How to Get the Word Out! There are lots of ways to tell the campus about what your organization is doing!
Four Weeks Before Your Event
When you initially create your event on BergSync, there is a button you can check to make sure your event is posted to the main events calendar. At the bottom of the first page of the event form, right above the green ‘Create Event’ button, there is a checkbox option that says ‘Request inclusion on Admin events list to reach more people.” Make sure to check that box so everyone can see your event!
Three Weeks Before Your Event
Your next step is to get your event on inside.heidelberg.edu! Visit inside.heidelberg.edu and scroll to the bottom of the list of events until you see the blue ‘Calendar’ button. From the calendar page, click on ‘Submit an event’ to fill out the Event Posting Request form. Inside Heidelberg isn’t just about events though- you can post an announcement, too! From the main inside.heidelberg.edu page, scroll to the bottom of the list of announcements and click ‘Full list.” At the top of the full list is the ‘Submit an Announcement’ form. Make sure to read the Announcement Guidelines before completing the form.
Two Weeks Before Your Event
Social media and technology are great, but sometimes nothing beats a colorful and fun flyer. Design a flyer that is eye-catching and informative, and print out enough copies to hit the key locations. Get your flyers approved at the Office of Student Engagement in Campus Center 306 before you hang! The full list of flyer posting guidelines is listed below.
Want to see your event on the screens across campus? Send a PowerPoint slide to email@example.com to get your event on the campus tvs. Your PowerPoint slide must have the same content as your flyer (event title, location, time, date, sponsoring organization, and contact information).
The Week Before Your Event
Each week, the Student Engagement Office puts out an email to all students called ‘This Week’ which contains events and news for the upcoming week. They’re pretty good about finding out everything that’s happening, but if you want to be sure your event is included (and maybe even spotlighted!), email firstname.lastname@example.org.
The Day Before or Of Your Event
Does your organization follow @BECHeidelberg or @HeidelbergU on Twitter? They’ll follow you back and sometimes they’ll even re-tweet your event tweets!
Pro Tip! All of the communication channels listed above are great ways to get the word out about your events, and that’s what everyone else is doing, too. So if you’re looking for something to do on a random Tuesday afternoon, make sure to check the BergSync calendar, the Inside calendar, or check your inbox for yesterday’s This Week- there’s lots to do on campus!
Rules for Hanging Signs, Fliers and Banners
Only members of recognized student organizations and departments of the Heidelberg University community are allowed to post fliers and hang signs on the designated bulletin boards and stair wells inside campus buildings.
All posters, fliers, signs and other notices must clearly state the name(s) of the sponsoring organization(s), date, time, venue, contact information and if they are open and free to both the Heidelberg and Tiffin communities.
Fliers and signs must be approved by the Office of Student Engagement before they are posted.
Fliers must not exceed 11 inches by 17 inches, and they may be push-pinned, thumb-tacked or stapled to bulletin boards.
Banners must not exceed 4 feet by 8 feet in size.
Please be considerate, and observe the limit of one poster or flier per bulletin board.
Fliers not stamped (i.e. approved) will be removed without warning. Please note that stamping a flier is for posting purposes only and does not in any way reflect approval of content.
All fliers, signs and banners may be stamped during the normal office hours of 8 a.m. to 4:30 p.m.
Recognized student groups are responsible for removing their fliers, signs and banners within 24 hours after the event. Fliers, signs and banners that are not removed will be discarded.
Do not post fliers, signs or banners on walls, door, windows, tree, lampposts, sidewalks, University signage or traffic and street signs. Fliers, signs or banners found in these locations will be removed immediately.
Fliers, signs or banners are not permitted in Hoernemann Refectory. The Office of Student Engagement permits student to place table tents on the table in Hoernemann, as well as in Fireside Cafe Pub, Rock Creek Cafe and in other various places on campus.
Community-based fliers can only be posted on the designated Community Bulletin Boards located by the mailboxes on the lower level of Campus Center.
Looking for Siggy?
Siggy the Student Prince is Heidelberg’s mascot! He can be seen around campus at athletic events and campus programs. Organizations and teams interested in having Siggy at an event need to email email@example.com two weeks in advance of the event to make a formal request.