Building Guidelines

Alcohol is not permitted in the LBC except at catered events that comply with the University Alcohol Policy.

Service animals are welcome in the LBC in accordance with the Americans with Disabilities Act. Pets and other animals, including emotional support animals, are not permitted.

Animals may not be left unattended in or around the LBC, including on Gorson Porch or in Pocket Park.

Arriving on two wheels? Please secure your bicycle to a bike rack outside the LBC before coming inside. Bicycles are not permitted in the building and may not be locked to railings, columns, benches or other structures.

Bicycles left unattended inside the building or secured to prohibited structures may be turned over to the Tulane University Police Department.

Help us care for the spaces and equipment we share. Equipment and furniture may not be altered or removed from the LBC without prior written permission from the LBC Associate Director of Facilities. Organizations may be responsible for repair or replacement costs for equipment or furniture they lose or damage.

Collecting donations for a good cause? Recognized student organizations and university departments may place one donation box in the LBC for up to seven days. Submit the Donation Box Request Form to arrange your collection and identify a designated location.

Donation boxes must:

• Be placed in a designated location.
• Measure no more than 22 inches by 22 inches.
• Collect only nonperishable items; perishable food and medications are not permitted.
• Clearly identify the items being collected, the sponsoring organization or department, the beneficiary and the collection dates.

The sponsoring organization or department is responsible for monitoring the box, keeping the collection area tidy and preventing overflow. Sponsors must remove the box and all donations by 11 p.m. on the final collection day and arrange delivery to the beneficiary.

The LBC is not responsible for loss, theft or damage to donated items. Items remaining after the collection deadline may be discarded, and the sponsoring organization or department may lose donation collection privileges for up to 16 weeks.

Emergencies

Planning a commercial photo or video shoot? Tulane University requires permission for all commercial filming and photography on campus. Review the guidelines for filming at Tulane and contact the public relations team within the Office of University Communications and Marketing at 504-865-5210 or pr@tulane.edu to request permission. Submit commercial filming requests at least 30 days before the proposed shoot.

Missing something? Found something? Visit the university lost and found at the Information Desk on the first floor of the LBC.

To ask about a lost item, call 504-865-5190, stop by the Information Desk or visit the LBC administrative office in Suite 218. When we can identify an item’s owner, we will contact them by phone or email.

Please keep these guidelines in mind:

• Unclaimed items are donated or discarded after 30 days.
• Driver’s licenses, bank cards and other forms of identification are shredded after 30 days.
• Tulane ID cards are returned to the Campus Services Customer Engagement office in LBC Suite 107.
• Water bottles, food and medications are not accepted.
• Items left unattended in the LBC are considered lost and are logged into lost and found. The same retention and disposal guidelines apply.

Need a quick recharge between classes? Short naps are welcome in the LBC. Please keep your belongings nearby and leave room for others to enjoy our shared spaces.

While the LBC is generally open 24 hours a day, seven days a week, it may not be used as a residence or for overnight sleeping. Please do not set up bedding or use shared spaces to store personal belongings.

Keep your belongings with you and take care of items your organization brings into the building. The LBC is not responsible for loss, theft or damage to personal or organizational property.  

Have something to share? The LBC offers several ways to promote your events and opportunities, including banners, bulletin boards, digital displays and table tents.

Review Tulane’s Uptown Campus Advertising and Installation Policy for posting requirements and procedures. Materials posted without the required reservation or approval may be removed and discarded.

Postings are not permitted on LBC doors or windows. Special requests, including window painting, must be submitted to the LBC Associate Director of Facilities for approval and may incur additional fees.

Only approved publications may be distributed in the LBC’s public spaces. Newspaper racks at the front entrance are reserved for The Hullabaloo student newspaper.

There’s plenty of room to connect and have fun. Please keep everyone’s safety in mind: Running, jumping, climbing and other disruptive or unsafe activities are not permitted inside the LBC, on Gorson Porch or in Pocket Park.

Anyone engaging in these activities may be asked to leave.

Please walk while inside the LBC. Riding or using skates, inline skates, skateboards, scooters or hoverboards is not permitted in the building.

Smoking and Vaping

Reservation requests for one-time events in the LBC should be submitted via EMS at least three weeks prior to the proposed event date.  Requests will not be accepted less than two business days prior to the proposed event date.  Reservation requests for recurring events must be submitted via EMS after November 1 for the spring semester and after April 1 for the summer and fall semesters.  Recurring events are defined as events that repeat weekly, bi-weekly, or monthly.  Reservation requests must include set-up details including diagrams if applicable.  Reservations will not be confirmed until set-up details are complete.   

Space in the LBC and Commons may be reserved for meetings and events.  The LBC and Commons may not be reserved as classroom space, study group space, individual office/conference call space, or weekly religious services space.  Recognized Student Organizations may not reserve space during the final exam period.  University holidays may require building closure and no reservations will be booked during that time.

All reservations in the LBC fall under one of four event rate classifications: no-fee or university rate.

• No-fee: Event hosted by a Tulane Recognized Student Organization or university department in which all attendees are Tulane students, faculty, or staff
• University rate: Event hosted by a Tulane Recognized Student Organization or university department in which 51% or more attendees are non-Tulane affiliates

View the rental rates for event spaces in the LBC here.  

All meeting, booth, or banner spaces in the LBC must be reserved via EMS at least two business days prior to the event date. It is recommended that reservations requests are submitted at least two weeks prior to the event date.  A reservation reminder will be sent via email to the event organizer two weeks prior to the event. A notice to cancel, if needed, is included in the reminder. If an event is booked less than two weeks prior to the event, the event organizer will not receive an additional reminder. Reservations may be canceled, without penalty, at least 1 business day prior to the event.  Reservations may be canceled in EMS or by emailing the LBC Assistant Director of Events & Reservations. 

If a reservation has not been canceled and the event space is not utilized, the sponsoring department or organization is considered a “no-show”.  The penalty for “no show” events are listed below:

• The first “no show” will result in a warning issued to the sponsoring department or organization.  If the event organizer is a Recognized Student Organization (RSO), the warning will also be sent to the RSO Advisor.
• The second “no show” will result in the sponsoring department or organization losing scheduling privileges for a period of two weeks. All reservations within the two-week window will be canceled.
• The third no show will result in the sponsoring department or organization losing its scheduling privileges for a period of eight weeks. All reservations within the eight-week window will be canceled.

An “after-hours” event is defined as an event with an end time after 10:00 pm or overnight events.  In addition to the LBC general reservation policies, the following policies apply to Recognized Student Organizations (RSO), university departments, and community individual/groups hosting after-hours events in the LBC:

• The RSO, university department, or community individual/group must contact the LBC Assistant Director of Events & Reservations at least 21 days prior to the event to request an after-hours event.
• To ensure the safety of the sponsoring organization and guests, a Special Event Request Form must be submitted to TUPD at least 21 days prior to the event to evaluate the need for police presence at the event.  See the Special Event Request Form and Guidelines for Required Police Presence at Events.
• Depending on the nature of the event, additional custodial fees may be required.  The need for custodial fees will be assessed by the LBC Assistant Director of Events & Reservations and LBC Associate Director of Facilities in consultation with Facilities Services. 

The LBC reserves the right to deny or adjust an after-hours event if necessary.

Kendall Cram and/or Qatar Ballroom must be reserved beginning at least four (4) hours prior to the start of your event and extending two (2) hours following the conclusion of the event. For morning events, the room(s) must also be reserved the evening prior beginning at 6:00 PM. Events requiring extensive setup may necessitate additional setup time, as determined in coordination with the Assistant Director of Events.

• The LBC will provide up to twenty-five (25) 6-foot tables per room, with two chairs per table. Additionally, the LBC can provide catering tables and one to three check-in tables as needed. Any additional tables must be rented through Facilities Services or an outside vendor.
• Please note that the LBC does not provide linens. Linens may be rented through Tulane Hospitality or an outside vendor.
• If needed, a maximum of four (4) power strips will be provided per room.

Sound for meetings and events in the LBC should be appropriate for the reserved space and not interfere with other activities in the building.

• Events involving amplified sound, live music, or other sound-producing actvities in open or shared areas must be coordinated in advance with the LBC Assistant Director of Events & Reservations.
• Sound at reservable tabling locations must be limited to the immediate vicinity of the table.
• LBC staff may require adjustments to sound when it interferes with other activities or operations in the building.
• Sound in outdoor areas surrounding the LBC is governed by the university's Sound Guidelines.

During the finals period, Recognized Student Organizations (RSOs) may reserve space solely for closed study sessions for their members. While food may be permitted, no other programmatic activities are allowed. RSOs can request space in the LBC for a maximum of four hours per day.  RSOs are prohibited from hosting any other events during the finals period.

Events may include decorations inside of the reserved event space.  Requests for decorations that extend beyond the event space must be included in the reservation request event description and approved by the LBC Assistant Director of Events & Reservations.  Decorating and the removal of decorations must occur during the duration of your reservation.  The LBC is not responsible for decorations not removed at the end of the reservation.  Items not removed may be disposed of and could result in an additional custodial fee at the discretion of the LBC Associate Director of Facilities.

If you need to attach decorations to the ceiling, walls, doors, or furniture, you may use painters tape or Command strips (these are not provided by the LBC).  Stickers may not be adhered directly to surfaces.

The following decorations/items may not be used for events in the LBC:

• Duct tape/Packing tape
• Glue or adhesives such as Museum Gel
• Nails/Thumbtacks
• Glitter
• Confetti
• Smoke/Fog/Bubble Machines
• Candles/Oil Lamps/Incense

Event organizers may consult with the LBC Assistant Director of Events & Reservations regarding proposed decorations. 

Tulane Catering has exclusive rights for all Recognized Student Organization (RSO) and university department events held in the LBC.  To arrange catering for your event, contact Tulane Catering at (504)865-5254 or tulanecatering@tulane.edu.  RSOs may review the Meeting & Event Catering Policy for details on catering for closed meetings or requesting an exemption for an event.

The freight elevator is for authorized use only including LBC tenants and approved vendors.  The freight elevator may be requested for moving equipment for events held in the LBC.  To request use of the freight elevator, contact the LBC Associate Director of Facilities.

Tulane University faculty, staff, departments, and Recognized Student Organizations (“Tulane constituents”) may not reserve a facility on behalf of or for use by an outside/unaffiliated group, organization, or individual. This conduct constitutes “fronting” and is prohibited. University employees or students who engage in fronting in violation of this policy may be subject to disciplinary action.  This does not mean that Tulane constituents are prohibited from making reservation inquiries on behalf of an outside/unaffiliated group, organization, or individual. Rather, Tulane constituents are prohibited from reserving a facility under the guise, whether intentional or not, that the reservation is for the primary benefit of a Tulane constituent.  The LBC Assistant Director of Events & Reservations may deny or rescind permission to use any LBC or outdoor/quad/tabling space if it is determined that the reservation is fronting for an outside/unaffiliated group, organization, or individual.  See the full University policy at https://risk.tulane.edu/sites/default/files/Policy-On-Use-Of-University-Facilities-For-Non-University-Events.pdf

Off-campus vendors are permitted in the LBC at non-tabling spaces at no charge if in partnership with a Recognized Student Organization (RSO) or University department.  A representative from the RSO or University department must accompany the vendor at all times.  The names of the vendor and the sponsoring organization or department must be clearly displayed within their reserved areas. The vendor must remain within their reserved area and may not approach facility patrons or solicit door-to-door. 

All vehicles parked on Tulane’s Uptown campus between the hours of 8:00 am and 5:30 pm, Monday-Friday, are required to display a University Parking Permit or park in a metered parking place. To obtain a visitor parking pass or to arrange parking for an event, contact Campus Services at 504-865-5441 or visit them in LBC 107.  

The Qatar Ballroom balcony may be used in conjunction with events reserved in the Qatar Ballroom only.  Requests to use the balcony must be submitted with the reservation request.  Capacity for the balcony is 174.  The event organizer is responsible for ensuring that use of the balcony does not go over capacity.  Tables and chairs are not permitted on the balcony unless special permission is granted by the LBC Assistant Director of Events & Reservations.  No glass is permitted on the balcony.  No items may be thrown from the balcony.  Doors to the balcony may not be propped open at any time during an event.  The LBC reserves the right to deny use of the balcony before or during an event (i.e. inclement weather).

Police presence may be required at certain events. To ensure the safety of the sponsoring organization and guests, a Special Event Request Form must be submitted to TUPD at least 21 days prior to the event to evaluate the need for police presence at the event.  

The LBC determines the amount of time necessary to set up for events.  Setups may not be changed during an event.  Only LBC and Facilities Services staff (if applicable) are allowed to move equipment and furniture in the building. LBC staff will not set up furniture provided by an outside vendor.

Materials for events may not be shipped to the LBC prior to an event.

Materials may not be stored in the LBC overnight or between events unless the reservation is ongoing in the same room.  The LBC is not responsible for loss, theft, or damage to personal or organizational property. 

Federal law prohibits the public display of copyrighted material. This includes videos and DVDs that may be purchased or rented. A public display would be considered any showing outside of someone’s home.  To avoid copyright violations, event organizers 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.  Licenses are valid for a specific, designated time frame and crowd size. There are no annual licenses available to colleges and universities. For questions or assistance in obtaining a license, contact the LBC Associate Director of Programming.