(Note: This information is for internal use only by members of the College community.)
To get the biggest audience possible, promote your event on campus using any or all of the methods listed below. Promote early and often — allow at least six to eight weeks for maximum publicity.
FIRST, RESERVE THE SPACE
TIP: Check the College calendar first to ensure your event won't conflict with another that would be of interest to the same audience.
Before you book your event, please consider the following event-related details:
- What size audience do you expect?
- What type of venue will best suit your event? (auditorium, meeting room, etc.)
- Will it be open to the public, for the campus community only, or a private event?
- What support services will you need? (catering, campus safety, audio/visual set up, etc.)
Reserve space on campus for your event.
- Staff and faculty may reserve space by contacting the Events Office via the EMS web app or at email@example.com or x5356. Those with large-scale or complicated events should schedule an in-person meeting with a member of the Events staff.
- Student organizations submit event requests via ConnQuest, https://conncoll.campuslabs.com/engage/events. Individual students who want to host an event must be sponsored by a department or student organization. The Office of Student Engagement reviews club events for approval and the Office of Residential Education and Living reviews house events. Once approved, events are added to the College’s calendar.
MAKE IT INTERESTING
TIP: Communications updates the media every month in advance of all the public events at the College. Please make sure your event, including all the details, is listed on the College calendar by the 15th of the month preceding your event so it can be included.
When submitting information about your event to Events, ConnQuest or a department or organization representative, be as thorough as you can:
Give it a catchy title
Give your event an interesting, informative title. It will compete for attention with many other events on the College calendar. Instead of just "Psychology Lecture," give the name of the lecture itself. "The Biography of Sigmund Freud."
Provide a full description
Provide a detailed explanation of the event: who, what and why. Tell us something about who’s participating by providing professional titles or brief descriptions. For example, “Jane Smith is a professor of psychology at Oxford and an author well known for her biography of Sigmund Freud.” And consider listing who the event would appeal to. For example, “Anthropology and religious studies majors will find this speaker interesting because …”.
If your event is listed on the calendar and is open to the public, the Office of Communications may be able to interest the media in your event if it is newsworthy in some way: the first of its kind or part of a larger trend or has a human interest connection or local angle.
TODAY AT CONN
Once you've provided a title and description for your event, it will be approved and will automatically appear on the College Calendar of Events and on Today at Conn. There's no need to ask for that extra exposure!
Create a poster. The College has provided several Microsoft Word templates to help you make your own. They are located at the Visual Identity website, http://graphics.conncoll.edu/. Select the “Editable Templates” link at left, and scroll down to “Poster Templates.” Use the Poster Templates Guide (pdf) for easy to follow instructions.
TWEET IT (Social Media)
Tweet about your event to @ConnCollegeLive, the College’s event Twitter feed. Assign a hashtag to an event to create a conversation and connect the hashtag with @ConnCollegeLive. You and others can tweet from the event to create more buzz. Don't use Twitter? Don't know how to tweet? Contact social media strategist Kate Wargo, x5150, firstname.lastname@example.org and she can tweet for you.
Create a Facebook event and invite your friends, fellow students, faculty and staff. But first, for advice on how to set it up, contact the Office of Communications' social media strategist, Kate Wargo, x5150, email@example.com. (Also see "Social Media Guidelines")
EMAIL LIST IT
POST A CamelWeb ANNOUNCEMENT
(In the case of advance reservations only.)
If your event requires advance ticket purchase or a reservation to reserve a space, you can submit an announcement to that effect to CamelWeb. For example, “Space is limited: Reserve tickets now for the Fundraising Rally!” Provide the date of the event, and add a link to the reservation page or form. To do so, go to the CamelWeb announcements section and click on “Submit an Announcement.”
Contact the student newspaper, The College Voice, so the staff can consider covering your event. You can also purchase an ad in the paper at special rates for on-campus advertisers. The business staff at the paper can design the ad for a small fee. Email firstname.lastname@example.org about coverage and visit http://thecollegevoice.org/about/advertising/ for advertising rates and more information.
If your event is open to the public, consider reaching out to potential audiences off-campus. Local schools, religious institutions, nonprofits and clubs often seek out activities for their students and members, who can be enthusiastic participants at College events.
Think of new ways to promote your event. Students have had success doing brief presentations in dining halls during meal times, staffing information booths in Cro and outside dining halls, and chalking sidewalks in busy areas on campus. There are many ways to get the word out, so find one that would most resonate with the audience you’re trying to attract.