Publicizing Your Event

The Student Activities team works with student organizations on an ongoing basis to assist with marketing and provide event support, including but not limited to: creating flyers and poster designs for your event, distributing posters, and advertising your event on social media. Please contact our office to let us know how we can support your organization's event. 

Once you've planned your event, you'll need to get the word out:

  1. Post if on the Online Events Calendar (use your regular W&L username and password to log in.)
  2. Submit a Campus Notice
  3. Hang a Banner
  4. Create Posters/Flyers (Use your regular W&L username and password to log in. Please allow 4-6 weeks lead time for posters)
  5. Promote on Social Media (Email Erica Turman or reference @wluLex on Twitter.)
  6. Don't forget to reach out to Student Activities for assistance with event promotion--and while you're at it, follow us on Instagram (@wlustudentactivities)--so that we can include your event in the Student Activities email updates that go out to all students on a weekly basis.  

Policies and guidelines for posting/advertising on campus:

Banners and posters: Please email to have banners approved to be hung in Elrod Commons for events or initiatives that your student organization may be planning to advertise. Banners and posters should be approved by the Dean of Student Life. The Student Activities staff is also happy to help hang up posters and banners when dropped off to the Student Activities office. The Division of Student Affairs reserves the right to remove flyers and banners deemed inaccurate or inappropriate, not associated with recognized student organizations, or which advertise events for which the date has expired. Flyers may not be posted on any doors or windows and may only be posted on designated bulletin boards. Academic buildings, Leyburn Library and other spaces on campus reserve the right to restrict banners and posters to their own designated areas as determined by department. 

Chalk: Chalk is approved for use on designated areas of campus on a case-by-case basis; all requests to use chalk advertising should be submitted one week in advance to Organizations using chalk on campus without prior approval may incur cleaning costs from Facilities Management.  

Tabling in Elrod Commons: Setting up a table in Elrod Commons is a great way to promote your organization's activities and mission. Tables can be reserved throughout the academic year. Student Affairs approves all requests for tabling activities in Elrod Commons. Registered student organizations may request to use space and tables in the Commons to advertise for events and/or fundraise, but are responsible for setting up and taking down any tables and chairs used. Please contact to request use of a table. Please note that requests are only reviewed during regular business hours -- Monday through Friday, 8:30-4:30 pm, so please plan accordingly.