Event Information for Staff and Faculty
Your Event Information
- Give your event a memorable, informative, brief title. It will compete for attention with many other events on the College calendar.
- Provide a detailed explanation of the event: who, what and why.
- Tell us something about who’s participating by providing professional titles, what presenters are known for and/or brief descriptions.
- Request high-resolution photos (300 dpi and at least 3×5 inches) from speakers that can be used in print and online publicity.
- Determine whom the event would appeal to. For example, “Biology majors will find this speaker interesting because …”.
- If your event is open to the public, the Office of Communications and Marketing may be able to interest the media if a news angle can be found: the first of its kind or part of a larger trend or a human interest connection or local angle. Judy Augsburger (firstname.lastname@example.org or 909.607.0713) handles media interaction.
Reserve space on campus as early as possible using the Event Management System (find more event-planning information here. If you have questions, email email@example.com or call the facilities coordinator at 909.607.4559. Staff will help confirm that your event won’t conflict with another and can provide information on room set up, audio visual and rentals.
If you will need sponsorships or speakers (on- or off-campus, including HMC faculty and staff members) to participate in your event, send requests well in advance (at least two months or more, if possible) so that they will have adequate time to respond (your request may have to go through multiple channels of approval, for example). More lead time is often needed for off-campus, high-profile partners/speakers (six months or more in advance).
If you’d like to include food, Harvey Mudd Catering can provide services customized for the College community. They can also advise about alcoholic beverages. Contact the catering event coordinators at 909.607.0419 or 909.607.2675.
At the beginning of each month, the communications office sends an email request regarding events. Follow the link, and complete the Submit Event form for each event. Here’s where your event will be promoted:
- The Harvey Mudd website, home page, in the “Events” section
- The EMS calendar, which is open to The Claremont Colleges community and contains event information from all 7Cs
- The Claremont Colleges calendar (Distributed online at the 7Cs and to subscribers). For your event to appear on the CUC calendar, be sure to complete the “Excerpt” field located in the middle of HMC’s online form.
- On-campus monitors in Galileo Hall and The Cafe, “Events” column
- E-newsletters for alumni and parents (if your event is open to the public)
Events that are held off campus usually must be sponsored by an HMC department or organization to be included for consideration.
Determine if a print publication needs to be created to publicize your event. The communications office can create these based on your needs. Depending on your audience, timeframe and goals for the event, you may consider table tents, postcards (for a mailing) or posters (letter sized or tabloid). Please complete our Creative Brief using our online request system. If you do not have access to the Wrike system, contact firstname.lastname@example.org. Also, the College provides Microsoft Word templates to help you prepare various publications.
Café Monitor– Flier submission procedure
- Content: Flier information must be potentially useful to the Harvey Mudd College community. Events may be hosted by Harvey Mudd departments, offices or organizations.
- Sizing: In order to display properly on the Café monitor, horizontal or square fliers are best.
- Info: Fliers should include all pertinent information: who is involved, what is happening, when and where the event is, cost (or free) and a brief description. Include contact information, such as a phone number or email address. Please keep information brief and easily readable as your flier appears on the monitor for no more than 6 seconds.
- Format: Provide in PDF (preferred), JPEG or PNG format.
- Deadlines: If advertising an event, fliers should be sent to email@example.com no less than three days in advance of the event. Last-minute announcements may be rejected.
- Removal Date: If no removal date is indicated, staff will remove after the event date or at their discretion.
- Edits: The Café monitor moderator in the Office of Communications and Marketing (firstname.lastname@example.org) reserves the right to edit fliers to correct any obvious mistakes. You will not be contacted to approve such changes unless you explicitly request otherwise in your submission. Feel free to reference the College’s editorial style guide.
- Send your fliers to email@example.com with the words Café Flier-[title of flier] in the email subject line.
Contact the editorial team in the communications office to help with advertising on social media: firstname.lastname@example.org or email@example.com. Or, post directly on your accounts and the College can re-post. Assign a hashtag to an event to create a conversation. You and others can post during the event to create more buzz.
Promote your event using the faculty and staff listservs.
Announcements may also be sent to:
If time and budget permit and the event warrants it, you may wish to purchase print ads in targeted publications. The College has placed ads for major talks (Nelson and Annenberg speaker series) in the Claremont Courier and Inland Valley Daily Bulletin. We have also placed ads in the Los Angeles Times.
If your event is open to the public, consider reaching out to potential audiences off-campus. Budget permitting, you may wish to distribute posters or mail postcards to local schools, professional organizations, religious institutions, nonprofits and clubs.
There are many ways to promote your event. Consider staffing information booths inside and outside dining halls, and chalking sidewalks or chalkboards on campus. Find creative opportunities for publicity that will most resonate with the audience you’re trying to attract.
If you’d like photos taken during your event, there are several options. You may take them yourself, arrange to have photos taken by a student or other person (paid or volunteer) or work with the communications office to hire a professional photographer. If a professional is desired, contact firstname.lastname@example.org at least three weeks in advance. It is also possible to capture your event on video; contact email@example.com or the Helpdesk at 909.607.7777 and fill out an Audiovisual Request Form. You’ll need to give speakers an HMC media release that they must sign and return before the event (contact firstname.lastname@example.org).