Events Publicity Form

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IMPORTANT: Before you begin

Schedule / Register your event before filling out this form.
Vassar Community Event sponsors should register events with Campus Activities

Checklist for this form
Have the following items ready before starting this form:

• Written copy for your event
• High resolution images if needed

Publicity Request: Member type

Are you:(Required)

Vassar Community Member

Community Partner

Select Your Agency(Required)

If your organization is not listed, please reach out to The Office of Community-Engaged Learning (OCEL) at ocel@vassar.edu.

Publicity Request: General Information Pt I

Contact

Name(Required)

First Last

Department / Program / Office(Required)

Phone(Required)

Email(Required)

Enter Email Confirm Email

Event Details

Request Formats(Required)

Poster

Vassar Events

External Calendar Events Listing—Poughkeepsie Journal, Chronogram, etc. (only available for events open to the general public)

Audience(Required)

Anyone (open to the public)

Campus community only

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In-person vs Virtual?(Required)

In person
Please refer to the current protocols for campus on the Vassar Together site for guidance.

Virtual
As a security measure, we suggest the public posting of Zoom preregistration links for virtual events and discourage the public posting of unregistered open Zoom meeting links. Read the Zoom support document on how to set up registration for a meeting.

This is an in-person event.

This is a virtual event. Registration link suggested

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In-person audiences(Required)

Students

Faculty

Administrators

Staff

Anyone (open to the public)

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Virtual audiences(Required)

Students

Family

Faculty

Administrators

Staff

Anyone (open to the public)

Publicity Request: General Information Pt II

When and Where

Date(Required)

Month

Day

Year

If this involves multiple dates, pick the first/start date.

Start Time(Required)

Hours

Minutes

AM/PM

Enter the time the event starts

End Time (Optional)

Hours

Minutes

AM/PM

Enter the time the event ends

Location:(Required)

Please include the physical and or/virtual locations of this event.

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Location: In-Person

Please fill out In-Person or Virtual location

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Location: Virtual - URL

As a security measure, we suggest the public posting of Zoom preregistration links for virtual events and discourage the public posting of unregistered open Zoom meeting links. Read the Zoom support document on how to set up registration for a meeting.

What

Title of Event or Headline(Required)

Limit 200 characters
Example: “Concert for Peace” by organist Gail Archer

Short Description or Summary(Required)

Limit 100 words (626 characters with spaces)
The length of the description should be no more than 2–3 sentences.

Example: Organist and Vassar music faculty member Gail Archer hosts a special one-night-only free concert at the iconic St. Patrick’s Cathedral to celebrate the music of both Ukrainian and Russian composers.

Main Text(Required)

Limit 575 words (3,500 characters with spaces)
Include details such as “reservations required” and information on how to make reservations/obtain tickets. You may also can include more details about the event—description, time, etc., if needed.

Type

Event Type(Required)

Lecture

Concert/Performance

Conference

Exhibit

Symposium

Workshop

Other

Additional Lecture Information

This is an endowed lecture

This is not an endowed lecture

Endowed Lecture Series(Required)

Series with full names are ordered by last name

Other Endowed Lecture Series Name(Required)

Sponsoring Departments/Programs/Offices(Required)

Please include website URLs for each Department/Program/Office. We will tag your event to appear on the respective websites indicated in your answer.

Publicity Request: Final Details Pt III

Poster Information

Prints Needed(Required)

There is no charge for design services. We provide an image file and a PDF. For printed posters, there is a $2.50 charge per poster to cover cost of materials.

None needed, I will print my own.

Yes, I want posters printed.

Quantity Needed(Required)

Standard campus distribution is 20–25 posters

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Budget Number(Required)

Posters require a budget number for printing costs.

Fund

Cost Center

Spend Category

Function

Worktag

Worktag (Additional)

Digital Files Needed(Required)

PDF for file attachments and downloads

JPG for digital signage

External Calendar Events Listing

Only for events open to the general public(Required)

Please confirm:

Yes, event open to the general public

Images

Multiple images allowed. Image(s) will be used for your Poster, Vassar Events listing, and External Calendar (when possible).

We need the best quality size you can provide.

• Include high-resolution digital files (300 dpi or pixels/inch).
• File size should be at least 1.5–2 MB.
• Each image should include caption information, and a photograph credit, if available.
• Do not provide an image we can’t use. We need permission to use images held under copyright.
• Do not provide an image embedded in a word-processing or layout document.

Accessibility Note: We will not post images with large amounts of text in them like poster images. Poster image text should be submitted through the appropriate text fields in this form.

Image File Upload

Drop files here or

Accepted file types: jpg, jpeg, png, tif, tiff, Max. file size: 5 MB.

Photo Caption and Credit

A brief description related to the image (i.e., who is in the picture, who took it, name and date if it is an artwork, etc.).

Alternative (Alt) Text

A one-line description of what's in the picture that can be read aloud to someone using assistive technology for the visually impaired. This text is hidden from a sighted user.

Deadlines

Due Date(Required)

Please allow enough time for your request to be completed. We cannot guarantee that your event will be posted in time if submitted later than the lead times listed.

• Posters: submissions must be received three weeks before the poster is due.
• External Calendar Events Listing: submissions must be received two weeks before the event.
• Vassar Events: submissions must be received two weeks before the event.

Month

Day

Year