Revised 03 September 2015
Plan Your Tulane Event
“Failing to plan is planning to fail.”
- Alan Lakein
- 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:
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)
- 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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