Campus Council

How to Publicize and Event

The following information includes the services available on campus to help implement publicity strategies and procedures for posting/distributing publicity about an event.

OFFICE SERVICES
Located on the 1st floor of Lowry Center, Office Services (x4523) handles most of the in-house printing needs of The College of Wooster. Office Services is happy to work with students' requests but please allow ample time to plan and implement a project. Office Services provides a variety of services including, but not limited to, the following:

Xerox copies of quantities less than 7200 (allow 24 hours) Folding, collating and stapling
Cutting if more than 10 pages
Colored Paper
Postcards
Bulk Mailings
Posters
Scratch pads
Notepads with the name of a campus organization

MAIL SERVICE

Correspondence to other students on campus, faculty, or administrative departments is processed via the INNER CAMPUS mail slot in the post office wall. All mail addressed to students must have the full name and box number of the addressee. Campus mailings of 25 or more pieces must be in alphabetical order. There is a minimum size requirement of 3 1/2 by 5 inches for all mail, and no food or flowers may be put in student mailboxes.

The College limits all-campus mailbox stuffings to "essential" information. If the organization wants to do an all-campus mailing, contact the campus Post Office to learn the procedures to get approval for a stuffing. If a stuffing is approved, the organization must schedule a time for the mailing to be completed with the Post Office Operations Manager (x2394). Specialized mailings may be sent to faculty, administration, all employees, by department, or to all students by individual year, male or female students. Requests must be made at least four working days in advance. All-campus mailings are not permitted on Mondays or Fridays. It is helpful to schedule as far in advance as possible.

OUTDOOR PUBLICITY

Generally, publicity cannot be posted outdoors. Trees, light posts, benches, buildings, and doors are not approved posting locations. Paint or chalk, on the sidewalk, are prohibited.

LOWRY CENTER

Posters may be hung inside the building on either of the main stairwells but must be approved and stamped in the Lowry Center Director's Office. They may be hung for a period of three days and can be stamped again after those three days.
Posters and banners may be hung on the boards in front of Lowry but the board must be reserved through the Facilities Scheduling Office.
Posters may be hung on the bulletin boards by the mailboxes without being stamped.
Publicity/posters displayed anywhere else in the building aside from the above mentioned locations are prohibited and will be removed.
References to alcoholic beverages (written or pictorial) are not permitted.
Questions related to the policies or publicity in general, please contact or stop by the Lowry Center Director's Office (x2602).

RESIDENCE HALLS

Publicity may be posted in College Residence Halls on bulletin boards designated for this purpose. It is asked that publicity in these buildings be restricted to unpainted surfaces and do not cover current posters. Prior to posting flyers in individual Residence Halls, please review posting procedures with a staff member of the Office of Residential Life & Housing Central Office (x2498).

ACADEMIC BUILINGS

Publicity may be posted in academic buildings, provided that the posters do not interfere with the information that is posted by the faculty. The publicity should again be limited to unpainted surfaces or bulletin boards, and should not cover current posters.

CALENDAR OF EVENTS

If an organization plans an event or program far enough in advance, it may be listed in the Calendar of Events. In November, organizations are asked to submit items for the Spring Calendar. In April, organizations are asked to submit items for the Fall Calendar. Artwork, logos or photos may be submitted to accompany the text. For more information about the Calendar of Events, contact the Facilities Scheduling Office (x2570).

POTPOURRI

All submissions should be turned in by 7:00pm every Wednesday and Sunday. Each submission should be to size and ready to print. Submissions should be typed or artfully composed with black ink on white paper. Submissions should include the name and phone number of the person making the submission at the bottom. The Potpourri submission box is located directly across from the Post Office mail slots in Lowry Center. Any questions, comments, or suggestions should be directed to the editors of Potpourri via the Lowry Center Director's Office.

THE VOICE

Submissions must be received by 5:00pm on the Monday before the Thursday issue in which the announcement is to appear. Extensions to the deadline must be discussed with the editor before 5:00pm Monday. The name and extension of a contact person must be included with the submission. If possible, submissions, which are not from a staff member, should be on a Macintosh disc. However, material, which is typed and double-spaced, will be acceptable. Please be brief and succinct.

For events that may warrant more complete coverage, please contact the editor at least two weeks prior to publication. While the VOICE staff would rather cover an event or story itself, please see the editor if you have someone from the organization is interested in writing an article. For more information regarding submissions to the VOICE, please contact the VOICE editor at (x2598) or via e-mail at voice@wooster.edu

WCWS

WCWS is the public service radio station of The College of Wooster. WCWS is available to make public service announcements of events or a specific organizational cause. Contact the station (x2240) for more information.

SANDWICH BOARD

A freestanding sandwich board is available to be placed outside of Lowry Center or McGaw to publicize events on the day the event. It can be reserved through the Facilities Scheduling Office (x2570).

WOOSTER HEADLINE NEWS

A daily e-mail report of special events or items of interest are sent to faculty, staff and student subscribers. Submit information by e-mail to whn_editor@wooster.edu before 4pm the day before the information should appear.