Advertising and Promotion

Information about your meetings and events can be publicized through different types of media, including flyers, post­ers, banners, newspapers, videos, social media, and most importantly word of mouth. You can create these items yourself in Canva or utilize Adobe Creative Programs such as InDesign, Photoshop, or Illustrator by reserving a computer in the Graphic Arts Suite in Wilson Commons.

If you need assistance with ideas and/or the creation of you publicity, contact the Wilson Commons Student Activities (WCSA) Graphic Arts Service about one month prior to your event. This should give you and the design team enough time to develop a plan.

It may be best to promote your event in two phases. First, try advertising two to three weeks prior to the event so that your audience has advance notice - especially when tickets are being sold. Then, make another publicity push three to five days prior to your event or deadline to remind the community of the date.


Posters or flyers for your event should accurately portray the basic information about your activity. Use the following questions to help ensure you’re covering all of the information you need on the flyer:

  • Who is sponsoring the event, who is invited to attend
  • What type of event is it, what is the name of the event
  • Where the event is
  • When is the event (date and time), when is registration, when do doors open
  • Why are you hosting, why should people attend
  • How to get tickets, how to find out more information, how much does it cost


When a project is ready to print, you are expected 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 time and stress by editing your basic information before starting the design process.

In almost every case, the Graphic Arts Service 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’s name into this sentence: "[Parent Organization] is SA-funded." This statement should appear in 10 to 12 point 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 accommodations should contact Wilson Commons Student Activities at 585-275-5911 or This request should be made at least five business days in advance of the event." This should be in 9 to 12 point font and can include the handicap symbol.

Printing Posters

SA-funded organizations can make up to 50 photocopies at a time through the SOFO office in the Ruth Merrill Center. If you are interested in glossy, professional printing, the WCSA Graphic Arts Service works directly with local printers and can help you find the best prices. Generally, the cost to print an 11” by 17" full-color high quality poster is $1.35 each (plus delivery fees). Students can also utilize printing facilities in the Copy Center, which is located at the Medical Center.

Large Format Printing

The Graphic Arts Suite now offers in-house large color sign and banner printing! For student organizations, prices start at $2 per square foot for paper and $3 per square foot for vinyl. Contact WCSA Graphic Arts Service for more information.

Screensaver Advertising

Advertising can be done on public PCs free of charge for student organizations. Below are the guidelines that must be followed to use this service. Slides must:

  • Be submitted at least one week prior to the event
  • Be submitted via email in JPG or PNG format (1280 x 1024 is the suggested minimum resolution); all other formats will be rejected
  • Include an end date
  • Not contain objectionable or suggestive content
  • Be directly related to University of Rochester events or activities, and should include the sponsoring organization
  • Include the date and time of your event and, if applicable, where to go for more information

Slides will generally be active within 48 hours of submission. Requests must be sent to Mike Maskalans at

University Calendar

Performances, lectures, exhibits, conferences, sporting events, and more! If it's happening at the University, make sure to get it posted to the University's Event Calendar. The calendar is visited daily by students, faculty, staff, parents, alumni, and the Rochester community.

To add an event to the University calendar go to their website and click on “Login to save and share.” After entering you NetID fill out the online form, including a small image of the organization, event, or event location. Do not use a poster as the image as the image is two small and the poster will be illegible.

All events posted on the University calendar need to be approved by University Communications. Please be sure to submit your event at least three weeks in advance so that there is time to approve the event and for people to see the event.

You can email with any questions or changes.