Event Publicity

Creating Materials

• Student Groups Publicizing On-Campus
  • Try Canva to make posters
  • If your event would like to use a Gustavus logo on the publicity materials, see the official style guide used for marketing materials
  • Order printed materials through Printing Services
    • Use the Web2Print function and follow the prompts.
    • A typical poster size for on-campus materials is the 11x17 option

• Departments Publicizing On-Campus
  • For smaller events, publicity materials can be designed through platforms such as Canva
  • For larger events with outside speakers or guests, contact Dana Lamb to create publicity materials through the Office of Marketing and Communication.
• Student Groups or Departments Publicizing Off-Campus
  • When hosting an event that invites people from off-campus, working through the Gustavus Office of Marketing and Communication is recommended. 
  • Contact Dana Lamb to begin the process of creating publicity materials for your event at least 6 weeks prior to the event.

Creating Online Materials

View these tips for creating web and social media publicity.

Printing Publicity Materials

Printing Service website lists cost information and and guidelines.
Submit all requests online to Printing Service.
Follow these guidelines for creating a more accessible event.

Planning Timeline - Campus Publicity Ideas

3-6 Months Before Event

• Add event to the college calendar
  • The calendar includes detailed descriptions and information about each event. It also runs announcements about an event, which may run up to three times before the actual event.
  • Gustavus-l is a daily email sent to all subscribed members on campus about what is happening that day. Events and announcements on the College Calendar will automatically appear on Gustavus-l.
• Create event website - request help with Gustavus Technology Services if needed
• Submit information to the Gustavus news page for a potential web story
• Find faculty willing to share the event with their classes

4 Weeks Before Event

• Post initial social media - see tips of online posting
• Send initial email invitations - send to key faculty and student organizations to share
• Hang posters on campus
  • Printing Services can provide a variety of services such as colorful paper, printing flyers, and printing enlarged posters 
  • Posting policy and process for the Campus Center/Student Union
    • (10 posters may be hung and must be stamped by the Campus Activities Office Information Desk)
  • Stop into Residential Life about posting signs in residence halls

3 Weeks Before Event

• Start running digital signage on campus televisions
• Submit post for Inside Gustavus - weekly electronic employee newsletter
• Contact the Gustavian Weekly for a story - student printed newspaper

Week of Event

• Final publicity push
  • Social media
  • Sit at tables outside the dining room - reserve a table online or at the Campus Center Information Desk
    • 4 tables upstairs and 2 downstairs
  • Chalk on sidewalks around campus
    
    • A fine will be issued for chalk on any vertical surfaces
  • Sidewalk display boards
    • Reserved through the Information Desk. They need to be displayed outside and must not be set up to obstruct high traffic areas. You must set up and take down these boards yourself. 

Post Event

• Social media and blog post recap - post as soon as possible after event
• Update website (change to past-tense)
• Send recap email (announce next year's event date if known)

Additional Off-Campus Publicity Options

3-6 months

• Determine off-campus target audience to invite
• Save the date sent to off-campus audiences
• Post event on free online calendars in the area

6 Weeks

• Mail print invitations
• Send email invitations 6 weeks before the event
• Send information to Alumni Office and Dean of Students Office to include in monthly email newsletters to alumni and parents

Free Online Local Event Calendars

Kato Info
Greater Mankato Events
St. Peter Chamber and Tourism
Mankato Life
SouthernMinn.Com (St. Peter Herald)
Mankato Free Press
KEYC Television

To request or change set-up or technology services after you have reserved the room, please email gustavusevents@gustavus.edu.