Tips and Resources

Selecting a Date for Your Event

  • Establish a yearlong calendar of events and meetings.
  • Pay attention to the academic calendar, holidays and other events on campus or in the community that might conflict with your event (for example: football games, Mardi Gras parades, etc.). Check the University Calendar for a quick view of upcoming events.
  • Determine alternate dates.
  • Plan and submit approval forms as early as possible.
    • Submit six to 12 months in advance to get a consistent location for recurring organizational meetings.
    • Annual Priority Deadlines:      Spring Events = September 15th     and    Fall Events = April 15th

Tips for Flag Placement

  • When displayed from a staff in the ballroom or meeting rooms, the flag of the United States of America should hold the position of superior prominence, in advance of the audience, and in the position of honor at the speaker’s right as he/she faces the audience. Any other flag displayed should be placed on the left of the speaker (to the right of the audience).

Publicizing Your Event

  • Once your event is confirmed, it will be added to the University Calendar unless it is a private event or meeting. Direct questions about the University Calendar to call (985) 448-4135.
    • Events on the University Calendar can also be viewed through the Nicholls State University mobile app, which can be downloaded for Apple devices or Android devices.
  • The Office of University Marketing and Communications will then automatically promote your event using one or more of its resources:
    • Nicholls social media accounts
    • Electronic marquee on Hwy. 1
    • Inside Nicholls and Inside Nicholls Students e-newsletters
    • News briefs or story pitches
    • Geaux Colonels mobile fan app (available for Apple or Android devices)
    • Nicholls homepage
  • For further publicity assistance or questions about paid advertisement opportunities, contact or call (985) 448-4303.

Ordering Event Invitations, Programs, Posters and Other Printed Pieces

  • The Nicholls Office of Printing and Design Services can assist you with creating, printing and mailing invites and other various printed pieces. To get started, fill out a Printing Request Form. Contact or call (985) 448-4262 to discuss your print needs, ideas, options, price quotes and more.
  • Suggested timelines for contacting Bruno Ruggiero to order event print pieces:
    • Invitations or promotional postcards: For most events, we recommend mailing invitations 3 to 6 weeks in advance, so please contact the Office of Printing and Design Services 2 months before the event to allow for adequate design and printing time.
    • Save the Date cards: Save the Date cards are not necessary for most university events. If used, they should be sent out 4 to 6 months in advance, so contact Printing 6 to 7 months before your event.
    • Posters or flyers: Request a month in advance.
    • Tickets, event signage, directional signage: Request 2-3 weeks before ticket distribution begins.
    • Programs, name tags, maps: Request 1-2 weeks before the event, if possible.

Stage Diagrams

  • Nicholls has various stage setups available for campus events. Below are a couple of examples. Contact the Campus Reservations Office to discuss options and get recommendations for your event.

Special Event and Reserved Parking

  • Events with attendance of over 40 vehicles must request a reserved parking area. Please visit the University Police website to submit a Special Events Parking Reservation Form.
  • If you’re hosting an event with fewer than 40 guests, you should request visitor parking passes at least two weeks in advance by sending an email to The email must include your name, your department, date(s) of event, name of event and how many passes are needed.
  • Individual visitors can obtain a visitor parking permit from Parking Services in the University Police Department or by submitting this form and should park in identified visitor parking spaces on campus.

Last reviewed: 3/6/2018