Diboll Gallery
Annual Booking Schedule:
- Reservations will open one year in advance of the fiscal year (July 1 – June 30).
Tentative Bookings:
- Room requests for events more than 6 months out will be marked as tentative.
- Final confirmations will be made no earlier than the 6-month mark, aligning with the start of each semester (July and between December and the first week of January), based on availability. (Please note that spaces used as classrooms during the first 2 weeks of the semester may be approved but are at risk of being canceled without notice or alternative location if the class schedule changes.)
- Exceptions to the 6-month rule for large events may be granted at the Event Coordinator’s discretion.
Classrooms in Newcomb Institute Spaces
Registrar’s Office Protocol:
- Classrooms designated as teaching spaces are subject to scheduling policies set by the Registrar's Office.
- Class schedules and locations are finalized 2 weeks after the start of the semester.
Impact on Bookings:
- Any room bookings during the first 2 weeks of the semester can be confirmed but may be subject to cancellation.
If a class schedule changes during this period, impacted bookings may not be offered alternative spaces.
Availability:
Meeting Rooms and Diboll Gallery Hours:
- Monday – Thursday: 9:00 AM to 9:00 PM
- Friday: 9:00 AM to 5:00 PM
Holidays and Closures:
- Reservations will not be accepted during university holidays or closures. Unexpected closures will result in the cancellation of all scheduled events until normal operations resume.
Reservation Requests:
- One-Time Events:
Must be submitted online at ems.tulane.edu at least three weeks prior to the proposed event date.
Requests made less than before the event date will not be accepted. - Recurring Events:
Defined as events that repeat daily, weekly, bi-weekly, or monthly. - Set-Up Requirements:
All requests must include set-up details and diagrams, if applicable.
Reservations will not be confirmed until all set-up details are complete.
Priority for Reservations:
Priority will be given to:
- Newcomb Institute Recognized Student Organizations
- Newcomb Institute-sponsored activities
Exclusions:
- Student organizations cannot reserve space during final exam periods.
- Commons spaces may only be reserved for meetings and events. They cannot be used as classroom space, study group space, individual office/conference call space, or weekly religious services space.
Reservation Cancellations and No-Shows
Reservation Deadlines:
• All meeting spaces in Newcomb Institute must be reserved through ems.tulane.edu at least seven business days prior to the event date.
• Reservation requests are recommended to be submitted at least three weeks prior to the event date.
Reservation Reminders:
• Event organizers will receive a reminder email two weeks prior to the event date with a cancellation option included.
• Events booked less than two weeks in advance will not receive an additional reminder.
Cancellation Policy:
• Reservations may be canceled without penalty at least one business day prior to the event.
• Cancellations can be made via the EMS system or by emailing the Event Coordinator for Newcomb Institute.
No-Show Penalties:
A "no-show" occurs when a reserved space is not utilized, and no cancellation notice has been provided.
- First No-Show: Warning issued to the sponsoring department or organization. For Newcomb Institute student organizations, the warning is also sent to their advisor.
- Second No-Show: Scheduling privileges are revoked for two weeks, and all reservations within that period are canceled.
- Third No-Show: Scheduling privileges are revoked for eight weeks, and all reservations within that period are canceled.
An “after-hours” event is defined as an event with:
- An end time after 9:00 PM (Monday-Thursday), after 5:00 PM (Friday), or any weekend/overnight events.
- Policy: After-hours events will not be scheduled in Newcomb Institute spaces.
Event Spaces - Outside AV Vendor Policy
Newcomb Institute restricts access to AV racks and equipment modules. External AV vendors are prohibited from adjusting or connecting accessories to AV components. Exceptions require prior approval.
Requirements for Approved AV Specialists:
- Submit a detailed summary of AV needs at least two weeks prior to the event to the event coordinator.
- Schedule appointments for access to AV equipment through Aaliyah Randall
- Return all AV components to their original settings after the event.
- Communicate openly about any broken equipment and plan for repairs or replacements.
Approved AV Specialist:
Paul Thomason is the designated Tulane-affiliated AV specialist.
- Decorations are allowed inside reserved event spaces. Requests for decorations extending beyond the reserved area must be included in the event description and approved by the Event Coordinator.
- Decorating and cleanup must occur within the reservation period.
- Decorations left behind may be disposed of, and custodial fees may apply.
- Exclusive Catering: Tulane Hospitality (Aramark) has exclusive rights for non-Newcomb Institute events.
- Arrangements: Contact Tulane Hospitality at 504-865-5254 or tulanecatering@tulane.edu.
- Review the Student Organization Meeting & Event Catering Policy for exemptions.
- Definition: Tulane constituents may not reserve facilities on behalf of outside groups. This includes reserving under the guise that the event is for Tulane's benefit.
- Enforcement: Violations may result in disciplinary action and rescission of reservations. For non-university event policies, see the Policy for Use of University Facilities.
- Vehicles parked on Tulane’s Uptown campus (Monday-Friday, 8:00 AM to 5:30 PM) must display a University Parking Permit or use metered spaces.
- Contact Parking Services at 504-865-5424 for visitor parking passes or event arrangements.
- Newcomb Institute determines the time required for event setup. Set-up times may not be adjusted during an event.
- Only Newcomb Institute and Facilities Services staff are allowed to move equipment or furniture. Outside vendor furniture will not be handled by NI staff.
- Shipping: Materials for events cannot be shipped directly to Newcomb Institute.
- Storage: Materials cannot be stored overnight or between events unless the reservation is ongoing in the same room. Newcomb Institute is not responsible for lost, stolen, or damaged property.
Video/DVD Screenings and Federal Copyright Law
- Federal Law Compliance: Public display of copyrighted materials requires a license, regardless of admission fees.
- License Requirements: Licenses must cover specific time frames and audience sizes. For assistance, contact the Event Coordinator or the Program Manager for Student Leadership and Engagement.
For more information, contact:
