Recognized Student Organizations (RSOs) host a vibrant, diverse, and robust series of events for the Tulane community each year. There is a lot of time, communication, work, and dedication that goes into making each event successful. The following information will assist you in planning both on and off-campus events on behalf of your RSO.
Please note the following important information:
To ensure our continued compliance with city guidelines, the protocols below are required for all Tulane events and programs. The university is constantly monitoring our positive cases and will adjust protocols as necessary and communicate those changes in a timely manner.
RSOs may host meetings and events throughout the fall, spring, and summer semesters with the exclusion of study and finals periods. The exclusion of events in the study/finals period is to make sure that student leaders are focusing on their end of year class requirements. The study/finals period is defined as the first day of the study period through the last day of finals. The study/finals period for Graduate organizations will be confirmed with each organization's advisor. All RSO events must be registered through the organization’s WaveSync portal. An event is defined as anything outside of a general meeting which your organization hosts including, but not limited to, socials, lectures, movies, concerts, or conferences.
RSO* events that meet any of the following criteria must be registered at least three weeks prior to the event:
A general meeting is defined as a meeting that is open only to members or prospective members of your organization and a meeting agenda can be provided. It is not required to be registered.
*This applies to USG, GAPSA, and Department sponsored student organizations only. For questions about the OFSP sponsored student organizations event registration guidelines and process, contact Liz Schafer OFSP Director, at email@example.com or 504-314-2160.
RSO events must be registered at least three weeks prior to the event. Complete the event registration through your organization’s portal on WaveSync.
For questions about the RSO event registration process, contact Greg Feiling, LBC Associate Director of Campus Programming, at firstname.lastname@example.org or 504-314-2918.
Prior to arranging logistics for an upcoming organization event, answer the following questions to help determine purpose, scope, and implementation of the event.
Don’t miss any details you may need to plan for your event. Answer the following questions to identify resources needed for your event.
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 reservation tool used to make reservation requests for the following locations:
To submit a reservation on EMS, follow the instructions below.
Please note that this is a reservation request and your reservation is not confirmed until you receive an electronic confirmation from the reserving department. For questions, contact the reservation contact listed in the Reserving Space on Campus section above.
Meetings in the LBC or Commons
RSO meetings are defined as meetings attended by RSO members only.
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.
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 email@example.com and list the specific menu items requested for exemption. Exemptions are not guaranteed and will only be considered for menu items that Sodexo does not have the capacity to prepare through one of its dining venues or catering options.
Requesting Catering (Olive Blue, Simply to Go, LBC Food Court, Rimon)
To request catering, contact the Sodexo office at 504-865-5254 or firstname.lastname@example.org. When you contact the office, please have the following information prepared:
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.
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 Olive Blue, Simply to Go, LBC Food Court, Rimon, 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:
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:
**COVID-19 special requirements**
RSOs hosting events with alcohol are expected to abide by the Tulane Alcohol Policy and the events with alcohol protocol.
Undergraduate Recognized Student Organization Event with Alcohol Protocol
Graduate/Professional Recognized Student Organization Event with Alcohol Protocol
If your RSO is interested in hosting a meeting or event virtually, please be aware that Tulane students, faculty and staff are able to access Zoom Pro for RSO purposes. Tulane Information Technology has a Zoom Video Conferencing page with instructional tips for accessing, creating and securing your Zoom meetings.
If your event requires a signed contract/agreement, it must be submitted with your event registration. All contract paperwork must be uploaded as a single .pdf file. Contracts may only be signed by the Vice President of Student Affairs or their designee. Students and/or advisors are not permitted to sign contracts.
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 Campus Programming, at email@example.com or 504-314-2918, for details on how to proceed.
A form of crowd management may be required at events on and off campus that are open to the public. Depending on the nature of the event, crowd managers can be uniformed police officers, uniformed security officers, or a combination of both.
Crowd managers will ensure that all university policies concerning the event, whether open or closed, are adhered to and that safety and general order prevail. Security should arrive no later than 30 minutes prior to the start of the event and remain on site until 30 minutes after the event has ended or until the crowd has dispersed.
Requesting Security Coverage for an On-Campus Event
To request security coverage for an event, follow the steps below:
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 from Campus Services, LBC Room 107, 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.
To maintain the academic environment at the university, the use of amplified sound is moderated. The amplified sound policy is designed to protect instructional and learning activities, administrative offices, and academic departments from sound interference during normal business hours. If you plan to have amplified sound at your event or table, your organization must adhere to the amplified sound guidelines and provide specific information related to amplified sound on the reservation request.
Amplified sound is defined as any sound that is broadcasted through electronically amplified equipment or sound that is electronically enhanced. Additionally, any live music without the use of amplified equipment that is loud enough to impact the academic environment would be considered amplified sound. The use of amplified sound will not be permitted if such use would disrupt a previously scheduled event or function. If your department or organization will have amplified sound, you should designate a person responsible to control sound volume as necessary to ensure compliance with this policy.
Amplified Sound Times
Amplified sound may ONLY be used during the following times and at select locations:
No music (amplified or acoustic) or amplified sound will be allowed between St. Charles Avenue and Freret Street and on the Newcomb quad between 8:00am and 5:00pm, Monday through Friday.
At a distance of 45 feet in front of the sound source, the sound level may be no more than 70 decibels at any time. The sound level at a reserved outdoor table/booth location should be at a reasonable level as to not disturb other tables. It should not exceed 60 decibels at 20 feet in front of the sound source at any time. Student Affairs or Event Services staff reserves the right to lower volume as needed. All sources of amplified sound should be directed away from classroom buildings if possible.
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 Andie Strain at firstname.lastname@example.org or 504-862-8546. Be prepared to share your full event needs in order to get a comprehensive quote. See the Campus Services price list below for commonly requested event equipment & resources.
*Prices subject to change
**Multi-day events may require additional tablecloths/table skirts
Submitting a Request for Campus Services Equipment & Resources
All Campus Services requests must be submitted via a Request for Payment form. All ITs must be submitted to Campus Services at least 10 days prior to the event.
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 Usage and Policy
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.
Request Use of the LED Screen
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 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. Event details, and usage of the screen, may change this fee. Please fill out an Interdepartmental Transfer (IT) Request, which is used for payment for campus services. For more information on the IT process, please refer to our RSO Handbook, under the “How to Spend Student Organization Money” tab.
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 email@example.com or 504-314-2918.
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 Jay Jensen in the General Counsel Office at firstname.lastname@example.org at least 30 days prior to your event.
To ensure that you are easily able to track attendance at your events, there are two different options for your student organization to use.
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.
We are happy to introduce the WaveSync Event Check-in App 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 new 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
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.