College Communications

The following policies and procedures are intended for on-campus event promotion.

1. Reserve a room and get your event onto the Haverford campus calendar.

The earlier the better, but no later than three weeks in advance of the event if you would like the Office of College Communication's assistance promoting it.

Reserve your room using the EMS Web App. If you need assistance with a reservation, please contact Conferences & Events at hc-events [at] haverford.edu or visit the Event Scheduling & Room Reservations website for more information.

Once your event is approved, it should automatically appear on the campus calendar if it is open to the public. You will receive an email from Conferences & Events with a link to provide publicity information. You are responsible for entering your event description, adding an image, or other promotional materials.

An effective calendar listing includes:

• a complete event description, including the name of the speaker, links to their affiliated institutions, a description of the topic or talk, and a speaker bio.
• a good quality photo.

Note: Uploading a poster or flyer in place of entering promotional information is not acceptable. For accessibility reasons, the listing itself must contain a text description of your event.

If your listing is missing any or all of these things, it will be difficult for College Communications to provide assistance.

2. Get your event listed as a "Featured Event" on the calendar and in the "On-Campus Events" electronic newsletter.

The most important thing you can do to give your event visibility is to ensure your EMS listing is complete. This is what makes your event eligible for spotlighting on the Featured Events page. Only events that are open to the public are eligible for inclusion.

College Communications updates the Events page based on what information appears in EMS, and events without photos or descriptions cannot be included. Once an item has been added to Featured Events, College Communications then uses this content to create an email newsletter for off-campus subscribers in the local community. This "On-Campus Events" newsletter is sent approximately twice a month during the school year.

3. To inform the campus community of your event:

• To reach faculty and staff, add your event to the Daily Digest. Note: Items may only appear up to two times.
• To reach students, list your event in Haverford Engage. You may also submit your information to the Weekly Consensus, which is published by the Students Council secretaries.
• To advertise on campus (posters, banners, signs, and other visual media), refer to the Posting Policy.
• To let the Bryn Mawr College community know about your event, visit the Bryn Mawr Daily Digest page for instructions on submitting your information.

4. For assistance getting further coverage for your event:

• Given the dwindling resources of the news media, there are limited circumstances in which on-campus events would attract coverage by reporters at local or national media outlets. However, if you believe your event is of special interest, please send that information to hc-editor [at] haverford.edu for help reaching reporters and editors.
• College Communications handles events coverage in a variety of ways, including writing short website news stories, Haverblog posts, Haverford College Facebook posts, Instagram stories and posts, tweets, and Haverford magazine articles. If you believe your event will help us tell the Haverford story in a compelling way, send your information to hav.to/news. Note: College Communications isn't able to cover every story suggested.

Off Campus Events

Off Campus Events are included on the Campus calendar and/or events newsletter at the discretion of College Communications. Examples of acceptable and unacceptable Off Campus Events are as follows:

Acceptable:

• A film screening - members of the Haverford College community have a film screened at the Bryn Mawr Film Institute.
• A Bi-Co/Tri-Co department or organization with an event hosted on another college campus, such as a the Haverford-Bryn Mawr Orchestra.

Unacceptable:

• Events that are not part of an organized or programmed outing managed by a Haverford office or club.