Skip to main content

Event Planning

Advertising and Promotion

Information about your meetings and events can be publicized through mang mediums including fliers, post­ers, banners, newspaper, radio, and most importantly, word of mouth.

While it's important to publicize early for an event, it's vital to publicize many times in many ways. It may be best to promote your event in two phases. In order to being a proper promotional/advertising campaign, you should first contact the Artist within the Graphic Arts Suite about 1 month prior to your event. This should give you and the Graphic Artist enough time to develop a plan that will allow you to begin advertising 2-3 weeks prior to the event so that your audience has advance notice. You should then do another publicity push 3-5 days prior to your event or deadline to remind the community of the date.

Jennelle Hart, Graphic Designer - 103 Wilson Commons, 585-275-5941 or


Posters or flyers for your event should accurately portray the basic information about your event. An easy way to remember the details is to remember the six W's:

  • WHO - who is sponsoring the event, and who is invited to attend
  • WHAT - what type of event is it, and what is the name of the event
  • WHERE - where the event is
  • WHEN - when is the event (date and time), when is registration, when do doors open
  • WHY - why are you hosting, why should people attend
  • HOW - how to get tickets, how to find out more information, how much does it cost

Proof Read

When a project is ready to print, the Graphic Designer will ask you to proofread and approve the final version. There is nothing worse than finding typos or misinformation after hundreds of copies have been made. In addition, you can save yourself some time and stress by editing your basic information before starting the design process. In almost every case, the Graphic Designer will use the exact wording you provide, so making sure that it sounds the way you want in advance is always a good idea.

SA Funded Statement

SA funded organizations need to include a statement regarding their status as being SA funded. Insert the organization into this sentence: "[Parent Organization] is SA funded." This statement should 14pt font.

Committee Advertising

When advertising an event sponsored by a committee, it shall be advertised as "[Name of Event] is sponsored by [committee name], a committee of [parent organization]."

Disclosure for Special Accommodations

All publicity directed to the general public MUST contain the following statement: "Anyone requiring disability related accommodations should contact the University Intercessor at 585-275-9125 at least five business days in advance of the event."

Printing Posters

The SA Graphic Designer can also assist with your own poster needs. You can create posters yourself in InDesign, Photoshop, or Illustrator by reserving a computer in the Graphic Arts Suite. The Graphic Designer can also design large, full-color posters according to your needs and budget. Generally, the cost to print an 11x17" full-color poster is $1.35 each. The River Campus Copy Center is located at 210 Meliora Hall. They will meet or beat any written price quote from another agency. The Graphic Designer works directly with local printers and can help you find the best prices for your advertising. SA funded organizations can also make up to 50 photocopies at a time through the SAAC accountant in the Ruth Merrill Center.

Large Format Printing

The Graphic Arts Suite now offers in-house large color sign and banner printing! Prices start at $2/sqft for student organizations. Contact the Graphic Designer for more information.