Event Planning & Registration

These Guidelines explain when an event must be registered, how to register it, and what to expect during the review process.

These Guidelines apply equally to all events that meet the registration criteria below. The university administers these Guidelines and reviews event registrations based on safety, operational, logistical, and university policy considerations.

Definition of an Event & Event Organizer

• An event is an organized activity, meeting, program, gathering, or experience planned or hosted by a Recognized Student Organization. 
• Events may occur on or off campus and include, but are not limited to, meetings, socials, programs, speakers, performances, retreats, assemblies, activities, and similar gatherings. 
• An event organizer:
  • is the student organization primarily responsible for planning, hosting, coordinating, and/or operating an event;
  • serves as the primary point of contact for the event and, when applicable, holds the reservation for the event space; and
  • is not a student organization that simply attends, promotes, endorses, advertises, or provides financial or volunteer support for an event organized by another student organization, university department, or external organization.
• Student organizations may not reserve space or register an event on behalf of an unaffiliated individual, group, or organization ("fronting").
• The university may request additional information to determine whether a student organization is serving as an event organizer.
• The university may determine that an activity requires event registration or that it must be registered under a different registration process, such as a demonstration.

Events That Generally Do Not Require Registration

Registration is generally not required for:

• Closed executive board meetings. 
• Closed committee meetings. 
• Closed meetings for organization members. 
• Closed study sessions for organization members.
• Informal planning meetings. 
• Events in which your organization is not serving as an event organizer.

Events Requiring Registration

An event organizer must register an event through WaveSync if any of the following criteria apply: 

• The event is open to individuals outside of your organization. 
• Alcohol will be served or available. 
• The event is held off campus. 
• The event is organized with another student organization, university department, or external organization.
• The event includes hosting a movie or television screening
• The event requires a contract or university signature. 
• Attendance is expected to exceed 250 participants. 
• The event includes a government official, public figure, or a speaker, performer, presenter, or entertainer who is not affiliated with Tulane. 
• The university may require registration based on safety, university operations, contractual obligations, risk management, or other university policy considerations.

Campus Demonstrations

• Demonstrations must be registered through the Demonstration Registration Form. 
• Campus demonstrations are governed by the Campus Demonstration Guidelines.

Registration Timeline

• Student organization events may be conducted during the fall, spring, and summer semesters, except during designated study and final examination periods and university closures.
• Event registrations must be submitted through WaveSync at least three weeks before the proposed event date. 
• Late submissions may not be accommodated.

Event Review & Approval

• Submitting an event registration does not guarantee event approval, funding, or space availability. 
• The university may request additional information or documentation as part of the event review process. 
• The university may require modifications to an event or deny a proposed event to ensure compliance with university policies and procedures. 
• Event organizers are responsible for responding to requests for information, updating their event registration to reflect significant changes, and implementing any required modifications during the event review process.
• A  designated student representative of the organization serving as the event organizer must remain present for the duration of the event and serve as the primary point of contact for the university.

Finals Period

• During designated study and final examination periods, student organizations may reserve space only for closed study sessions for their members only. 
• No other student organization events may be held during designated study and final examination periods. 

Contracts

• Students and advisors may not sign contracts on behalf of the university; contracts requiring university approval must be signed by an authorized university representative. 
• Contracts requiring a university signature must be uploaded with the event registration form in order to be signed by an authorized university representative.

Applicability

• These Guidelines apply in conjunction with applicable university policies, procedures, guidelines, and standards, including the Code of Student Conduct and the Equal Opportunity/Non-Discrimination Policy.

Questions & Assistance

• For questions about student organization event planning or event registration, contact Ben Griffith, Assistant Director for Recognized Student Organizations, at bgriffith@tulane.edu or visit the Student Organization Center (SOC) in the Lavin-Bernick Center for University Life (LBC), Suite G11. 
• For questions about fraternity and sorority event registration, contact Nelda Bailey, Director for Fraternity and Sorority Programs, at nbailey2@tulane.edu or visit the Office of Fraternity and Sorority Programs in the Lavin-Bernick Center for University Life (LBC), Suite G04.

Review & Revisions

• These Guidelines will be reviewed periodically and may be revised to reflect changes in university policy, operational needs, and best practices.

RSO events must be registered at least three weeks prior to the event. Complete the event registration through your organization’s portal on WaveSync.

• Log in to WaveSync
• Click on your organization under “Memberships” then click the “Manage Organization” link on the top right section of the page.  Once you are in your organization’s Action Center, click the small organization icon on the left side of the page (a gear will appear when you hover over the icon).
• Click "Events".
• Click the blue "Create Event" button to start the event registration process.
• Enter as much detailed information about your event as you can.  This will help attendees know as much about the event as possible when they are viewing events.  You will need to select Theme, category and “Show To” options for your event on the first page.
• You can add a location map to your event under the blue “Location” button on the first event registration page.
• You are able to select “Perks” for your event including “Free Food” and “Free Stuff”. Students will be able to search for events based on these perks and know what to expect when they attend your event!
• If you do not have access to create an event, contact your organization president to be given admin access to your portal. Presidents can refer to the WaveSync Guide section of this RSO Handbook for instructions on making someone an admin on your organization's page.
• Once all information is completed your event registration will be processed. All communication will be sent to your Tulane email and documented in the “Discussion” section of your event registration.

As an RSO, you are eligible to reserve space on campus for events.  There are a variety of spaces available, but it is important to reserve the space for your event as early as possible. Prior to requesting your reservation, determine the size, type, and location that is the most suitable. You can check out a list of reservable locations in the LBC here and other uptown campus locations here.

EMS is an online tool for reserving meeting and event spaces on campus. To get started, visit the EMS How-to Guide for step-by-step instructions on logging in, submitting reservation requests, modifying existing requests, and more.

Meetings in the LBC or Commons
RSO meetings are defined as meetings attended by RSO members only.

• RSOs may utilize Tulane Hospitality, LBC Food Court, Rimon, or outside catering for meetings.
  • Outside catering may not be delivered to any location inside of the LBC or Commons.  Catering must be picked up from the vendor or may be delivered to Pocket Park and brought in by the organization.
  • RSOs are responsible for clean-up if LBC Food Court, Rimon, or outside catering or is used. Clean-up is not required if catering is through Tulane Hospitality.  Failure to clean up may result in loss of room reservation privileges.

Events in the LBC or Commons
Events are defined as any meeting, event, or other reservation attended by individuals outside of the membership of a specific RSO. 

• Tulane Hospitality has exclusive catering rights for events in the LBC or Commons, thus RSOs must utilize Tulane Hospitality, Simply to Go, LBC Food Court, or Rimon catering for all events.
• RSOs may not sell food as part of an event or fundraiser inside the LBC or Commons.

Rooms on Campus That Allow Food at Events and Meetings

In addition to the Lavin Bernick Center for University Life you can explore the spaces below that allow for food service for your RSO meetings and events.  All spaces are able to be booked through ems.tulane.edu unless otherwise noted.

• Newcomb Institute - Rooms 333, 335, 337, Diboll Gallery
• Richardson Building 115
• Alumni House
• Lake Theater in River Hall
• The Garage in Small Family Collaboration Hub
• Woodward Way in Woldenberg Art Center (there is a rental cost for this space)
• Paul Hall Lobby (food not allowed in the classroom)
• Howard-Tilton Memorial Library - Basement classrooms (B07-B18 Must be registered in WaveSync)
• Weinmann Hall - First Floor rooms (only reservable by Law School students)
• Roger's Chapel lobby (Must be registered in WaveSync)

Catering Exemptions

RSOs requesting an exemption to the RSO Meeting & Event Catering Policy for events in the LBC or Commons must request the exemption to Dining Services at least 4 weeks prior to the event. Requests should be sent via email to tulanecatering@tulane.edu and list the specific menu items requested for exemption.  Exemptions are not guaranteed and will only be considered for menu items that Tulane Hospitality does not have the capacity to prepare through one of its dining venues or catering options.

Requesting Catering (Tulane Hospitality, LBC Food Court, Rimon)
To request catering, contact the Tulane Hospitality office at 504-865-5254, visit https://tulane.catertrax.com or email tulanecatering@tulane.edu. When you contact the office, please have the following information prepared:

• Name of the RSO hosting the event
• Name and contact information of the event organizer
• Event date
• Number of event attendees
• Event location
• Event start and end times
• Estimated budget for catering
• Menu ideas

Once all details are finalized, you will receive a banquet event order (BEO) for confirmation that includes all details arranged for your event. Upon receipt of the event order, you should review all of the items listed and click the green confirmation button in the email provided. This will serve as your contractual agreement. Your final guest count must be turned in a minimum of 72 hours prior to your event. Certain events may require a 5-day guarantee. Any changes to the count after receipt of the contract may be subject to additional charges.

Rathskeller Lounge
The Rathskeller Lounge is a multi-purpose lounge and event space on the Garden Level of the LBC.  RSOs hosting events in the Rathskeller Lounge from 7:00pm-12:00am may utilize Tulane Catering, Simply to Go, LBC Food Court, Rimon or outside catering for events.  RSOs may not sell food as part of an event or fundraiser in the Rathskeller Lounge.

Coca-Cola Product Request
If your RSO is interested in requesting Coca-Cola product for your event, complete the Coca-Cola Product Request form at least three weeks prior to the event. Products include the following items while supply lasts:

• Coca-Cola
• Diet Coca-Cola
• Sprite
• Diet Sprite
• Water

Info for WaveSync applications used for departmental events and student events.

For approval to serve food at any Tulane event, all employees, students, Tulane affiliates must annually complete the OEHS Food Safety & Sanitation training. This course is offered online for employees through TU Learn. Students and TU affiliates can access the OEHS Food Safety & Sanitation training online through Canvas.

Individuals can access the current OEHS Food Safety & Sanitation course links through the OEHS website.  Please note that there are two separate links for employees and students/affiliates.

If you do not have a Tulane ID and Password, or you are a Tulane affiliate without full access to TULearn or Canvas, contact the Environmental Health and Safety Administrative Reviewer via WaveSync. Please provide the full names and emails of those needing to take the course.

Tulane employee training will be verified as completed through TU Learn. Applications will not be approved unless the training has been completed.

Tulane students and affiliates are required to complete the Food Safety & Sanitation training, quiz, and Food Safety Completion Details:

• Log in using your Tulane sign-on credentials.
• Click on “Enroll in Course.”
• Click on “Go to the Course.”
• Scroll down and choose “Food Safety” module.
• Complete the training and take the quiz.
• Click “Next” to go to “Food Safety Completion Details.”
• Provide your name, course (module) name, and course completion date.

Recognized Student Organizations (RSOs) may host events where alcohol is intentionally included as part of the event.  RSOs may also host non-alcoholic events at licensed establishments where alcohol is otherwise available. 

An Event with Alcohol is an event in which alcohol is intentionally included as part of the event, program, or participant experience. This may include alcohol that is sold, provided, included with admission, offered through drink tickets, promoted, or otherwise incorporated into the event by the student organization. An event is not considered an Event with Alcohol solely because it occurs at a licensed establishment.

Student organizations are responsible for accurately identifying whether alcohol is intended to be part of their event during the event registration process. If alcohol is incorporated into an event that was not identified as an Event with Alcohol, the organization may be referred through the appropriate university processes.

Undergraduate Recognized Student Organization Event with Alcohol Protocol

• Event must be registered through the RSO event registration process at least 3 weeks prior to the event date.
• Schedule an appointment at least two weeks prior to the event with Greg Feiling, LBC Associate Director of Student Involvement, at gfeiling@tulane.edu to review event with alcohol protocols.
• Alcohol must be served by a third-party vendor utilizing a cash bar.
• RSO funds may not be used to purchase alcohol.
• The event must have a guest list. Open parties where there is access to the event without specific invitation are prohibited.
• The security plan must be submitted in the event registration.
• The guest list must be emailed to Greg Feiling, LBC Associate Director of Student Involvement, at gfeiling@tulane.edu (undergraduate and departmental organizations only) or to Nelda Bailey, OFSP Director, at nbailey2@tulane.edu (fraternity and sorority student organizations only) no later than 5:00 pm on the day of the event.
• The price of alcoholic beverages sold at an event will be offered at a minimum price of $2.00 per standard drink serving.
• One Event Monitor (EM) is required for every 50 people in attendance at the event. In addition, one EM is required to serve as a monitor for entry control at every designated entrance and exit of the area where alcohol is being consumed. EMs must be at least 21 years old and have completed the EM Acceptance Form for the event.
• Free and sufficient food must be provided.
• Unlimited water must be provided at no charge.

Graduate/Professional Recognized Student Organization Event with Alcohol Protocol

• Event must be registered through the RSO event registration process at least 3 weeks prior to the event date.
• Alcohol must be served by a third-party vendor.
• If utilizing an open bar, a drink management mechanism (i.e. wrist bands or drink tickets) must be put in place to keep consumption to 1 drink per hour per person.
• The security plan must be submitted in the event registration.
• The price of alcoholic beverages sold at an event will be offered at a minimum price of $2.00 per standard drink serving.
• One Event Monitor (EM) is required for every 50 people in attendance at the event. In addition, one EM is required to serve as a monitor for entry control at every designated entrance and exit of the area where alcohol is being consumed. EMs must be at least 21 years old and have completed the EM Acceptance Form for the event.
• Free and sufficient food must be provided.
• Unlimited water must be provided at no charge.

For contracts or agreements with performers, venues, catering, or other services, use the Tulane Services Contract. The Services Contract should be applicable for the majority of your event needs. If your event includes a large scale performer (over $10,000) or the performer provides their own contract, contact Greg Feiling, LBC Associate Director of Student Involvement, at gfeiling@tulane.edu for details on how to proceed.

Security detail may be required for events based on particular event criteria.  You can also request security detail even if your event does not meet any of the pre-determined criteria listed below.

TUPD will conduct a security detail review and determine security detail needs for events meeting any of the following criteria:

• Alcohol Service – Alcohol is served or available at the event.
• Open Attendance – The event is open to the general public beyond the Tulane community.
• High-Profile Guests – Government officials, celebrities, or other high-visibility figures are in attendance.
• External Presenters – A non-Tulane speaker, performer, presenter, or entertainer is featured.
• Large-Scale Attendance – Event is expected to have 250+ attendees.

TUPD has a rate of $50 per hour with a 4 hour minimum.  Please make sure that your organization has the funds to cover the TUPD needs for your event.

TUPD requests will be made through the organization's event registration.

All vehicles parked on the Uptown campus between the hours of 8:00 am - 5:30 pm, Monday-Friday, are required to display a university parking permit or park in a metered parking place.

Arrange Parking for a Special Guest
If you have a guest for your event that requires parking, your organization can purchase a visitor’s permit online at the Parking Services website prior to your guest’s arrival on campus. Your guest must display a permit during hours of regulation and the university host is responsible for notifying guests of applicable parking regulations. If your guest is on campus Monday-Friday after 5:30 pm and before 8:00 am or on weekends, they may park on campus without a permit.

All payments for parking can be paid via an Interdepartmental Transfer (IT). Follow instructions for submitting an Interdepartmental Transfer.

Arrange Parking for Event Attendees
If your event requires parking for multiple off-campus attendees, contact Parking Services at 504-865-5424 at least two weeks before the event date to obtain and mail parking permits and receive parking instructions. Visitors should arrive on campus with a parking permit, directions to a convenient parking area, and information about parking. Information about parking locations can be found here.

Loading or Unloading for an Event
Although loading/unloading may be a legitimate need for your event, this is not recognized as a reason to park in a prohibited or reserved area. Unloading zones are available near many academic buildings and residence halls. When parked at a meter to unload, take care to pay the meter. If there isn’t a convenient unloading zone, think about whether you can load/unload from a regular parking space or meter and take care to pay the meter before unloading. If you need to load/unload from a reserved space or a loading dock, you must first call the Parking Services office at 504-865-5424 prior to parking. If you need to load/unload from an area that is not a parking space (sidewalk or campus grounds) you must first call the Parking Services at 504-865-5424 office prior to parking.

Tulane University supports the use of sound for campus activities while promoting an environment conducive to teaching, research, university operations, and other university activities.

These Guidelines establish reasonable time, place, and manner standards for sound associated with campus activities.

These Guidelines apply equally to all uses of sound that fall within their scope.

Please read the full guidelines here: Sound Guidelines 2026-2027

Campus Services can provide event equipment and resources such as tables, chairs, tablecloths, trash cans/trash service, electrical access, water access, and more for your event. All Campus Services requests must be submitted via Request for Payment form at least 10 days prior to your event.

Get a Quote for Campus Services Equipment & Resource Needs
Your organization can obtain a quote in advance for the equipment and resources you need. This may help in planning your event budget and determining affordability. To obtain a quote, contact Jenn Thelen at jthelen1@tulane.edu or 504-862-8464. Be prepared to share your full event needs in order to get a comprehensive quote. See the Event Services price list for commonly requested event equipment & resources.

Submitting a Request for Campus Services Equipment & Resources
All Campus Services requests must be submitted via an Interdepartmental Transfer (IT).  All ITs must be submitted to Campus Services at least 10 days prior to the event. 

An IT can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Payment
Center for Public Service Request for Payment
Club Sports Request for Payment
LBC Request for Payment

Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.

Damaged and/or Missing Equipment
Your organization may be held responsible for any damaged or missing equipment reserved through Campus Services. Fees will be assessed by Campus Services based on the level of damage and/or amount and type of missing equipment.

LED Screen Requests
All Recognized Student Organizations can rent an outdoor LED screen for their events on campus. This LED screen can provide ways for organizations to show movies, share content from their computer, and more. 

All requests for use of the LED screen on campus will need to be put in at least 10 days in advance from the event date. Please email Jenn Thelen, Director of Event Services, at jthelen1@tulane.edu with the name of your organization, date of the event, and location of the event, along with any specific details on how the screen will be used. If your organization is utilizing the screen for showing a movie, please refer to our Movie Viewings and Licensing policy. 

Please note there is a fee is using the screen, with an estimated cost of $200 for an event, which includes set-up, operation, and removal of the screen. 

Payment for the screen must be submitted via an Interdepartmental Transfer (IT) at least 10 days prior to the event. 

An IT can be processed on the following forms based on your Allocation Committee:

Center for Intercultural Life Request for Payment
Center for Public Service Request for Payment
Club Sports Request for Payment
LBC Request for Payment

Federal law prohibits the public display of copyrighted material. This includes videos and DVDs that may be purchased or rented and streaming content such as Netflix. A public display would be considered any showing outside of someone’s home. Although the language is not specific, any showing for social purposes to groups could be considered a violation of federal law.

To avoid copyright violations, groups must obtain the proper license to show copyrighted material. A license is required for all public performances regardless of whether admission is charged. The personal rental, purchase, lending, or download of a movie does not provide the right to exhibit it publicly outside the home unless the screening is properly licensed.
A license needs to be obtained regardless of the number of people attending the screening if the movie is being shown outside the home. Licenses are valid for a specific, designated time frame. There are no annual licenses available to colleges and universities.  

For questions or assistance in obtaining a license, contact Greg Feiling, LBC Associate Director of Campus Programming, at gfeiling@tulane.edu.

The Howard-Tilton Memorial Library offers a variety of movie options with screening rights for your student organization to show on campus for the Tulane community.  For information on their selection, please visit the Campus Screenings section of their Film & Audio Resources @ Tulane University Libraries site.   For questions about specific movie options through the rights providers on the Library site, please contact Lisa Hooper at lhooper1@tulane.edu.

If you are considering including a raffle as part of your event, it is important to review and understand the legal and compliance requirements listed below.  If you are interested in proceeding with the raffle, it will need to be included in your event registration and you will need to contact Liza Cowan in the General Counsel Office at ecowan2@tulane.edu at least 30 days prior to your event.

Legal requirements:

• All raffles must be approved on the licensee’s “session schedule” prior to the sale of any tickets. The licensee must request state approval of all modifications to the schedule at least five business days in advance and pay a $25 modification fee for all changes, including any rescheduling or cancellations.
• All raffles must be supervised by a member of the organization designated as a “Member in Charge” on the license. To list an additional Member in Charge, the licensee must pay a $25 modification fee. The Member in Charge must sign a “participation agreement” and certify that he or she has read and understood the charitable gaming statutes and regulations and agrees to follow them.
• All raffle proceeds must be maintained in a separate checking account used exclusively for charitable gaming. The licensee is only permitted to maintain one account for all proceeds and expenses. Deposits to the separate account must be made promptly following each raffle and all expenses incurred in connection with the raffle must be paid directly from this account.
• Merchandise awarded as a raffle prize must be purchased or obtained by donation prior to the sale of any wagers. Donated merchandise may require the licensee to obtain a valuation letter from the donor and issue a gift receipt.
• Raffles may only be conducted at locations specified on the license.
• All records related to the raffle must be preserved for a period of three years and are subject to routine audit by the Office of Charitable Gaming.
• The licensee must submit quarterly reports of gross receipts and expenses to the Office of Charitable Gaming, including schedules of expenses, donated merchandise, and disbursements.
• Depending on the value of the prize and the price of the wager, the licensee may be required to withhold a portion of the award and report its value to federal and state tax authorities. 

Compliance process:

• Any Tulane unit interested in sponsoring a raffle should notify the Office of the General Counsel at least 30 days in advance of the anticipated raffle date. The departmental leadership of the sponsoring unit should review the proposal in consultation with the Office of the General Counsel to determine whether required state approvals can be obtained and all legal requirements satisfied.
• All raffles must have written terms and conditions approved in advance by the Office of the General Counsel.
• The unit sponsoring the raffle must ensure that the winner signs an award acceptance certification and completes a valid W-9. Copies of these forms may be obtained from the Office of the General Counsel.
• The sponsoring unit should coordinate with the Office of the General Counsel and Office of the Controller to screen the event for tax withholding and reporting obligations and arrange for required withholdings and reportings to be executed.
• The unit sponsoring the raffle must preserve all documents and receipts and supply all information needed to file timely and accurate quarterly reports with the state.
• Use of the separate checking account requires advance coordination to ensure that an authorized representative is available to deposit proceeds in a timely fashion. Disbursements of proceeds may only be made by check from the separate account. Expenses and fees attributable to the event (e.g. license modification fees) are generally deducted from the sponsoring unit’s proceeds when disbursed from the separate account.
• Each event will need to be reviewed on a case-by-case basis to identify additional compliance steps.

To ensure that you are easily able to track attendance at your events, there are two different options for your student organization to use.

Tappers for Events

The Student Organization Center (SOC) offers Splash Card tappers to check out to assist with attendance tracking. These can be linked with a registered event via WaveSync to generate a list of names, e-mails, and Splash IDs of attendees. One tapper can be checked out per Recognized Student Organization, per event. Checking out a tapper overnight or for a few days IS permitted and students are NOT required to leave their splash cards when checking out a tapper, however, the student will be liable if the tapper is lost or stolen. The SOC is located on the Garden Level of the LBC in Suite G11.

Entering Attendees via Tapper through Excel

If you're event doesn't have reliable Wi-Fi, you can use the tapper to scan student IDs into an excel file to upload to the event after the event is done.  Follow the instructions below to enter Tulane ID numbers into an event:

• Find the event where you would like to upload the attendee list.
• Click the “Manage Event” button in the top right area of the page.
• Click the blue “Track Attendance” button in the “Event Attendance” area.
• Click the blue “+ Add Attendance” button.
• For Text Entry:
  • Click the “Text Entry” tab.
  • Select an identifier type (how you would like to enter in the attendee information): E-Mail Address or Card ID Number
  • Copy/Paste the e-mail addresses or card ID numbers into the “Attendees” field.  You can paste up to 500 items at once.  The ID numbers should be a 16 digit number with no decimals.
  • Make sure that the “Attended” option is selected under “Status”
• For File Upload:
  • Click the “File Upload” tab.
  • Select an identifier type (how you would like to enter in the attendee information in your document): E-Mail Address or Card ID Number
  • Upload the file as a .CSV document. Prior to saving the .CSV document, change the number settings to “general” with no decimals.
  • Make sure that the “Attended” option is selected under “Status”

WaveSync Event Check-in App

The WaveSync Event Check-in App is available to the Tulane community as a tool to make the event check-in process easier for event planners.  Although the tap scanners can still work to scan in Splash Cards this app will allow you to check Tulane community members into your event directly from your smart phone.

Event attendees DO NOT need to download the app to be checked in to an event.  Only the person who will be checking in attendees needs to have the app downloaded.  To start checking users in, download the free app on your preferred device @ Campus Labs ® Event Check-in

Event Pass

Your Event Pass is a unique code that allows you to quickly check-in to events happening on campus using the WaveSync Event Check-in App. Start by signing in to WaveSync. Next, click on your profile picture in the top right of the screen (it may display your initials if you do not have a profile picture). You will see the Event Pass option. Click this and it will display your unique QR code.

Using the Mobile App

Once you’ve downloaded the app, open it up! The first screen will ask you to enter an event access code. This code is provided after your event is approved within WaveSync. If you haven’t created an event, you’ll need to do this first before you can use the app to track attendance.

To locate the code, navigate to the event, click “manage event” at the top right of the screen and the access code should appear in the “Event Attendance” section of the page.

Enter the code into the mobile app, tap Start Session, and you’ll be prompted to sign in. Type in your Tulane credentials and you’ll be directed to the event’s check-in page.  Tap “Start Scanning” and you’re ready to scan!

There are 2 ways to scan people into your event:

By Event Pass:
Position the edges of the box over the edges of an attendee’s Event Pass. As soon as it recognizes the user, it will display a box with their basic details, including their RSVP status. Tap Check In to confirm the user and click OK to continue scanning.

By Name or Email:
Tap No Pass? below the scanning area or select Lookup from the bottom menu. Search for the attendee by name or email and when you find the right person, tap their name to confirm their check-in. If searching by email, you will need to enter the complete email address of the user to locate them. If the attendee is not in the system, you can add them by email if you click the plus sign in the top right of the screen, type in their email address, and submit.