If you are planning an on- or off-campus organization event, it can be difficult to know what forms you need to complete and submit to Student Programs. We've created the following guide to help. As always, if you have any questions, please call Student Programs at 865-5141 or e-mail us at stuprog@tulane.edu.

THINGS TO REMEMBER:

• All paperwork must be completed and turned in to Student Programs THREE WEEKS before the event. Turn in forms to Vanessa King in G02 in the Garden Level of the Lavin-Bernick Center.
• All forms must be completed and signed where indicated by a representative of the student organization and by the organization’s adviser.
• Any incomplete forms or missing items will delay the processing of your paperwork.
  
• Check this list to determine which vendors have already completed an alcohol agreement with Tulane.
• Checks are only cut once a week, on Wednesday, and take about a week after the contract is completed to be cut. Plan accordingly.
  
  

DETERMINE WHICH FORMS YOU NEED:
For each of the following questions you answer with “yes” download the corresponding form.

Is your student organization hosting an on- or off-campus event?
• Routing Form

Will alcohol be served at your event?
• Event with Alcohol Registration Form

If alcohol is being served, you must have responsible hosts.
• Contact Maeghan Livaccari or go to http://www.alcoholeducation.tulane.edu/registration for information

Is your event alcohol-free?
• Event Registration Form

Do you need to reserve space in the LBC, McAlister Auditorium or Rogers Chapel?
• Room Reservations

Do you need to reserve an athletic field or the UC Quad? (Please read the Quad Policy.)
• Quad Request

If you need to reserve a residential or academic quad, academic classroom or space in Newcomb, Jones or Dixon Halls, please contact the department in charge of each of those spaces or the Provost's Office. Tulane has agreements with some off-campus locations as well. Check this list of vendors for details.

Will there be a band, DJ, speaker or some other type of entertainment? If so, you need a signed contract for each performer/speaker/entertainer.
• Contract

If you answered yes to the question above, will any of the persons be paid?
• W-9
• Pay To (check request)

Will your event be catered? (If the caterer accepts purchase orders or credit card payments, download the purchase order form. If the caterer needs a check, download the pay to form. You must include an invoice stating the cost of services provided.)
• Contract
• W-9
• Pay To (check request)
• Purchase Order

Will your event have amusements, such as inflatables or rides? (If the provider accepts purchase orders or credit card payments, download the purchase order form. If the provider needs a check, download the pay to form. You must include an invoice stating the cost of services provided. In addition, you must have a certificate of insurance from the provider.)
• Contract
• W-9
• Pay To (check request)
• Purchase Order

Will your event include amplified sound and be held in an outdoor space on campus? (Please read the amplified sound policy for the times sound is permitted on campus outdoor property.)
• Amplified Sound

Do you need to purchase supplies for your event, such as posters, decorations, etc.?
If yes, answer the following as well:

Are members of your organization paying for any items out-of-pocket and will they need reimbursing?
• Pay To (check request)
Does the business from which you are buying items accept purchase orders or credit cards?
• Purchase Order
Does the business from which you are purchasing items accept checks, and do you know the final cost of these items? If so, you can get a check cut in advance and bring it to the vendor at the time of purcahse.
• Pay To (check request)

Will you need on-campus outdoor electricity or clean up from Facilities Services for your event? You should clean up your own trash, but Facilities Services will provide trash cans and will dispose of the trash your organization collected.
• Interdepartmental Transfer (IT)

Will you need to rent tables or chairs from Facilities Services for your event?
• Interdepartmental Transfer (IT)

Check with Student Programs to find out if you will need to hire TUPD officers for security at your event.
To hire security, call Chief Jefferson at 865-5381 and pay TUPD with an Interdepartmental Transfer (IT).

REMINDERS:

• All paperwork must be completed and turned in to Student Programs THREE WEEKS before the event. Turn in forms to Vanessa King in G02 in the Garden Level of the Lavin-Bernick Center.
• All forms must be completed and signed where indicated by a representative of the student organization and by the organization’s adviser.
• Any incomplete forms or missing items will delay the processing of your paperwork.
  
• Check this list to determine which vendors have already completed an alcohol agreement with Tulane.
• Checks are only cut once a week, on Wednesday, and take about a week after the contract is completed to be cut. Plan accordingly.