On Campus Event Planning

The information below offers guidelines for planning and executing successful events on Loyola New Orleans’ campus. No matter the scope or scale of your event, please visit Co-Curricular Programs to learn about university policies and available resources.

Before You Begin

When planning events on campus it is important to begin early.  Before making arrangements for your event, know the following information:

• What type of event do you want to have?

• Who will be present? 

• What is the theme?

• Select your date and alternate dates if first choice is not available.

• Know your budget.

• Where do you want to have your event?

Reserve a Space for Your Event 

All room reservations must be made no later than 10 business days before your event.  It is recommended to reserve your space as early as possible because venues can book up very quickly.

• Reservations for rooms in the Danna Center, Peace Quad, Residential Quad, and classrooms can be reserved online through Co-Curricular Programs.  Click here to make your reservation for these spaces.  
  • Events can be held in the Danna Center from 9:00am - 10:00pm (Sunday - Thursday) & 9:00am - 1:00am (Friday and Saturday).
  • Events that run past midnight require security detail with LUPD.
  • Student organizations cannot reserve space during finals week or on University holidays.
• Reservations for Nunemaker and Roussel Hall can be made by contacting Stewart Becnel at sjbecnel@loyno.edu or at (504)865-2148.  Student organizations must provide the following information with your reservation request
  • Student name and contact information
  • Advisor name and contact information
  • Student organization name
  • Title of event and description of type of event
  • Date of event
  • Start and end time of event 
  • Expected attendance
  • Technical requirements
• Reservations for Monroe Library can be made using their Room Request Form.

Rain Location

It is recommended that when reserving an outdoor location such as the Peace Quad or Residential Quad, you reserve an indoor rain location.  If weather or outdoor space conditions are determined unsuitable, your event may be subject to cancellation.

Logistics & Set-Up

For detailed information about Danna Center spaces, review the room layouts.  All room set-up information must be detailed on your Event Reservation Form.  Items to detail for your event include tables, chairs, podium, easels, media, etc.  Be as detailed as possible and you are welcome to drop off a drawn floor plan to Co-Curricular Programs.

To request the stage, your advisor should complete a Physical Plant Job Request at least two weeks in advance of the event (four weeks for large events). If your event requires set-up/breakdown of stage on Monday through Friday after 2:30 p.m. or any time during the weekend, WFF overtime will be at the expense of your organization. The Physical Plant Job Request should be completed if you need extra trash cans, electrical, or water sources in the Quads. Physical Plant can be reached at (504) 865-7490.

Media Equipment

Co-Curricular Programs offers the following media equipment:

• Media Cart (includes laptop, projector, & speaker)
• Large Speakers (for use in St. Charles Room and quads weather permitting)
• Hard-wired and wireless microphones
• Screens

Additional media equipment may be reserved through the Monroe Library at http://library.loyno.edu/help/forms/equipment_request.php.

You are responsible for all media equipment at the listed start time of your event so be sure that you have a representative present in your space.

Amplified Sound

If you plan to have amplified sound (band, dj, etc.) at your event, you must include this in your Event Registration Form.  If you will have amplified sound in the Residential Quad, you must also reserve the St. Charles Room. 

Amplified sound is allowed during the following times:

• Peace Quad: 12:30-2:00pm (Tuesday and Thursday), 3:30-10:00pm (Friday), 12:00-10:00pm (Saturday and Sunday)
• Residential Quad: 10:00am-10:00pm (Monday - Friday), 12:00-10:00pm (Saturday and Sunday)

Catering

All food and refreshments for events held inside the Danna Center must be reserved through Sodexo at least 10 business days before your event.  To make your catering reservation:

• Click here to create a Customer Log-In.
• Once you log-in you can create a new order, manage orders, and view your catering.  
• You will receive an email with your catering order to approve or make changes.

 Call Dining Services at (504) 865-2127 or visit the Dining Services website for questions.

Security Detail

If your event meets any of the following criteria, you will need to reserve security detail through LUPD.

• There will be 50 or more people attending
• The public is invited
• Alcohol will be served
• There is a controversial speaker or topic
• Money will be collected

There is a minimum requirement of booking 1 officer at 3 hours even if your event is less than three hours. Each officer is charged at $30.00 per hour = $90.00 per officer.  LUPD reserves the right to dictate the number of officers needed for any event, especially where liquor is being served or if the event is controversial in any way.

Click here to complete the Police Detail Request Form.  Get more information on Police Detail.

Marketing

All marketing for events should be up at least 5 days before your event.  Below are a variety of ways Co-Curricular Programs can help you promote your event:

• Danna Center Bulletin Boards: Up to 7 flyers can be posted in the Danna Center.  Drop off your flyers to the Co-Curricular Programs office.  They will be stamped and posted up to two weeks before your event.
• Banner Space: You can reserve 1 banner space for a maximum of one week at a time.  Click here to reserve banner space online.
• Stall Street Journal & This Week at Loyola: Put your information in the weekly events newsletter posted in bathroom stalls and buildings across campus.  All advertisements must be submitted in a jpeg format and emailed to stallst@loyno.edu by Wednesday at noon for the following week.
• Danna Center Plasma Screens: Advertise your event on the screens by submitting an advertisement in a jpeg format to dscads@loyno.edu.  Ads are updated each week.
• One Loyola: Reserve the One Loyola video space for up to one week at a time.  Submit files in Power Point, Windows Media Player, or Quicktime.  All files should be emailed with dates requested to 1loyola@loyno.edu.
• Table Space: Tables in the Danna Center can be reserved online here.  Tables must be reserved at least three days prior and are on a first come-first serve basis.

Questions?

Please visit the friendly staff in Co-Curricular Programs at any time for assistance and acess to additional resources. Office location: Danna Student Center, lower level. Phone: (504) 865-3622. E-mail askocp@loyno.edu. Fax (504) 865-3612. Mailing address: Loyola University New Orleans, Co-Curricular Programs, Danna Student Center, 6363 St. Charles Ave., Campus Box 1, New Orleans, LA 70118