Event Publicity Submission Form Regulations

Chapman University’s event publicity submission form is intended to help you publicize Chapman University-authorized events only. These include events sponsored by any Chapman University department, school or officially recognized organization.

This form is NOT for scheduling, planning, getting a room or setting up catering for events – when you get to this stage, your event should already be scheduled and confirmed with your department, college or organization, and a location should have been calendared with the university scheduling office. This form is solely to submit your event for on- and off-campus publicity.

HOW WILL MY EVENT BE PUBLICIZED?
By checking the proper boxes on the form, your event can be publicized in a variety of ways.  You can submit it to the online calendar on the Chapman Web site, to the student events newsletter, to Happenings (the faculty and staff newsletter), to the Wilsontron (the Jumbotron scoreboard at Wilson Field), to the plasma big-screens that can be found in various locations on campus, and for consideration for a press release that will be sent to outside media (Orange County Register, Los Angeles Times, etc.)

WILL MY EVENT BE REVIEWED AFTER SUBMISSION?
Submitting your event does not guarantee its publication.  All submissions are subject to review and may be edited for length and content.  Chapman University reserves the right to refuse to publicize certain events at its discretion.

HOW SHOULD I DESCRIBE MY EVENT?
Remember that the better and more complete your description of the event, the more opportunity it will have for good publicity.  When writing your description, put yourself in your audience’s place – what would you like to know?  What will you see, hear and learn?  Who is the speaker and why is he/she important? If your description is incomplete, we may email you for a more complete one before your event can be publicized. 

WHAT CONTACT INFORMATION NEEDS TO BE INCLUDED?
Contact information must include a Chapman phone number and email address.  Events submitted without proper contact information will not be considered.

GUIDELINES FOR SUBMISSION:

What types of events are appropriate for submission?

• Academic or research seminars
• Performances
• Employee events, including retirement celebrations
• Events open to the Chapman community and the public
• Events sponsored by a Chapman school or college, department, center or institute, program, or a recognized student club or organization

What types of events are unacceptable for submission?

• Ongoing classes, repetitive workshops and regular meetings
• Advertisements for companies or products
• Events NOT sponsored by a Chapman school or college, department, center or institute, program, or a recognized student club or organization
• Solicitations

DEADLINES: All events should be submitted according to the deadlines below.  Most marketing requires that you submit your event information no less than five to ten working days prior to the scheduled publication date or event date.  If you desire the maximum promotional impact, you should plan to submit your event at least two weeks before the event date.  Events submitted less than five days before they occur will not be considered.

For general questions or comments, please email pr@chapman.edu.