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.
One of the best ways 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 in order 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 will become 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.
Each day, several announcements are grouped as “Featured” announcements in Bates Today.Office of Campus Life staff 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.
The efficacy of a listserv in promoting a campus event depends on how strong and active the list is. If your listserv comprisea 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
Bates Communications can support your event through the design of an event poster.
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.
Small (6”x 4”) flyers that are inserted into napkin holders on the tables in Commons and the Den are effective at reaching students and staff.
To reserve space in the napkin holders, contact Darlene Zupancic with Dining Services at firstname.lastname@example.org. Note: The sooner you put your request in with Dining Services the better, as the use of napkin holders is often reserved weeks in advance.
The college’s policy on non-curricular student public displays addresses chalking and is available on the Campus Life website.
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.
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 poor vehicles for promoting and boosting attendance at on-campus events. The college’s official social media channels are Facebook, Twitter, Instagram, LinkedIn, YouTube, and Snapchat.
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 email@example.com. All college news and information released to the media should be coordinated through his office.
Campus monitor slides
The college displays monitor slides across campus that are managed by Post & Print. If you would like to share a message via monitor slide, Post & Print can work with you to fit that message into a template.
We recommend keeping monitor slide messages short and keeping text big — slides are up for approximately 10 seconds, and people are walking by! Think of it as a digital highway billboard.
Known as “The Mouthpiece,” the glass-encased kiosk in front of Hathorn Hall is usually reserved for important campus-wide events, such as Commencement and MLK Day.
However, the Mouthpiece can be used for other events, provided they have a strong campus-wide appeal involving a sought-after speaker or presenter. BCO requires a two-month advance notice to design, produce, and print the large posters required for the Mouthpiece.
The posters cost approximately $200, which is paid by the event host. Grace Kendall, director of design services at BCO, can help you determine if a Mouthpiece poster is appropriate for your event.
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.
At this time the student-run radio station does not allow Public Service Announcements or advertising of campus events.