The following information is intended for internal use only by members of the College community.
To get the biggest audience possible for your on-campus event, promote your event on campus using any or all of the methods listed below. Promote early and often—and allow at least three to four weeks for maximum publicity.
Check the College calendar
Before reserving the space, check the College calendar 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 the space
- Staff and faculty may reserve space by contacting the Events Office at email@example.com or x5356.
- Student organizations submit event requests via ConnQuest. 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.
- Please note that if you are reserving the space before yo have all the details finalized, you must follow up and notify Events to be sure your calendar listing is complete.
Make it sound interesting
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
The name of your event matters. Many events are scheduled on the same day, so you will be competing for attention with many other events on the College calendar. Instead of just "Psychology Lecture," give the name of the lecture itself. "Lecture: 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. Again: allow at least three to four weeks for maximum publicity.
Please note that during the Academic Year, Communications updates local media one month in advance of all of 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 that it can be included in the media release. If details are missing, your event cannot be included.
Today at Conn
Once you've provided a title and description for your event, it will be approved and automatically appear on both the College Calendar of Events and on Today at Conn. If you would like to request that your event be featured on a given day in Today at Conn, contact Director of Public Relations Deborah MacDonnell for consideration.
Post a Camelweb announcement
(For advance reservations only)
If your event requires advance ticket purchase or a reservation, you can submit an announcement to CamelWeb. For example, “Space is limited: Reserve tickets now for the Fundraising Rally!” Provide the date of the event, and a link to the reservation page or form. Go to CamelWeb and click on “Submit an Announcement.”
Please note that when posting a CamelWeb announcement, you should use plain formatting or cut and paste from Word into the text box to avoid errors. Type directly into the text box. Do not use bullets, underlining, paragraphs, or bold text. Please consult the Connecticut College Quick Reference Style Sheet for proper formatting of dates, times.
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. Be sure to check for typos and errors before printing.
Many offices and departments submit posters for events as part of a calendar listing. This is discouraged, as key information should be in the text of your calendar listing instead.
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. For advice, contact the Social Media Strategist Kate Wargo. (Also see "Social Media Guidelines").
You can also create a Facebook event and invite your friends, fellow students, faculty and staff. For advice on how to set it up, contact the Social Media Strategist Kate Wargo. (Also see "Social Media Guidelines")
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.