Event Planning & Promotion Guide

Campus-Wide, Large-Scale Events, and Semester-Long Event Series

Campus-wide or large-scale events should be planned well in advance. We’re requesting 8-10 weeks lead time for all large events. 

Semester-long event series should be submitted before or at the beginning of the semester.

Individual Events

Please submit individual events at least two weeks before your event for ideal advertising in the Daily Digest (one week before, one day before, and the day of).

Event Submission Process

Submit the online event form with the appropriate lead time. Once approved, it will appear on the event calendar and in the Daily Digest on the requested dates.

• All submissions for the website and/or Daily Digest must be submitted by 10 a.m., two business days before the first desired Daily Digest promotion date.
• Once submitted, Conferences and Events will review and approve it as long as the space is reserved and the catering (if applicable) is confirmed.
• Once Conferences and Events provides approval, Communications and Marketing (OCM) will review it and publish it to the event calendar, at which point it can appear in the Daily Digest.

If something changes with your event after you have submitted the form, contact Conferences and Events immediately by emailing roomres@brynmawr.edu. Note that making a change in EMS will not be reflected on the event promotion web page and requires a manual edit. 

Event Details Needed to Complete the Online Event Form

Title, Date, Time, Location, Description, Event Contact Name and Email, EMS Room Reservation Number

• The event title should be clear and descriptive. Since the Daily Digest will no longer include a description, this is the information people will see to decide if they want to learn more.
• If an image is not provided upon submission, a Bryn Mawr campus detail photo will be autoassigned by the system. This image can be replaced at a later date by submitting a request through the College Communications Intake Form.

For more information on the event process, please visit the Submit Your Event webpage. For more information on the Daily Digest, please visit the Daily Digest Submissions webpage.

Additional Promotion Possibilities

6-8 Weeks Before Your Event: Posters

• Submit the Communications & Marketing Intake Form 6-8 Weeks before your event.
• We advise against paragraphs on posters. Short blurbs and bullet points are better.
• Posters will not be posted on the website. A web-ready companion graphic will be provided.
• It is the event organizer's responsibility to distribute posters. View the posting policy.

One Week Before Your Event: Event Highlighted in the Weekly Lantern Newsletter

• Events for the upcoming week may be considered for a feature in the weekly Lantern Newsletter sent on Thursdays.
• To be considered, events must:
  • be approved and on the calendar at least one week before the event
  • be open to the entire campus community
  • have a high-quality graphic element

Four Business Days Before Your Event: Event Highlighted on Campus Digital Signage

Submit event info via email to roomres@brynmawr.edu

• If you are providing a 16x9 jpg, 2 business days lead time
• If you are providing copy only, 4 business days lead time
• Accepts all on-campus events

Optimal Web Promotion 

• All events will appear on the event calendar once published. It is recommended to submit events as early as possible to optimize the opportunity for web promotion, for example at the beginning of each semester.