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Publicize Your Event

Bulk Email to Faculty Staff

For JMU Staff, Faculty and Student use only. The contents of the e-mail must be related to JMU events and/or JMU information.

Mass emails are a great way to reach a lot of people at JMU. You can choose to send announcements to all classified staff or all history faculty or just the Administration & Finance Division or just adjunct faculty, etc. Be aware that not all requests are approved. Follow these guidelines to make approval more likely:

  • Target the smallest relevant population.
  • Do not send reminders or repeat messages.
  • Do not send attachments, due to their size.
  • Refer to a website to convey a lot of information effectively.
  • If your request involves any type of Business Activity, per University Policy #4501, requester must have the request form signed by John Knight, Assistant Vice President of Finance, by first faxing the completed form to 568-3346. (Example would be any activity that requires a fee.)
  • PROCESS:

    Please complete the printable Bulk Email and Label Request (BELR) to request these services. Before the form is submitted, the department head or organization adviser signature is required. Please note, multiple Bulk Emails will not be sent as “reminders” to an original Bulk Email.

      Step One: For Bulk Email to Employees – send the BELR and the text of the message to Human Resources (fax it to 568-7916 or mail it to Human Resources at MSC 7009).
      Step Two: Send the text of the message to request-bulkmail@jmu.edu to go into the queue awaiting approval. Once it is approved by Human Resources it will be put in line for distribution.

    TIMELINE:

    While there is no official deadline, you should process the form and turn it in a minimum of two weeks in advance to allow for approvals, for Computing Support to prepare the email and for your targeted audience to read it and respond.

    CONTACT: Human Resources, 568-7305

    LINK: http://www.jmu.edu/computing/is/bulkemail

    Bulk Email to Students

    For JMU Staff, Faculty and Student use only. The contents of the e-mail must be related to JMU events and/or JMU information.

    Mass emails are a great way to reach a lot of people at JMU. You can choose to send announcements to all students or all faculty/staff or just sophomores or just students that live on campus, etc. Be aware that not all requests are approved. Follow these guidelines to make approval more likely:

  • Target the smallest relevant population.
  • Do not send reminders or repeat messages.
  • Do not send attachments, due to their size.
  • Refer to a website to convey a lot of information effectively.
  • If your request involves any type of Business Activity, per University Policy #4501, requester must have the request form signed by John Knight, Assistant Vice President of Finance, by first faxing the completed form to 568-3346. (Example would be any activity that requires a fee.)
      Step One: For Bulk Email to Students – send the BELR and the text of the message to the Office of the Registrar. Requests for messages to students can be hand delivered (Warren 5th floor), faxed to 568-7954 or mail it to MSC 3528.
      Step Two: Send the text of the message to request-bulkmail@jmu.edu to go into the queue awaiting approval. Once it is approved by the Registrar it will be put in line for distribution.
  • Please complete the printable Bulk Email and Label Request (BELR) to request these services. Before the form is submitted, the department head or organization adviser signature is required. Please note, multiple Bulk Emails will not be sent as “reminders” to an original Bulk Email.

    Students requesting these services must work with a sponsoring faculty member. If a Bulk Email is requested for academic work or research, we will do one Bulk Email on behalf of an entire class, but not for each student or group of students. Also, if a request is for a class project, the FACULTY member must request it, not the student.

    TIMELINE:

    While there is no official deadline, you should process the form and turn it in a minimum of two weeks in advance to allow for approvals, for Computing Support to prepare the email and for your targeted audience to read it and respond.

    CONTACT: Registrar, 568-3502. Call only to check on the status of a request.

    LINK: http://www.jmu.edu/computing/is/bulkemail/

    Bulk Email to the Whole Campus

    For JMU Staff, Faculty and Student use only. The contents of the e-mail must be related to JMU events and/or JMU information.

      Step One: For Bulk Email to Students – send the BELR and the text of the message to the Office of the Registrar. Requests for messages to students can be hand delivered (Warren 5th floor), faxed to 568-7954 or mail it to MSC 3528. For Bulk Email to Faculty/Staff – send the BELR and the text of the message to Human Resources, faxed to 568-7916 or mail it to MSC 7009.
      Step Two: Send the text of the message to request-bulkmail@jmu.edu to go into the queue awaiting approval. Once it is approved by either Human Resources or the Registrar it will be put in line for distribution.

    If your request involves any type of Business Activity, per University Policy #4501, requester must have the request form signed by John Knight, Assistant Vice President of Finance, by first faxing the completed form to 568-3346. (Example would be any activity that requires a fee.)

    PROCESS:

    Please complete the printable Bulk Email and Label Request (BELR) to request these services. Before the form is submitted, the department head or organization adviser signature is required. Please note, multiple Bulk Emails will not be sent as “reminders” to an original Bulk Email.

    Students requesting these services must work with a sponsoring faculty member. If a Bulk Email is requested for academic work or research, we will do one Bulk Email on behalf of an entire class, but not for each student or group of students. Also, if a request is for a class project, the FACULTY member must request it, not the student.

    TIMELINE:

    While there is no official deadline, you should process the form and turn it in a minimum of two weeks in advance to allow for approvals, for Computing Support to prepare the email and for your targeted audience to read it and respond.

    LINK: http://www.jmu.edu/computing/is/bulkemail/

    Club & Organization Mailbox Stuffing

    Club & organization mailbox stuffing is an easy way to reach every recognized Student Organization on campus. The mailboxes are convenient and easy to find. Student Activities & Involvement allows JMU community members to “stuff” mailboxes with flyers or letters about JMU related events and activities. There are 200 mailboxes located in Taylor. Hours of operation are generally from 8am-midnight during the school year but vary around university holidays and in the summer.

    PROCESS:

    Go to the Student Activities & Involvement Office, Taylor 205A to get your flyer approved.

    TIMELINE:

    It’s best to stuff a week or two before your event because not all organizations check the box every day.

    CONTACT: Student Activities & Involvement, 568-8157.

    LINK: http://www.jmu.edu/osai

    Grafton-Stovall Movie Slides

    The University Program Board runs a slide show before movies in Grafton-Stovall Theatre. This type of advertisement is extremely successful because people in the theater have no choice but to look at the pictures on the screen. In addition, the advertisements always look extremely professional, thereby increasing the viability of the event you are promoting. Ads run Wednesday through Saturday.

    PROCESS:

    You can either create a slide yourself or have UPB create the slide. E-mail the slide as an attachement to the UPB Director of Film (e-mail available on the UPB website). The ad must be a .jpg or .gif image that is 1024 pixels wide x 768 pixels high. If you want UPB to design the advertisement, there is a charge of $75. The cost of having an ad run weekly is $25, monthly rate is $75, semester rate is $200.

    TIMELINE:

    Contact UPB at least one week before you want the advertisement shown in Grafton-Stovall. UPB screens movies Wednesday through Saturday night and special movies on special Sundays.

    CONTACT: University Program Board Director of Film

    Post Office Mailbox Stuffing

    One of the few ways to personally get the word out to a vast amount of people is to put advertisements in mailboxes of on-campus students. The JMU Post Office lets student organizations “stuff” mailboxes with fliers or letters Monday – Friday, 8:30am-10:00am or 2pm-4pm.

    PROCESS:

    Go to the JMU Post Office and secure a time to stuff the mailboxes. Postal Services lets students stuff for 2 hour blocks in the morning and afternoon. Groups should go to the back door of the post office in Warren Hall at their reserved time with the material they are going to put in the boxes. Keep in mind there are 5800 boxes and 5900 students that live on campus! A maximum of three students may stuff mailboxes at any one time.

    TIMELINE:

    Contact JMU Postal Services at least a week before you plan to stuff mailboxes, as other student groups also reserve times.

    CONTACT:Tina Custer, 568-7869 or Barbara Meadows, 568-6042 or email: mailservice@jmu.edu

    Posted Flyers

    Flyers are the traditional tool of advertisement at JMU. The University has provided general purpose bulletin boards for flyers all over campus. From the lobbies of Warren to the new Health Center space in Montpelier Hall to the back hallways of Harrison, there are places everywhere that Student Organizations or Departments can post flyers.

    Since hanging flyers is so popular, it is necessary that your flyer is attractive and noticeable. Use big bold letters, eye-catching pictures and color if possible. Avoid including too many words on the flyer. Keep in mind that a student is going to glance at the poster for less than a second before looking elsewhere as he or she walks down the hall, so the poster must grab attention! Unfortunately, too often the flyers all become a mess on the boards and no one looks at them. The cost of 100 flyers and the time it takes to hang them are often unjustifiable.

    PROCESS:

    Please read the University Posting Policy prior to creating your poster/flyer.

    Create your flyer following University Guidelines. Once your flyer is finished, make up to 101 copies (the information desk always takes one for records) and take them to any information desk for a stamp. Information desks are located in the Festival, Taylor Down Under and Warren. EACH POSTER MUST HAVE A STAMP or it will be removed! If a club breaks too many posting rules, they could be barred from posting and other publicity/advertising formats. After all flyers are stamped, hang them all over campus on approved posting boards. Take along a stapler, thumb tacks and a few volunteers to hang the flyers up.

    TIMELINE:

    Flyers and posters need a stamp from any of the 3 information desks. Flyers can be hung for two weeks.

    CONTACT: Information Desks in Festival, T.D.U. or Warren

    The Club House

    The Club House, located in Taylor 202, is a part of The Office of Student Activities & Involvement and is a centrally located resource center that supports organizational development and promotional needs of all recognized student organizations at JMU. All recognized student organizations may use the Club House for free!! Non-recognized student organizations (offices, etc) may pay to use the Club House on a semester basis. Please check out the Club House website for more information.

    Warren Kiosk Advertising

    The kiosks are located by the Warren Info Desk (2nd floor) and beside the Financial Aid Office (3rd floor). They can be used to advertise Student Organizations or Departmental events taking place in Madison Union or Festival Conference & Student Center. Please read the guidelines included with the form before submitting your advertisement. To access the request form, click here.

    TIMELINE:

    Request form and digital file must be submitted at least 5 business days before advertisement needs to run.

    CONTACT: Dillon McPherson, Event Management

    The Breeze

    The JMU campus newspaper, The Breeze, is an excellent way to advertise to students, faculty & staff.

    Potty Mouth

    “Potty Mouth” is a newsletter written by students enrolled in the HTH 389 practicum class.

    It is published bi-monthly and distributed to bathroom stalls around the JMU campus.

    The newsletter serves to educate students on the different dimensions of wellness, increase their interest in various health topics, and amplify their interest in living an overall healthy lifestyle.

    For additional information or interest in the class, please contact Lesley Eicher

    Banners

    Student Organizations and Departments can hang banners in Festival, Outdoor on the Commons Hill and in Warren Hall. For more information, see Banners under Scheduling Processes.

    Chalking

    There are five locations that can be “chalked” by Student Organizations or Departments to advertise campus events. For more information, see Chalking under Scheduling Processes.

    Directory Advertising in Madison Union

    There are five directories in Warren and Taylor Hall that Student Organizations or Departments can use to advertise events. For more information, see Directory Advertising under Scheduling Processes.

    Display Cases in Taylor Hall

    To publicize your event with more than a 2-dimensional banner or flyer, there are display cases available in Taylor Hall. Student Organizations or Departments can reserve these cases. For more information, see Display Cases under Scheduling Processes.

    Info Tables

    There are information tables available in academic buildings, as well as Warren Hall that Student Organizations or Departments can reserve to publicize your event. For more information, see Information Table under Scheduling Processes.

    Sandwich Boards

    Student Organizations and Departments can reserve a Sandwich Board to be placed on the Commons to advertise events. For more information, see Sandwich Boards under Scheduling Processes.

    Table Tents

    Student Organizations and Departments can advertise on Table Tents in the Dining Halls as well as Taylor Down Under. For more information, see Table Tents under Scheduling Processes.