Whether it is a guest lecture, panel discussion, conference, or celebration, planning an event involves many moving pieces. This guide is designed to help faculty and staff successfully plan, promote, and execute events by outlining steps to take, identifying who is responsible, and identifying the resources available through the SLA MarComm team.
Think of this as a planning companion rather than a checklist. Following the recommended timeline — and involving SLA MarComm early — allows us to help you plan and execute a successful event.
- Event Coordinator (EC) identifies event date / time / location
- EC books event space via EMS
- EC submits event to WaveSync
- EC collects items needed for promotional pieces
- Head shots
- Bios
- Logos
- Relevant imagery (book covers, past event photos, etc.)
- Event title
- Copy (date, time, location, full list of participant names, etc.)
- EC notifies SLA Communications & Marketing (C&M) once event assets are available and the event has been submitted to WaveSync, by submitting this form
- If C&M is to create promotional graphics, EC sends all items for the promotional pieces, along with the deadline for the materials
- Graphics can include
- Flyers
- Invitations (print and digital)
- Bookmarks
- Post cards
- Sandwich board signs
- Digital monitor images
- Social media assets
- Lawn signs
- Graphics can include
- C&M / EC determine what SLA / University Communications & Marketing (UCM) assets will be utilized based on availability and budget
- SLA
- eBlast
- Web article
- Social media
- Videography
- Option A – talk
- Option B – talk + Q&A
- Option C – talk + Q&A + creation of digital extension (post-event)
- Tablecloths
- Sandwich board stands
- Podium
- Microphones + speakers
- Tents
- UCM
- Press release
- Tulane Today
- Featured event
- Post-event write-up
- Tulane social media
- Photographer / Videographer request
- Campus monitors
- SLA
- EC completes the UCM support requests (using this form) for any UCM asset requests
- C&M builds event graphics, sizes them for the selected assets, and shares with EC
- EC handles submitting campus monitor graphics
- EC sends a calendar invite to the SLA Event Outlook Calendar
- EC secures any outside vendors
- Caterer
- Rentals
- Entertainment
- EC orders signage / print materials
- EC orders any event swag
- EC handles social media promotion from their own departmental / programmatic accounts
- Potential account tags:
- SLA
- Tulane Libraries
- Tulane University
- Other relevant departments / programs
- Full list of University / School / Department / Unit accounts
- Potential account tags:
- C&M, if agreed upon, will
- Build Emma email
- Invite – need 5 days prior to the send date to build and approve the email
- Event reminder – needs 2 days to update language and approve
- Include information in the monthly eBlasts (if appropriate for target audience)
- Plan SLA social media promotion
- Channels
- Determined based on target audience
- Timing
- Begins roughly 2 weeks out
- Ramps up 1-2 days prior to the event
- Channels
- Sends the SLA Event Outlook Calendar invite to pertinent faculty members to share with students
- Build Emma email
- EC collects and monitors RSVPs
- EC coordinates with C&M on borrowing items to be used the day of the event
- Tablecloths
- Sandwich board stands
- Microphone + speakers
- Podium
- Tents
- EC handles event set up and breakdown
- EC returns borrowed items to C&M no later than a week after the event