Promoting Your Event on Campus

BCO offers this tool kit to staff and faculty seeking to promote campus events and opportunities to the Bates community.

Bates Today

A powerful way to share information with all students, Bates Today is a daily email digest with 2,200-plus subscribers that generates 750 click-throughs per day.

All students receive automatically receive Bates Today, and members of the campus community with Bates email accounts can subscribe online.

How to submit your announcement to Bates Today

Submit via this form by noon to be included in the next day’s Bates Today. Announcements for the Weekend and Monday editions must be submitted by noon on Friday.

Making your submission compelling

Your subject line becomes the clickable link that students see. Please limit it to 70 characters and make it as clear as possible to encourage interested readers to learn more.

“Featured” announcements

Each day, several Bates Today announcements are grouped as “Featured” announcements. Staff of the Office of Campus Life choose which items to feature based on a range of factors.

Bates Today and EMS

When you reserve space in the campus Event Management System, you will be asked, “Would you like this event included in the Bates Today daily event listing?“ Indicating “YES” will submit your event to also be included in Bates Today event listing.


Email Listservs

The efficacy of a listserv in promoting a campus event depends on how strong and active the list is. If your listserv comprises engaged members who have opted in to the list, then emailing this group is a best practice.

Conversely, using larger listservs with unknown members (or those who didn’t opt in) is less likely to drive event attendance. BCO cannot assist you in identifying or creating a listserv for your event.


Tools and DIY

Flyers and posters and where to hang them

When you post your print publicity materials, use only established bulletin boards and public poster areas. Do not post on doors, windows, buildings, lamp posts, or in stairwells. The college discourages advertising the presence of alcohol. Illustrations or pictures of alcohol on posters is not permitted.

  • “The Mouthpiece,” the glass-encased kiosk in front of Hathorn Hall, is usually reserved for major annual events such as Commencement or MLK Day, it can be used for other events with a strong campus-wide appeal. BCO Director of Design Services Grace Kendall can help you determine if a Mouthpiece poster is appropriate for your event.
  • BCO requires a two-month advance notice to design, produce, and print a Mouthpiece poster. Paid by the event host, the cost is approximately $250.
Ad holders in dining areas

Small (6”x 4”, portrait-oriented) flyers that are displayed on the tables in Commons and the Den can effectively reach students, faculty, and staff. To reserve space in the ad holders, contact Darlene Zupancic with Dining Services.

Tip: The sooner you put your request in with Dining Services the better, as the use of these ad holders is often reserved weeks in advance.

Chalking

The college’s policy on non-curricular student public displays addresses chalking.

Email Sigs

A quick and easy way to promote your upcoming event is to include the who, what, where, when, or link, in your email signature. With every email you send, they’ll be aware of the event and can click a link to learn more or buy tickets.


Official college platforms

Online Events calendar

BCO distributes a monthly email listing of public Bates events to subscribers and maintains a public event listing at bates.edu/events. Putting your event into these publications is easily done when you reserve space for the event in EMS:

  • Use the regular Request form (not the EZ form) in EMS
  • Click the Details tab
  • In the “Is your event open to the public outside Bates” space, select the calendar (“Academics,” etc.) that best fits your event.
  • Please include a brief (50-60 word) description of your event that includes a contact phone number or email address for public questions, and the cost and purchasing point for tickets, if applicable.
BatesNews

The subscription-based BatesNews delivers stories to alumni, parents, and friends of Bates via email and is mostly read by those beyond our campus who are unable to attend local events.

There are occasions, however, when an event would warrant post-event coverage in BatesNews, such as when an acclaimed or newsworthy speaker, artist, or performer comes to campus. When in doubt, contact Jay Burns, editorial director.

Social media channels

With a few exceptions, the college’s official social media channels are aimed at alumni, parents, and prospective students, making them ineffective vehicles for reaching local audiences and boosting attendance for campus events.

Press releases and news coverage

BCO can help get the word out to local and state media if your event has strong news value or a timely connection to current events.

For help in determining if your event warrants a Bates College press release or outreach to the media, please contact communications@bates.edu. All college news and information released to the media should be coordinated through this office.

Campus monitor slides

If you would like to share a message via a campus monitor, Post & Print can work with you to fit that message into a template.

Your message should be brief, with large text — slides are up for about 10 seconds, and people are walking by! Think of it as a digital highway billboard.


Student media outlets

The Bates Student

The student newspaper is published every two weeks by the students of Bates College when college is in session.

The paper’s editors and writers change frequently so please refer to a recent copy of The Student to determine appropriate contacts.

  • Submitting a story idea: Editorial deadlines require that story ideas should be submitted to the paper’s editor, or a specific writer if one has been identified, several weeks in advance of your event. Develop a “pitch,” a pithy 100-word summary of why your event is a good story for The Student to cover. Include in your pitch the details of the event time and location, as well as your contact information so that editors and reporters can follow up with you.
  • Buying an ad: Placing an ad in The Student could be an effective way to publicize your event. The deadline to submit an ad is typically three days prior to the Wednesday of publication.
  • Letter to the Editor: Letters to the Editor must be received by 6pm on Sunday for Wednesday’s publication. Letters should not exceed 500 words. Please email them to the Managing Forum Editor.
WRBC

At this time the student-run radio station does not allow Public Service Announcements or advertising of campus events.