The Office of Public Relations

Resources for Campus Clients

Visiting Speaker Promotion Information

The Office of Public Relations and the Office of the President have prepared the following information to assist all departments with the preparation of promotional materials for visiting speakers (including authors, artists, scholars, etc.). Please follow these procedures if your speaker is a Thomas P. Johnson Distinguished Visiting Scholar, Artist or Author. While these promotion elements are recommended for all other speakers, they are not required and may vary at your discretion.

In order to maximize event promotion on campus, working at least four weeks in advance is recommended. This will allow sufficient time for the approval, production and distribution of posters. If the visitor may be of interest to the general public, please work six to eight weeks in advance so that the Office of Public Relations can attempt to secure calendar listings or publicity in local publications.

Recommended promotion elements:

Distribution to the media for calendar listings or consideration for advance promotion or event coverage
Campus promotion in R-Town (a list of key local businesses and outlets is available for external promotion if deemed of interest to the community)
Online calendar posting
Campus e-mail to faculty, staff and students
Posters for display in key campus locations (see listing below)

Promotion elements are as follows:

Media Calendar Section
If appropriate, the Office of Public Relations will e-mail speaker information to local media outlets for calendar listings. If the visitor may be of interest to the general public, please work six to eight weeks in advance so that the Office of Public Relations can attempt to secure calendar listings or publicity in local publications. For your convenience, click here to fill out an online press release form. The form will automatically be e-mailed to the Office of Public Relations. If you have other specific media contacts who may be interested in doing a story on the speaker, please provide those electronically to Stephanie Page Duesing at sduesing@rollins.edu.
Campus Promotion in R-Town
Speaker information received in the Office of Public Relations via the above press release request form will also be automatically included in R-Town, the College's electronic newsletter distributed to faculty and staff, provided the form is submitted two weeks in advance. The story will include the same copy used in the press release and promotional poster. In addition, the event will be considered for posting on the Rollins home page in the News & Public Relations headlines section when received within the requested timeframe.
Online calendar posting
By registering your event on the online Rollins College Calendar of Events, your event will automatically appear on the Rollins home page under "Upcoming Events" the week of the event. This will also allow your event to be posted on calendar screens on campus.
Campus e-mail
It is recommended that you send out an e-mail to all faculty, staff and students about the speaker's upcoming visit. If you need help sending out a campus-wide e-mail, please call the IT help desk at ext. 6363.
Posters
Hosting departments are responsible for drafting the copy for the posters, secure proper approvals and sending the final copy to Printing Services for printing. It is suggested that you e-mail the copy to Printing Services seven working days in advance of the event to ensure enough time to process your order. Here are the production steps that should be followed for campus speaker publicity:

a. Draft the copy about the speaker and secure a photo

Posters are 11" x 17" and should include the title of the presentation, times, dates, location, biographical information about the speaker, and a picture (if available). Please click here to view a sample poster. Please specify if your speaker is a Distinguished Visiting Author, Artist or Scholar, or if the speaker is funded through another program, as that information will appear on the outer shell of the flyer (not shown in the sample flyer). Placing posters around campus is a good way to gain visibility for your speaker. Order 25 posters to be placed on bulletin boards and in residence halls on campus. See poster placement information listed below for details on where to place posters.

NOTE: If the speaker did not send you a picture, it is advised that you check the Web to try to find one for inclusion. You may right click on photos on the Web and choose "Save Image As" to save it to your desktop or to a location on your department drive. Attach the photo with your e-mail to Printing Services.

b. Receive proper approvals of the content

If the speaker is a Thomas P. Johnson speaker, e-mail the poster copy to lkyle@rollins.edu in the Office of the President for review. Copy changes will be returned via e-mail.

c. Upon approval, send the final copy and the photo to Printing Services with a copy to Stephanie Page Duesing at sduesing@rollins.edu in the Office of Public Relations for inclusion in R-Town. The Print Shop may be reached at ext. 2332 if you have any questions.

In the e-mail, include paper color (nothing too bright) and the exact number of desired posters. Please click here to view our Bulk Mailing address list. It includes addresses of local bookstores, libraries, etc. For additional addresses (including alumni, members of the community, etc.), please e-mail sduesing@rollins.edu and ask for the TPJ mailing list. This list is available electronically or on mailing labels. Hosting departments will be responsible for underwriting printing and mailing costs unless previous approval for support from another source has been secured.

The e-mail should also include the budget number.

Once complete, Printing Services will lay out the posters in a program suitable for printing. Printing Services will provide the final copy to Stephanie Page Duesing at sduesing@rollins.edu and Lorrie Kyle at lkyle@rollins.edu for final proof. Once the posters are printed, you may have them delivered to your department for distribution.

d. Poster Placement on Campus

Olin Library bulletin board

Post Office

Cornell Campus Center calendar screen

Dave's DownUnder

Residential hall bulletin boards

Rice Family Bookstore

Dianne's Caf�

Orlando Hall (English department)

Bush Science Center

Cornell Social Sciences bulletin boards