There are a variety of options for letting people know about your event at UIC:
1) Campus newspapers
Advertising: Are you placing an ad? Design work and reservations for ads in the campus papers (Chicago Flame, UIC News, and UIC Today) and other newspapers can be done through Campus Union Marketing, for a fee. Due to the high volume of ads placed through Marketing, discounted rates are available for the campus papers. This process requires about two weeks (often more) lead time for the design of your ad in order to meet publication schedules.
If you want to submit information to UIC News, be as clear, concise and complete as possible. What you write may still be edited for length. Send events calendar notices to Kathy Vondracek, assistant editor. You need to provide the name of the event; the name, title and affiliation of speaker; the date, time and place ; note if there is an admission charge; indicate who is the intended audience; the sponsor (s) of the event, and a phone number to be published in the paper for people to call for more information (often, the OGLBTC is willing to be the phone contact for campus LGBT events). You also need to give Kathy your name and phone number for her to contact you if she has additional questions. Here is their publication schedule so you can plan when to get your copy to them.
To place an ad, please call Samella Wright at (312) 355-0815. They give a 50% DISCOUNT for UIC/University of Illinois departments, organizations, employees, students and alumni and a 10% discount for multiple placements. The deadline is 4:30 pm on Monday of the week preceding publication. Here is their ad rate schedule. Last year, a 1/4 page ad was $60.
Their offices are located in 517 CCC. You can call them at 312-996-5421 or send press releases via campus mail to M/C118 or email them to: chicagoflame@chicagoflame.com. Their ad rates will soon be available on-line. Last year, a 1/4 page ad was$90.
Their office is located off campus. Their email address is uictoday@aol.com. Last year, a 1/4 page ad was $125
Is your event likely to be of interest to people from off-campus? If so, be sure to let Public Affairs staff know well in advance so they they can get out a press release. UIC's News Bureau is organized on a "beat system," with staff members assigned to cover different areas of the university. If you aren't sure which staff member to contact, call (312) 996-3456. Their website lists their "beats" by college.
UIC Health UPDATE is is the official biweekly publication of the UIC Medical Center. It is distributed to over 6,000 campus and university personnel via electronic and print formats. It contains information about new and innovative programs and services offered at the Medical Center, its personnel and activities. If the event is not related to the Medical Center or health sciences, it will likely be omitted due to space limitations. You can submit contributions to the editor, Cassie Richardson at cassie@uic.edu, or call (312) 413-1160 or fax complete information to (312) 996-7344.
2) Flames Radio: The UIC Campus' web-cast radio station!
The stations accepts ads from from both on-campus and off-campus clients. Sponsorship ads are payable in advance, with a discount for multiple purchases. For information, use their web-based contact form (http://www.flamesradio.com/contact.htm)
Flames Vision is cablecast on Channel 19 on the UIC residence halls cable network. Updated daily, Flames Vision graphically displays important information for UIC residents, including campus events, campus news, weather reports, lunch and dinner menus, and Campus Housing news and events. As one watches Flames Vision, Flames Radio provides the audio. To submit announcements, you first need an authorization code. With that you can submit announcements. You can do both of these from their website. This service began in March 1999.
4) USG electronic signboard:
Request your message to be posted through USG, 611 CCC, M/C 300, or call them at 312-996-2662.
5) Listservs and email announcements
- UICGLB-L For messages to members of the UIC Chancellor's Committee on the Status of Lesbian, Gay, Bisexuzl and Transgender Issues and their allies. To subscribe, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe uicglb-l-l firstname lastname [Note: Replace firstname lastname with your own name.]. Subscribers can post messages to uicglb-l@uic.edu.
- PRIDE-L: For messages to members of the UIC recognized student group, PRIDE. To subscribe, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe pride-l firstname lastname [Note: Replace firstname lastname with your own name.] Subscribers can post messages to pride-l@uic.edu.
- BiNAlly: For messages to members of the PRIDE caucus, Bis & Allies. To subscribe, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe binally firstname lastname [Note: Replace firstname lastname with your own name.] Subscribers can post messages to binally@uic.edu.
- Academy: For messages to members of UIC faculty and some staff (not all faculty or staff are subscribers so this should not be your only effort to reach them). To subscribe, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe academy firstname lastname [Note: Replace firstname lastname with your own name.] Subscribers can post messages to academy@uic.edu.
- Pacademy: For messages to members of UIC's academic professional staff (not all academic professional staff are subscribers so this should not be your only effort to reach them). To subscribe, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe pacademy firstname lastname [Note: Replace firstname lastname with your own name.] Subscribers can post messages to pacademy@uic.edu.
- UICORGS: Student Organizations Resources created a listserv to help remind student leaders about upcoming events and deadlines, as well as to provide them with a way to keep in contact with other UIC student leaders. To subscribe, address an e-mail message to listserv@listserv.uic.edu with the message: subscribe uicorgs firstname lastname. There will be a message that you need to reply to in order to confirm the correct address. After subscribing, to post to the listserv, simply send an e-mail to uicorgs@uic.edu.
- UICPrint: UIC Publications can send out a mass mailing via email for a $75 charge. UICPRINT enables the sending of e-mail notes to persons listed in the UIC staff directory database. (Because students are not listed in the directory database, UICPRINT does not distribute notes to students.) Any field in the database can be used to generate an address list--all female staff members; all professors, associate professors, and assistant professors; or all staff members in a particular college, for example. Unlike a listserv, UICPRINT creates a new address list upon demand by pulling records from the staff directory database. Because the database is continually updated by departments, these address lists tend to be the most current on campus.To use UICPRINT, you need two things:
(1) A note in ASCII text (UICPRINT is not equipped to send out large files)
(2) A university account that may be charged the $75 fee for sending a message via UICPRINT (e.g., the CCSLGBTI or the OGLBTC may be willing to fund this message or act as your fiscal agent).
Then, just send brief instructions identifying your intended audience, the note conveying your infornation, and the account number for billing to: uicprint@uic.edu
If you send your note before 3 p.m., it will be sent that day. If not, it will be sent the following day. Because the e-mail notes are sent one a time, distribution may take up to five or six hours, depending upon network traffic.
If you have any questions, call John Cepek, 6-3567, or send him a note, jrcepek@uic.edu
- There are several community listservs that you may want to post announcements about LGBT events:
- Chi-MOTSS (Chicago Members Of The Same Sex) . To subscribe to chi-motss, send mail to majordomo@casti.com and in the message body of the mail, write:subscribe chi.
After subscribing, to post to the listserv, simply send an e-mail tochi@motss.org
- QChicago: For people at Chicagoland colleges and universities. To subscribe to the list, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe QCHICAGO firstname lastname [Note: Replace firstname lastname with your own name.] Subscribers can post messages to QCHICAGO@uic.edu.
- Great Lakes/Midwest Gay, Lesbian, Bisexual College Network is for messages of interest to people in the Midwest/Great Lakes region. To subscribe to the list, address a message to LISTSERV@LISTSERV.UIC.EDU with the message: subscribe glmglbcn firstname lastname [Note: Replace firstname lastname with your own name.] Subscribers can post messages to glmglbcn@uic.edu.
- OutChicago_Announce list is intended to be a forum for indiviuduals to let others know about events happening in Chicagoland's GLBT community. Please post information about non-profit fund-raisers, rallies, meetings, etc.To subscribe to this free list, go to the ONElist web site, at http://www.onelist.com, and select the User Center link from the menu bar on the left. You will have to register at ONElist to subscribe. Postings can be sent to OutChicago_Announce@onelist.com
6) UIC Announce
This is a free, web-based announcement system. Users are sent email notices of announcements that may be of interest to them (or get a listing when they log onto icarus or tigger). To post an announcement, just log onto UIC Announce (http://www.uic.edu/announce/). You will need your UIC netid and password. You will be asked for the following information:
Contact person: The name and phone for the person who is responsible for the information contained in this posting. This person is not necessarily the one making the actual posting but must be a UIC affiliated person.
Audience: You will need to select faculty, staff, grad and/or undergrad students and can limit your announcement to specific colleges or subgroups of UIC communities.
You also have to specify an Event Type (e.g., seminar, conference, meeting, informational, etc.)\ and an Event Date (up to five). Usually, at least one will be required. Don't specify multiple event dates unless actual events take place on these dates, e.g., a seminar series.
You also specify a "Notify Date" (up to five, if the event is on multiple days) on which notifications of this announcement are sent to your selected audience. If no date is entered, the notification will be sent the day after submission. Some event types do not allow notifications.
You also have to specify a Title which will be displayed in the announcement index and in all notifications of this announcement. Make sure the title is very explanatory and perhaps provides info about the event in the title (e.g., registration still open for PFLAG Conference on 6/5)
As an alternative, you can make your own webpage and when people select the announcement title from UIC Announce, they can go directly to your webpage. If you don't know how to make web pages or a webpage is overkill for your announcement, you then simply provide text to be posted at UIC Announce. You can include HTML tags in the text if you like. You will be given a chance to approve or change your submission before it is posted.
7) Web Pages
Student organizations may apply for space for their own Web site. To apply for a directory for your site, fill out the online form. Up to five members with icarus accounts may be registered with each site and have editing rights. This is an way to keep your organization's web site address the same every year, even as your editors change. Once your site is set up, contact Jacqueline Berger, 312-413-5058, to link your site to the Student Organizations Resources' page. You can put more detailed information about your event on your organizational web site and refer people there from your printed or email publicity. Ask to have your site linked to the QUIC site as well.
8) Pass out flyers directly
Distribution in all buildings is limited to the "normal schedule "for each facility. Distribution in the Chicago Circle Center is permitted in the first floor Concourse section except the areas in front of the entrance/exit doors; first to second floor to third floor escalator/stair entry and discharge points of the lower level only; and first, third, fourth, fifth, sixth and seventh floor elevator lobbies (to the building of adjacent corridors). Distribution in the Chicago Illini Union is permitted in the first floor lobby except in areas in front of entrance/exit doors. Distribution is not permitted in: reserved meeting rooms and ancillary space or within areas where University-administered functions or activities occur, e.g. cafeterias, athletic facilities, sales offices, lounges and reception areas. . In all other Campus buildings, such handouts may be distributed only in the foyer or lobby areas on the first floor ground level. This policy does not apply to the Pavilion. Distribution on sidewalks and paths within the Campus is limited to the daylight hours. No one may distribute on or in Campus stairways, classrooms, hallways, corridors, doorways, ramps, elevators, escalators or general use areas nor shall anyone block ingress or egress to any of these places. Questions? Check out the official regulations regarding this sort of distribution.
9) Bulletin boards
Campus Union Marketing's Posting Service will post five approved student organization flyers in CCC and four in CIU, free of charge. Drop off flyers in 347 CCC. Flyers will be posted in 5 business days. For $25.00, Marketing will post flyers at 32 locations on the east side of campus and also for $25.00, on west side locations of campus. (For both sides of campus the fee is $50.00).
If you would like your organization to post your own flyers, you may do so. There is a list of public bulletin boards that you may pick up in the Campus Union's Marketing office (223 CCC) between 8:30 a.m. and 4:45 p.m.
10) Signs on the campus shuttles
Contact Campus Union Marketing (347 CCC) for information on designing and placing ads on the shuttle busses.
Booths may be reserved by officers of registered student organizations or by academic and administrative departments/units of UIC. Booths must be staffed only by UIC students, faculty or staff for the entire period reserved. They are assigned on a first-come, first-served basis. Users may occupy only the booth assigned to them. The Reservations Office will supply identification slips on each booth giving the reserver's name, time, and date. To reserve booths, go to the Campus Reservations Office during regular business hours and fill out a "Request for Booth Reservations" form. Each registered student organization may reserve twelve booths per semester. Reservations for subsequent semesters may be made beginning three weeks before the end of the current term.
12) Display cases in the Montgomery Ward Lounge
Registered student organizations may reserve display cases in the Montgomery Ward Lounge. An organization may reserve a display case for a one week period once each semester. Display cases may address the goals, philosophies, and/or events of the organization. All displays must be in good taste. Display cases may be reserved by completing a "Request for Display Case Reservation" form and turning it into 300 Chicago Circle Center. The display case is reserved on a first-come, first-served basis. All displays must be in good taste. Here is the online registration form for display cases.
13) SSB Light boxes (in the entrance hallways of SSB)
Contact Campus Union Marketing (347 CCC) for information on designing and placing ads in the SSB Light Boxes.
14) Banners in CCC and CIU
You need to reserve space to hang a banner in the CCC Concourse or in CIU with the Campus Union Marketing's office (347 CCC). Banners and Directional Signs can be also ordered from Campus Unions Marketing. There is a fee for each of these services (Banners in CCC, CIU, or residence halls were $40 for the 1998-99 academic year). Please call 312-413-5060 for more information.
15) Direct mail:
The Office of Gay, Lesbian, Bisexual and Transgender Concerns maintains a campus GLBT-interest mailing list. The list is confidential but the Office will send out LGBT-related mailings if they are provided ready to label and drop in the mail (you may need to pay the postage unless the Office is cosponsoring the event) For more information, please contact Dave Barnett at 312-413-9862 or email oglbc-1@uic.edu.
If you want to invite the leaders of other student organizations to come or to encourage them to announce your event to their members, you can get a mailing list from Campus Programs for $5. Postage for off-campus addresses is additional.
16) Student Information Network Center (SINC)
Make sure you tell SINC about your event. They get a lot of queries and need to know about your event to be able to answer questions. Their number is 312-996-5000 and they are open Monday through Friday 8 am to 6 pm.
17) Link to other campus events
Does your event "fit" as part of Women's Heritage Month, Unity Month, Project Millennium, Black History Month, etc.? If so, ask that it be included in the calendar of events for that program and on their website (if they have one). Ask if you can have an information table at events such as New Faculty Orientation or if you can put a calendar of events for the fall in summer orientation packets.
18) Post a mesage on payroll stubs
To get a message on student/faculty/staff payroll checks, you need to contact Laurie Pitner. Her extension is 6-7081. They can send out general messages or target faculty, staff, and/or students. Eight lines are available on the paystub. Departments can usually request 4 or 5 lines if the administration is not already planning a specific message for the stub. There is a 40 character limit/line, including all punctuation and spaces.
This guide was last updated July 26, 1999
Other ideas not listed above:
Direct Mail (targeted marketing)
Teaser program in high traffic areas (mass)
Phone calls to student leaders/students organizations (targeted)
E-mail messages to faculty, staff, and students encouraging them to attend (mass or targeted)
Announcements sent to resident advisors-45 posters needed (targeted)
Stuffing residence hall mailboxes - 600+ needed (targeted)
UIC News calendar listing (mass)
Press release to Chicago newspapers (mass)
Passing out flyers at a booth in CCC concourse (mass)
Sending flyers to specific academic departments (targeted)