College Communications: Guide to Publicizing Campus Events
First things first ...
Don't forget to reserve a room! Before you generate any publicity, make sure you've got a space for your event. To reserve space in most places on campus, use the Virtual EMS online room-reservation system (log in or create an account under the "My Account" tab), e-mail roomres@brynmawr.edu, or call Debbie Chadwick in Conferences and Events at x7329.
It's a good idea to assign responsibility for publicity for an event to a single individual, to eliminate duplication of effort and ensure that publications are notified well in advance of the event. A rule of thumb that applies to all: start early!
Once your event is scheduled, there are several options for spreading the word to the campus
community and beyond. Here are a few of them; click on each option to learn more.
Event-Preparation Checklist
- Enter your event in the online events calendar as soon as you have determined a date for the event.When your room request has been approved, check Master Calendar, the online events calendar, to ensure that it is displayed there. If it is not, contact Debbie Chadwick in Conferences and Events (x7329) to let her know.
- Make posters and other print items four to five weeks before the event.
- Send an e-mail with essential information to communications@brynmawr.edu two weeks before the event for possible inclusion in The Weekly Insider (an e-mail newsletter), Inside Bryn Mawr, and/or Bryn Mawr Now.
- Send e-mail invitations to the activities list-serv (activities@brynmawr.edu) and any other appropriate list-servs the week of the event. Acquaint yourself with the College's mass e-mail policy before sending mail to any list with mandatory membership.