When Planning Events

The first step is to complete the Request an Event Form and fax it to the Special Events & Conferences Office at Ext. 3385. (An online form and University events calendar are currently under development.) You will be asked to provide the following information:

• Suggested date and time
• Type of event (lecture, conference, meeting, etc.)
• Number of anticipated attendees
• Description of targeted audience (students, community members, etc.)
• Location preferences (with second and third choices)
• Whether you will need audio/visual support
• Whether you will need catering
• Room setup needs (tables, chairs, podium)
• Parking/transportation needs
• Description of event for web site posting
• Contact person for event

Special Events & Conferences will let you know if the date is available for your event and will work with you on the logistics.

How to Publicize Your Event

Below, we’ve listed the various outlets available to publicize your event and the department to contact for each:

• External Media/General Public  Public Affairs (see below)
  
  
• University News on the RWU website
  
  
• myRWU Public Affairs (see below)
  
  
• Daily Dose Public Affairs (see below)
  
  
• Communicator’s Forum  Your School or Department’s representative to the monthly meeting managed by Public Affairs
  
  
• Posters  Marketing & Communications and Public Affairs at http://ucomm.rwu.edu/requests/
  
  
• Banners  Student Programs and Leadership (Ext. 3088)
  
  
• Campus Radio Station  Student Programs and Leadership (Ext. 3088), or Public Affairs (see below)
  
  
• Campus Cable Station  Student Programs and Leadership (Ext. 3088), or Public Affairs (see below)
  
  
• MTVU Student Programs and Leadership (Ext. 3088), or Public Affairs (see below)
  
  
• Digital Zipper in Rec. Cente Student Programs and Leadership (Ext. 3088), or Public Affairs (see below)
  
  
• Digital Zipper in Gabelli School GSB Dean’s Office (Ext. 3046)

Please Note: Emergency messages are communicated to the campus community by the Office of Public Affairs through all-university and all-student emails, campus-wide voicemails and an emergency Web page currently under development.

What Public Affairs Can Do For You

Contact with internal/external media and/or general public: If you want to notify the media or the general public about your event, Public Affairs can distribute a media advisory before the event or a news release after the event. Concurrently, the office can publicize internally through the various channels described above.

E-mail bclark@rwu.edu all of the following information as early as possible, but no later than three weeks before the event:

• Date
• Time
• Exact location (building and room number)
• Title of series
• Title of program
• Presenter’s name
• Biographical information on presenter
• Description of event (what will happen or be discussed)
• Whether the event is open to the public
• Whether the event is open to the media
• Cost of tickets
• Procedure for getting a ticket
• Name of on-campus organizer
• Phone number and e-mail of on-campus organizer

Event posting on myRWU: To be included in the myRWU calendar, e-mail dailydose@rwu.edu as soon as you have the following information:

• Date
• Time
• Exact location (building and room number)
• Title of program
• Whether the event is open to the public
• Any other imperative information (i.e. tickets or reservations required)

Listing in the Daily Dose: If your information is already on the myRWU calendar, it will automatically be included in the Daily Dose. You do not need to submit it a second time. Please refer to the Daily Dose and All-University E-mail policies for more information.

To be included in the Daily Dose (if not already on the myRWU calendar), e-mail the following information to dailydose@rwu.edu by noon on the day prior to your event:

• Date
• Time
• Exact location (building and room number)
• Title of program