Event Support
Advancement Communications and Marketing will support events hosted by volunteers once they have been approved by the Office of Alumni Relations.
Event Support Policies
Common Events
- Deadlines
Provide information about your event three to four weeks out to allow enough time to create a registration page and allow time for two emails about your event to be sent to your club members. - Registration Page
OAR strongly encourages requesting registration pages because they allow volunteers and our office to track attendance, and it ensures your event will populate on the larger TAA event calendar. This calendar may also be used to promote events on our broader TAA social channels. - Email Marketing
Provided that the event information is approved by OAR three weeks prior to your event, Advancement Communications and Marketing will schedule two club-dedicated emails. - Social Media
Volunteers are expected to promote their events on their social media channels in whatever way they see fit. Normally, this would include creating Facebook event pages that link to the registration page created by Tulane Advancement Communications and Marketing (so long as the event is submitted by the three-week deadline). - Late-notice events: (i.e. watch parties)
Sometimes a late-notice event is unavoidable, and we want to support it as much as possible. If, for instance, a volunteer pulls together a watch party event at the last minute, as long as you give us a two-week notice, we will commit to sending ONE email for the event.
Signature Series Events
(Including: Welcome TU, Mardi Gras, Crawfish Boils, and Outreach Tulane)
- Deadlines
Each Signature Event Series will have a unique set of deadlines for event information submission and will be communicated to volunteers by OAR staff at least two months prior. Signature Events normally require earlier deadlines than other events because more time is needed to coordinate events on a global scale. - Landing Page for All Events
Advancement Communications and Marketing creates a landing page that showcases the widespread participation from Tulane Clubs from around the world for each Signature Event series. Individual events will be linked to each Club registration page. - Registration Page
These pages will give volunteers access to registrants that opted in their names for the attendee list. Contact your OAR staff to pull full RSVP lists. - Email Marketing
Signature events will receive three emails leading up to the event date. The first email will usually be a universal announcement that will include all participating clubs and will link to the landing page. At least one of the two subsequent emails will be dedicated specifically to the club’s individual event. OAR staff will provide the scheduled dates to club volunteers. - Social Media
All club social pages and groups should include club leadership AND a member of the OAR staff as administrators. Staff will not post or manage the account. They are included to help monitor posts and to help troubleshoot if necessary.
