Step 1: Find a Location for Your Event
Find out if the facility or space you are interested in using is available by going to the Event Management System (EMS) to reserve a campus space. The department, center, school, or college should receive confirmation for availability from the facility prior to submitting their request for approval for WaveSync registration. Requests that are in classrooms will not be approved until two weeks after the start of class.
Step 2: Submit an Event Request in WaveSync
The department, center, school, or college must submit an online request through the WaveSync website no later than 21 days prior to your event, provided your event meets ANY of the following criteria.
For Student Organizations:
- Open Attendance: Event is open or promoted to people outside of your recognized student organization.
- Alcohol Service: Alcohol will be served or available at the event.
- Held Off-Campus: (including off-campus organization retreats/activities).
- Co-Sponsorship: Sponsored by more than one RSO or co-sponsored with a department.
- Contract Required: Requires a contract or university representative signature.
- Large-Scale Attendance: Events expecting 250 or more attendees.
- High-Profile Guests or External Presenters: Events featuring government officials, celebrities, or other high-visibility figures, or those including a non-Tulane speaker, performer, presenter, or entertainer.
For Departments:
- Open Attendance: Event is open or promoted to people outside of your department.
- Alcohol Service: Alcohol will be served or available at the event.
- Food Service: Food will be served or available at the event.
- Outdoors: Your event will be held outdoors.
- Other Services: You need cleaning services, facility services, campus services, or any other additional services.
- Large-Scale Attendance: Events expecting 250 or more attendees.
- High-Profile Guests or External Presenters: Events featuring government officials, celebrities, or other high-visibility figures, or those including a non-Tulane speaker, performer, presenter, or entertainer.
Be sure to request a WaveSync portal.
For detailed instructions on how to submit an event request in WaveSync, visit the Register Event webpage. All events on the uptown and downtown campuses that meet this criteria will be required to register with Event Services. If a qualifying event is not registered in WaveSync, the department, center, school, or college will not be allowed to use university funds to pay for the event and may be subject to disciplinary action. Please be sure to follow this event registration process to ensure your event is implemented effectively. If your event does not meet any of the above criteria, you are not required to register your event with Event Services.
Download the WaveSync Help Guide
Step 3: Event Request is Reviewed
Once your event request is submitted, it will be reviewed by the following departments for approval within five business days: Budget Office, Campus Health, Event Services, Office of the Provost, Risk Management, and TUPD. Please note that you are required to answer and provide any additional information regarding your event. WaveSync will send you a notification when your event submission is edited.
Step 4: Event Request is Approved or Denied.
Upon approval by the above departments, the department, center, school, or college is notified of approval via WaveSync.
Please also review the Freedom of Expression policy before scheduling your event.
