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 Marketing. This includes any materials containing the Mount St. Mary’s University and athletics logos. For style questions and graphics, please refer to the Mount 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.
Public events must be added to a department calendar 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 firstname.lastname@example.org.
Marketing materials should be submitted online at least two weeks prior to the event/promotion date
Each slide may contain only one event promotional message and one call to action
Only a limited number of slides are displayed at any given time - not all submitted slides will make the cut - slide content will be evaluated based on visual quality and effective marketing style, audience appeal, expected attendance, and number of slides in the queue at the time.
Materials must be in .pdf or .jpeg format (all other forms will be rejected)
Materials must be designed in accordance with a widescreen16:9 aspect ratio (1920x1080px) and have a professionally polished appearance (Hint: create slides in PowerPoint – Under “themes’ select slide size 16x9. Once your slide is ready save as .jpeg or .pdf)
Stay visual with the Content – viewer time is limited to five seconds, use one large photo or image with concise text and minimal details to get your point across (30% or less text in a readable font size, sans serif fonts are best for readability, solid text without outlines works best, it is unnecessary to use the Mount logo)
If an event is cancelled, contact email@example.com as soon as possible to update the event listing on the Info Channel.
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 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 Hall 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 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 (supplies are located in the Campus Activities Office)
Banners must be taken down within 2 days following the event
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 holder marketing spaces are reserved in one week periods only, for a maximum of two weeks if available
Napkin holder reservations are requested through the Event Services form (space is very limited – it is recommended that requests be arranged at least two weeks in advance)
The individual office or group is responsible for placing the information in all of the napkin holders
Slot size is 4 1/2” high by 6” wide, and there are roughly 125 napkin holders
There are three information tables available for reservation in Patriot Hall, and two in the Academic Center.
To book a table fill out the Event Services form. (With the limited supply of tables, recommended reservation time is at least two weeks in advance)Tables are booked in time slots for lunch and dinner, 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.