Owned Opportunities to Promote Your Event, Program or Initiative at Stony Brook University
SBU offers a variety of free promotional channels to help faculty, staff and campus organizations share events, programs, announcements and other initiatives with the university community.
Choosing the right channels depends on your intended audience, the type of announcement and how far in advance you're planning.
Tips for effective promotion
- Start early. Allow time for editorial review, newsletter deadlines and signage scheduling.
- Identify your audience. A targeted departmental newsletter may be more effective than a broad campus announcement.
- Create one destination for details. Link promotions to an accessible webpage (a page containing live text; not a flyer graphic) containing the date, time, location, registration information and contact details.
- Use multiple complementary channels. For example, submit to the campus calendar, request SCALA placement and share through a relevant newsletter.
- Prepare accessible materials. Use descriptive links and graphics with appropriate alternative text.
Campus-wide promotion
Digital signage
SCALA Digital Screens
Promote events, deadlines, programs and announcements on digital displays located throughout campus.
Best for: Events, registration deadlines, student opportunities and campus-wide initiatives.
SCALA Digital Signage Request Form
Internal newsletters and announcements
Campus Announcements
Share university-related announcements through Stony Brook's established campus communications system.
Best for: University events, professional development, administrative announcements and opportunities relevant to faculty and staff.
Submit to Campus Announcements
Be Connected Update
A university newsletter that helps connect faculty, staff and students with campus news, events, resources and opportunities through links to webpages, SBU News stories, videos and more.
Best for: Engagement, awareness, activities, university resources and initiatives relevant to faculty, staff and students all across our campuses.
School, College and Department Newsletters
Many academic and administrative units distribute their own newsletters to students, faculty, staff, alumni or other audiences.
Best for: Specialized events, academic programs, lectures and opportunities relevant to a specific community.
Contact the communications representative for the appropriate school, college or department to ask about inclusion.
Dedicated email announcements
Department-Managed Email Announcements
Departments, schools and campus organizations can promote events, programs and initiatives directly to their own email audiences using existing distribution lists and email marketing tools.
- Gmail Custom Layouts: Create branded, visually engaging email announcements directly in Gmail using customizable layouts. This is a convenient option for departments sending announcements to established contact lists without needing a separate email marketing platform.
- Emma: Departments with access to the Emma email platform via DoIT can create and distribute professional email campaigns, manage subscriber lists and track engagement metrics such as opens and clicks.
- Mailchimp and Other Email Marketing Platforms: Departments using Mailchimp or similar services can design promotional emails, manage audiences and schedule announcements. Some email marketing platforms may require an existing departmental subscription or license.
Best for: Event invitations, registration reminders, newsletters, program announcements and other communications targeted to existing departmental audiences.
Contact the communications representative for the appropriate school, college or department to learn about email marketing options.
Broadcast Email Messaging via DoIT
The Division of Information Technology provides a broadcast email service for messages that warrant a dedicated email to a large university audience. This uses centrally maintained distribution lists and delivers a standalone message rather than including your announcement among multiple newsletter items. Only use this broad email messaging service when your message truly applies to the entire campus community. These messages are subject to university eligibility, authorization and approval requirements.
Best for: Important university-wide announcements, major initiatives and time-sensitive
Let’s Talk Newsletters
All newsletter content creators are encouraged to join the "Let's Talk Newsletters" group chat and email listserv. Through this group, creators can easily share stories for cross-promotion. The group also holds monthly workshops where creators can network and learn more about the many newsletters that are shared across the campus community.
If you are not a member and would like to join, please email Lori Kie, Ellen Cooke or Shelley Catalano.
Please note this group is open to all SBU content creators, even if you do not currently have a newsletter but would like to learn more about the process.
Events and student engagement
University Events Calendar
The Stony Brook University Events Calendar provides a central destination for upcoming university events, including lectures, performances, workshops and other activities.
Best for: Events open to the campus community or public.
Add your Event to the Campus Calendar
SBEngaged
SBEngaged helps students discover campus organizations, activities and opportunities to participate in student life. Eligible organizations can publish events through their SB Engaged organization pages.
Best for: Student-focused events, club activities, involvement opportunities and student organization programming.
Websites and social media
Department and School Websites
Your existing university website is an important promotional resource. Create an accessible dedicated event or announcement page with complete information, then link to it from relevant department pages, news sections and other campus websites.
Best for: Events, academic programs, application deadlines, registration opportunities and ongoing initiatives.
Coordinate with your department's website editor to publish and cross-link relevant content.
University Social Media Channels
Existing department, school and university social media accounts can help reach audiences already interested in your subject area.
Best for: Student engagement, event reminders, registration opportunities and visually engaging content.
Work with your department's social media administrator. Consider collaborating with related university accounts to reach relevant audiences.
See Our University Social Media Guidelines
SBU News and University Storytelling
The Office of Marketing and Communications welcomes submissions about faculty and staff achievements, research, university programs and other noteworthy developments. Note that submission does not guarantee coverage. MARCOM evaluates stories for editorial relevance and the most appropriate communications channels.
Best for: Significant achievements, research breakthroughs, major initiatives and stories with broader university interest.
Stony Brook University Magazine
Do you have an ongoing, successful initiative or an interesting faculty, student or staff member you'd like to highlight?
Magazine features are best for stories without a specific time frame. Print issues are mailed in the fall and spring, along with a companion digital issue with extra, exclusive content.
The average timeline (from pitch to printed story) is about three to four months.
The magazine is looking for story subjects that have not been covered previously by SBU News. For faculty, stories could focus on their research, their roles as mentors or teachers, or outside accomplishments. Ideas for staff and student profiles are also encouraged.
Please pitch your ideas for magazine features to Shelley.Catalano@stonybrook.edu.
Physical campus promotion
Campus Bulletin Boards and Flyers
Recognized student organizations and university departments may post promotional flyers in designated campus locations, subject to authorization and posting rules.
Best for: Local events, workshops, club activities and opportunities aimed at people who regularly use specific campus buildings.
See the University Posters and Flyers Policy