Guidelines for Publicizing UMW Events

Four weeks prior to your public event, send to the Office of News and Public Information, by campus mail or email tmannix@umw.edu, the following information:

1) Fact Sheet including:

Name of speaker or event, date, place and time
Name of sponsoring organization
Ticket price and how to obtain ticket, if applicable
General information about the speaker or event, including the topic
Your name and telephone number

Once you have released information on an event’s time, date and location, do not attempt to change it. It is impossible to notify everyone of a change. Members of the public will be disappointed and unhappy if they miss the event.

2) Photos:

Color slides, color photos or black and white photos of the speaker, performer or group are useful in getting good news coverage of your event. A head and shoulders shot is best for speakers, and action photos are best for performing groups, although still group shots also can be used. We can accept photos in digital format but they must be at least 300 dpi TIFF or JPG files. Photos with a lower resolution are not acceptable for print publications; however, they can be used on the Office of News and Public Information Web site to publicize your event. They can be sent by email to Teresa Mannix (tmannix@umw.edu).

3) Background Information:

A copy of the speaker’s curriculum vitae or other background information. (TIP: Ask for the CV and photos at the time you initially contact the speaker.)

4) News:

Copies of any news stories or other material you may have about the individual or group that give complete background information.

The Office of News and Public Information will prepare a news release from this information that you will be able to look over before it is sent to the news media. Ideally, news releases are sent two weeks before the event takes place to ensure that the deadlines of weekly publications are met.