Revised 05 November 2009

Plan Your Tulane Event

::: Plan ahead

• Allow plenty of time (2-12 months depending on details).
• Student events must be cleared with their organization's adviser.
• If you want a speaker who is a government official, notify Government Affairs first, as per the clearance policy.
  

::: 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 LBC, McAlister, Reily & Rogers Chapel (includes non-Tulane events):
    http://ems.tulane.edu/BrowseEvents.aspx  Click the filter link to see one building.
  • All Tulane events: http://tulane.edu/calendar/
• Make sure your space is available
• Think about a rain date and/or location
  

::: 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
  

::: Other event planning

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

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Ideas to improve this page? E-mail calendar@tulane.edu