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 the event date, time, and location.
- EC books event space via EMS.
- EC submits the event to WaveSync.
- EC collects items needed for promotional pieces:
- Headshots
- Bios
- Logos
- Relevant imagery, such as book covers or past event photos
- Event title
- Copy, including date, time, location, full list of participant names, and other relevant details
- Once event assets are available and the event has been submitted to WaveSync, EC notifies SLA Communications & Marketing (C&M) by submitting the Share Your News form .
- If C&M is to create promotional graphics, EC sends all items needed for the promotional pieces, along with the deadline for the materials. Graphics can include:
- Flyers
- Invitations, print and digital
- Bookmarks
- Postcards
- Sandwich board signs
- Digital monitor images
- Social media assets
- Lawn signs
- C&M and EC determine what SLA and University Communications & Marketing (UCM) assets will be utilized based on availability and budget.
- SLA resources
- 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 resources
- Press release
- Tulane Today
- Featured event
- Post-event write-up
- Tulane social media
- Photographer/videographer request
- Campus monitors
- SLA resources
- EC completes the UCM support request form for any UCM asset requests.
- C&M builds event graphics, sizes them for the selected assets, and shares them with EC.
- EC handles submitting campus monitor graphics.
- EC sends a calendar invite to the SLA Event Outlook Calendar .
- EC secures any outside vendors, including:
- Caterer
- Rentals
- Entertainment
- EC orders signage and print materials.
- EC orders any event swag.
- EC handles social media promotion from departmental or programmatic accounts.
- Potential accounts to tag:
- SLA
- Tulane Libraries
- Tulane University
- Other relevant departments or programs
- Full list of University, School, Department, and Unit social media accounts
- Potential accounts to tag:
- If agreed upon, C&M will:
- Build an Emma email.
- Invitation — C&M needs five days prior to the send date to build and approve the email.
- Event reminder — C&M needs two days to update the language and approve the email.
- Include information in the monthly eBlasts, if appropriate for the target audience.
- Plan SLA social media promotion.
- Channels are determined based on the target audience.
- Promotion begins roughly two weeks out.
- Promotion ramps up 1–2 days prior to the event.
- Send the SLA Event Outlook Calendar invite to pertinent faculty members to share with students.
- Build an Emma email.
- EC collects and monitors RSVPs.
- EC coordinates with C&M on borrowing items to be used the day of the event, including:
- Tablecloths
- Sandwich board stands
- Microphone + speakers
- Podium
- Tents
- EC handles event setup and breakdown.
- EC returns borrowed items to C&M no later than one week after the event.