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How do I promote my event?

March 24, 2010

There are many resources and channels available to help the Lewis & Clark community publicize events. Here are some ideas to get you started:

How to post your event in The Source calendar

If you are a staff or faculty member with a LiveWhale account:

  1. Log into LiveWhale.           
  2. Go to Manage Your Content and click on News or Events. You can either “add a new story” or “add a new event,” or open existing news and event items to edit them.
  3. Ensure you’ve included all important details and contact information
  4. At the bottom of the screen, use the “suggest this item” field. Enter Inst: Source.
  5. When you hit “Save this story” at the bottom of the page, The Source editorial desk will be automatically alerted about your submission.
  6. All submissions sent by 10 a.m. on Friday will be considered for the weekly promotional email sent every Monday to all faculty and staff. 
  7. For more information about LiveWhale, visit New Media’s FAQ page.

If you do not have LiveWhale access:

Please send all institution-wide announcements and story ideas to:

Share your announcement with students

You may request that your information be included in the daily or weekly emails that are distributed to students by emailing your announcement to the appropriate contact at each school:

(Please note that these emails cannot include business solicitation.)

Lewis & Clark website and external publicity

Post your event to the calendar in LiveWhale, Lewis & Clark’s content management system:

  • Make sure you’ve included all the important details: date, time, location, place (“pin” your event on the map), title, description (a few sentences to a paragraph of information), cost (please tell us if it’s free), and contact information.
  • Make sure you include a relevant photo.
  • Make sure it’s tagged “open to the public.”
  • Make sure it’s plotted on the map under “Places” to post on the digital signage (Note: If you do not want your event on the screens, tag the item “no-screens” in the Tag section”).
  • Suggest it to “Home: Events.” (NOTE: If the event also applies to staff & faculty, suggest to “Inst: Source.” If the event is open to students, suggest to “College: The Bark.”)

Once posted, it will be considered for:

  • Featured events listing on our homepage (NOTE: Must include photo)
  • Distribution to local media/reporters (NOTE: We send information 4-5 weeks in advance to meet deadlines. They make the selection; we cannot guarantee inclusion.)
  • Paid events ads in the OregonianWillamette Week, and Lake Oswego Review (NOTE: These ads are prepared as much as 5 weeks in advance.)
  • Lewis & Clark featured events email (sign up)
  • Promotion on Facebook and/or Twitter

For more information on the various forms of external publicity and tips on how to write about your event, see Marketing Events: The Basics.

Other resources

Event planners can spread the word about their campus events through the mailings, flyers, posters, announcements in The Green, collaborations with community groups or nonprofits in the area, and targeted email messages to groups on and off campus.

If you have questions about event promotion, feel free to contact the PR team ( Each event is different, so you should plan to set up a meeting or discuss via email what specific steps the PR team can take to support you. Please be aware that the less notice you give the PR staff, the less they can do to help you.

Go to Working With Events for helpful tips on using LiveWhale to promote events.

See a “live” version of what’s showing up on the flatscreen digital TV screens on the undergraduate, law, and graduate campuses.