Event Promotion Guidelines

The following are the guidelines for promoting Mount St. Mary's events:

General Statement

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. It is also the responsibility of each individual office to maintain materials across all formats.

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. If you have style questions when creating graphics, please refer to the Mount’s Style Guide, located on the website -http://www.msmary.edu/pdfs/news-events/style_guide.pdf

Standard Marketing Means

All of the following standard marketing means should be considered when promoting an event. None of the means listed in the section below require prior approval but should be reviewed by the sponsoring office, department, or advisor.

Website:

• Public events must be added to the campus calendar on the website. Public events include any event open to either the entire Mount community and/or the general public.
• Press releases for campus events should be sent to Christian Kendzierski in the Office of Communications to be posted elsewhere on the website.
• If an event is cancelled, please update the calendar listing saying the event has been cancelled. Do not remove the event from the calendar.

Mount Info 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
• Templates for event promotion will be available during the fall 2011 semester. Please send requests for templates to the Office of Communications.
• 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. (please select appropriate distribution lists for dissemination - i.e. 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
  • McGowan Center – only on the 3 provided free standing bulletin boards (lower McGowan, in front of the Bookstore, and the Patriot Entrance)
  • 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
• Supplies for banners can be located in the Campus Activities Office in Lower McGowan
• 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 reservation 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 reservation 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 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 reservation 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.