Pricing
In general, the Tulane clubs program is designed to be self-funded via event ticket sales. No money is allocated purely for the cost of events, so every Tulane Club event must be priced in such a way that it will be self-sufficient. The price charged for an event is determined by looking at past attendance of a particular event and the expected total cost of the event (e.g. catering, rental supplies, tickets, etc.).
Club managers have experience in planning and pricing events and also maintain files on all past events, so club presidents and/or event chairs should work with their club manager to come up with a price for each event.
Don’t be discouraged if your event does not break even due to unforeseen costs or a poor turnout for an event. If a club president has a good idea for an event and is willing to volunteer to make it happen, the Office of Alumni Relations will try to help. At the same time, club presidents should take their budgetary responsibilities very seriously. Extras such as ultra-gourmet food, hired bands, etc. will drive up the cost of an event prohibitively if a large attendance is not forthcoming.
Contracts, Deposits and Payments
According to Tulane's Risk Management Office, the university’s liability coverage is good ONLY if the Tulane Office of Alumni Relations signs all contracts. Never sign a contract on Tulane's behalf. The university will supply you with certificates of insurance with the names of vendors or facilities as additionally insured. The official name and address of the additionally insured are required. It takes approximately five business days to process a certificate of insurance request.
While many contracts do not require a certificate of insurance, you are encouraged to obtain certificates of insurance regardless. This will protect you and the university.
Acceptable Practices
- All promotional materials, including websites, event invitations, on-site décor, and any other event collateral may contain references to Tulane University fundraising priorities and/or campaigns.
- Event participants are permitted to make a voluntary contribution to Tulane that goes above and beyond any event fee as part of the registration process, if applicable. In the instance of a free event, participants may make a voluntary contribution as part of the registration process or at any other time during the course of planning or executing of the event.
- Gift transaction capabilities can be made available as part of the promotional process and at the event site itself, including annual giving cards, giving options as part of the registration process, giving links as part of the registration confirmation, etc.
Unacceptable Practices
- Any event that requires a donation in order to participate will not receive University sponsorship support. Examples include: Fundraising dinners where tables or plates are sold at a fixed amount and where a portion of the proceeds fund the event and the remainder funds a charitable contribution to Tulane.
- Wine tasting receptions where participants are required to make a donation at the door in order to gain entry.
- Any event that is deemed to present an unacceptable legal or trademark risk as determined by Tulane University.
- Any event that is deemed to present an unacceptable public relations risk as determined by Tulane University.
- Tulane University does not permit the raising of funds for alternative nonprofits or universities. For example, an Outreach Tulane event would allow volunteers to staff a 5K by handing out bibs, t-shirts, or medals, but encouraging people to run in the 5K at a ticketed price is prohibited.
