From virtual book clubs to regional crawfish boils, we are here to help you promote and plan for your upcoming event. This document will provide a checklist for event planning and will link you to resources that will help you at each step of the process.
STEP 1: Plan (4 Weeks Prior for Common Events / 4-6 Weeks for Signature Series Events)
- Event Details
- Title, Date, Time, Location, Description
- Connect with OAR
- Discuss the details with OAR Staff
- Venue
- Rental Fee? Contracts should be signed by OAR staff
- Budget
- Break Even! OAR Staff can help with ticket pricing if necessary
- Reach out to your club liaison with details about the event.
Step 2: Get the Word Out!
- OAR Registration Page
- Tulane marketing will produce a registration page for events submitted 4 weeks prior
- OAR Email Commitment
- Events submitted 4 weeks prior will receive 2 emails
- Signature series events will be promoted via Tulane marketing with 3 emails.
- Social Media
- Club events should be promoted on Club social channels, managed by volunteers.
*For more on Communication Policies, CLICK HERE
*For more on Social Media Policies, CLICK HERE
Step 3: Follow up!
- Post-event OAR Call
- Schedule a time to chat with staff about the event. Feedback will be noted and can help with planning a similar future event.
- Send Photos to Staff
- Photos will help showcase how great your event was and will also help to promote future events.
- Submit receipts and any other financials to OAR
- Try not to pay for anything out of pocket. Always ask OAR to cover first. Sometimes this is unavoidable though, and OAR is here to help reimburse for unforeseen costs as they arise. Save all itemized receipts and send pics of them to staff in a timely manner.
