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Event Promotion Guidelines


The purpose of this policy is to set promotional standards for Mount St. Mary’s University. The reasonable measures listed within this document aim to ensure appropriate content, means, and aesthetics for all promotional efforts in order to uphold the Mount’s integrity as well as its efforts towards continued campus beautification. All administrative offices, department heads, and advisors of clubs and organizations, etc. are ultimately responsible for the appropriateness of the material that is endorsed by their respective departments, offices, and student groups.

Please Note: All advertising, promotional products, publications, and other printed materials must be approved by the Office of Communications. This includes any materials containing the Mount St. Mary’s University and Athletics logos. For style questions and graphics, please refer to the Mount St. Mary's University Style Guide.

Standard Marketing Means

All of the following standard marketing means do not require prior approval but should be reviewed by the sponsoring office, department, or advisor.

Website:

  • Public events must be added to a department calendar in Site Executive or submitted to the calendar online. Public events include any event open to either the entire Mount community and/or the general public. If an event is cancelled, it should be updated as "cancelled" and not removed. If a request has been submitted through the online calendar please email the webmaster with updates.
  • Press releases for campus events should be sent to Christian Kendzierski in the Office of Communications to be posted elsewhere on the website.

Mount Events Channel:

  • Information about events should be submitted to John Brewer in the Center for Instructional Technology at least two weeks prior to the event date.
  • Please submit materials in .pdf or .jpeg format
  • Materials must be designed in accordance with 16:9 aspect ratio
  • If an event is cancelled, contact John Brewer in the Center for Instructional Technology as soon as possible to update the event listing on the Info Channel.

Emails:

  • For student “Clubs and Organizations” only advisors are authorized to send emails to the entire campus. The appropriate distribution lists should be selected for dissemination; if directing to the Senior Class, send to that distribution list, not “All Students”

Flyers:

  • Flyers can be made using the Print Shop located in the Physical Plant
  • Flyers must be hung with masking tape! All other types of tape are prohibited
  • Flyers cannot be hung on glass, wood, doors, lamp posts, building exteriors, or trees
  • Flyers may be hung in:
  • Academic buildings – in hallways and stairwell
  • Residence Halls – currently 45 copies of flyers may be given to the Office of Residence Life so that RAs can post them on their hallway bulletin boards. (door hangers and sliding flyers under doors are not allowed)
  • Flyers MUST be removed within two days following the event

Banners:

  • Banners are only to be hung along the atrium in the Academic Center. They are not to be attached to ceilings, hang across hallways, or doorways
  • Banners are to be hung using masking tape only, all other types of tape are prohibited
  • Banners must be taken down within 2 days following the event

Posters:

  • Posters may be printed at the Center for Instructional Technology office in the Academic Center or the Office of Campus Activities (full color for $5)
  • Posters must be submitted as a .jpeg image (hint – create in Microsoft Publisher on a 24” x 36” template and save as a .jpeg image file)
  • Posters can be placed in windmasters with confirmed reservations. Use of the windmasters must be requested through the Event Services form (medium is very limited – it is recommended that requests be arranged at least two weeks in advance)

Napkin Holders:

  • They are reserved in one week periods only, for a maximum of two weeks if available. To make a reservation, please fill out the Event Services form.
  • The individual office or group is responsible for placing the information in all of the napkin holders (slots are 4 1/2” high by 6” wide and they are roughly 125 napkin holders)

Information Tables:

  • Up to four information tables in Patriot Hall and up to two in the Academic Center are available for reservation (With the limited supply of tables, recommended reservation time is at least two weeks in advance). To book a table fill out the Event Services form.
  • Tables are booked in time slots throughout the day on a daily basis and MUST be staffed during the time slots the group has booked
  • Any flyers or banners must be taken down when the time slot is over.
 
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