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Publicity

Publicizing Your Event

There are a number of Publicity Spaces that can be reserved through the EMS Web App. In an effort to maximize the available publicity space, the following policies apply for all reservable spaces:

  • Organizations can reserve one of each type of publicity space, but never two of a given type – E.g., 1 Banner & 1 Sandwich Board.
  • Each type of Publicity item has specific time restrictions regarding the length of its reservation. Groups cannot reserve publicity space for consecutive weeks.
  • All publicity must be appropriate and suitable for an all-ages audience. Publicity may be removed by staff due to offensive or inappropriate content.
  • After 48 hours of not using your reserved publicity space, we will release your reservation for another group to utilize it.
  • For some publicity reservations it is helpful to have your PDF confirmation when turning in the publicity item.
EMS Web App

Publicity Spaces & Policies

  • Café Mac Banners (Café Mac North/South Railings)

    Located in Café Mac, banners on the railings are a great way to publicize to students. A reservation with at least two days advance notice is required.
    Note: Banners cannot be held at the Information/Reservations Desk and banners need to be dry.

    Café Mac Banner Guidelines:

    • Size: Up to 60” width x 72” height

    • # of Slots Available: (6) banner spaces available. Therefore only (1) banner space will be reserved per event

    • Quantity: (1) banner per slot

    • Duration: Banner spaces can be reserved for up to (7) consecutive days (including weekends) per event or series of events (e.g., ABC Week, LMN Month, XYZ Weekly Gathering) through Reservations

    • Due: Please turn in your Banner on the first day of your reservation to the Building Manager Desk on the second floor of the Campus Center (near CC 207 & CC 206). Please provide the Building Manager a copy of your PDF confirmation. The Building Manager will hang your banner.

    • Additional Notes: Please do not use materials on your banner that will fall off, droop, cause additional cleaning for custodial staff, and/or is a hazard to people walking below. Such items include: confetti, recycled cardboard, glitter, sequins, feathers, beads, balloons, and flowers/plants. Banner promotions must be hung without using adhesives or anything that will mark or destroy the painted walls or metal railing. Suggested hanging materials include: ribbon, string or fishing line. Large binder clips can be used on the cable.
  • Circle Railing Banners (Campus Center Second Floor)

    The Circle Railing is located in the main level lobby of the Campus Center. The Circle Railing can be reserved for up to 7 days per event or series of events (e.g., ABC Week, LMN Month, XYZ weekly gathering).

    Please read the following to assist you in planning your Circle Railing Advertising:

    • Circle Railing promotions may only hang 12 inches below the painted area of the Circle Railing.

    • Circle Railing promotions must be hung without using adhesives or anything that will mark or destroy the painted walls or metal railing. Suggested hanging materials include: ribbon, string or fishing line. Large binder clips can be used on the cable.

    • Please do not use materials on your banner that will fall off, droop, cause additional cleaning for custodial staff, and/or is a hazard to people walking below. Such items include: confetti, recycled cardboard, glitter, sequins, feathers, beads, balloons, and flowers/plants.

    • Please bring your Circle Railing Banner (with a copy of your Confirmation) to the Campus Center Building Manager on the first day of your reservation. The Building Manager is located at the small desk near CC 207 & CC 206 on the 2nd floor of the Campus Center. The Building Manager will hang your banner.
  • Digital Signage (Campus Center Information Desk)

    Digital Signage is for the television hanging near the Information and Reservation Desk.

    Digital Signage Guidelines:

    • Size: 1330 pixels width x 1080 pixels height

    • Qty Accepted: (1) .JPEG Image

    • # of Spots Available: Unlimited

    • Duration: The Campus Center Digital Signage spot can be reserved for promo up to (7) consecutive days per event or series of events (e.g., ABC Week, LMN Month, XYZ weekly Gathering).

    • Due: Please email your image to Neno Grae ([email protected]) (14) calendar days before your event.

    • Note: Before you send us your promo: Your event must be publicized on the College Events Calendar and all Setup/Catering/AV details need to be confirmed/finalized by the Reservations Staff
  • Display Cases (Campus Center Lower Level)

    Campus Center display cases are located on the walls of the lower level.
    Display Case Guidelines:

    • Size: Up to 22” x 28”

    • Qty Accepted: Depends on the Size

    • # of Slots Available: (4) Display Cases

    • Duration: Display Cases can be reserved for up to (7) days per event or series of events (e.g., ABC Week, LMN Month, XYZ Weekly Gathering) through Reservations

    • Due: Please bring your promo materials to the Campus Center Information Desk on the first day of your reservation and pick up the key for the designated Display Case.

    • Note: You are responsible for putting up and cleaning out your promotional items.
  • Poster Run

    There are different spaces around campus, including the Campus Center, academic, and administrative buildings, where student organizations and departments can hang their posters. Posters for the poster run do not require a reservation.

    Poster Run Guidelines:

    • Size: 8.5” x 11”

    • # of Slots Available: Unlimited

    • Quantity: (16) per week per event

    • Duration: Posters typically stay up until the day of your event.

    • Due: Tuesday at 4 pm at the Center for Campus Life Desk (Campus Center Second Floor)

    • Due: Once your reservation is made, submit your poster file to be printed to Document Services at least 2-3 days in advance. Include a copy of your reservation confirmation or your reservation number. Everything else will be taken care of for you.

    • Put Out: Document Services will print your posters and then the posters will be put up every Tuesday at 4:30pm

    • Please note, placement of posters on other areas not designated on the Public Posting Locations document are subject to being taken down. If you have specific questions about the placement of a poster contact Andy Williams, Director of Campus Center Programs & Services.
  • Sandwich Boards (Bateman Plaza)

    Sandwich boards are a great way to publicize an event as they are placed outside the Campus Center on Bateman Plaza. This ensures a large portion of the Mac community will see your poster.  A sandwich board requires a reservation to be made at least 2-3 days in advance.

    Sandwich Board Guidelines:

    • Size: Up to 22” x 28,” we recommend publicity be laminated

    • # of Slots Available: (4) Boards available. Therefore only (1) board will be reserved per event.

    • Duration: Sandwich Boards can be reserved for a maximum of (3) consecutive days (including weekends) per event or per series of events (e.g., ABC Week, LMN Month, XYZ Weekly Gathering) through Reservations.

    • Due: Once your reservation is made, submit your poster file to be printed to Document Services at least 2-3 days in advance. Include a copy of your reservation confirmation or your reservation number. Everything else will be taken care of for you.

    • Put Out: Document Services will print your poster and then they will place it on the sandwich board, which will be put outside the Campus Center by staff every morning by 8 am and brought in before close.
  • Table Tents (Café Mac Table)

    Table tents are small plastic holders for flyers placed on all Café Mac tables.

    Table Tent Guidelines:

    • Size: 4” x 6”

    • # of Slots Available: (16)

    • Qty Accepted: (30)/slot/event

    • Duration: Table Tents slots are reserved for (7) consecutive days, Sunday to Saturday, per event or series of events (e.g., ABC Week, LMN Month, XYZ Weekly Gathering) through Reservations.

    • Due: Once your reservation is made, submit your flyer file to be printed to Document Services at least 2-3 days in advance. Include a copy of your reservation confirmation or your reservation number. Everything else will be taken care of for you.

    • Put Out: Document Services will print your flyer and then they will be placed into the table tents on Sundays.
  • Additional Promotional Resources Not Scheduled by Reservations

    College Events Calendar (Online)

    • To submit an event, events.macalester.edu/submit/

    • Your event will automatically also show up in the Mac Daily via the College Events Calendar link.

    Mac Daily

    The Mac Weekly