenses) and attendance (e.g., size, target audience).
  • Save and make notes on the paperwork you created while putting together your event.
  • Send "thank you" notes to committee members, supporters, speakers and to the general community.

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