Host an event
Earlham is home to a vibrant community and we’re so glad you’re interested in contributing to that vibrancy by hosting an event!
Add your event to the Events Calendar
Important to note:
- Ensure you have a confirmed date, time, and approved location for your event before submitting your event. Email [email protected] if you have any questions.
- The event and marketing teams will review your submission and will either follow up with questions or approve as submitted (we’ll notify you when it’s been published).
Best practices:
- Include an image if possible to help increase interest in your event. Do not include images with text overlaying the image (for accessibility compliance).
- Write a robust and engaging event description for the intended audience.
- Make sure you provide enough information so that finding and/or registering for your event is as clear and simple as possible. Ask someone who isn’t involved with your event to review with fresh eyes!
Reserve space for your event
EventHQ is the new system to reserve space and resources on campus for your event.
25Live is no longer used to reserve space or populate the event calendar.
If you have any questions about using EventHQ, contact the Director of College Events, Doug Smith.
- Guide to reserving space for your event
- Information for approvers
- Note: When submitting your first event, you may need to create your group (department), as not all have been preloaded.
- You can also access EventHQ through the Maintenance Work Order Request on The Heart.
Why EventHQ?
EventHQ offers several improvements over 25Live, including:
- A modern, user-friendly interface for requesters, approvers, and administrators.
- Enhanced conflict checking at the start of the request process.
- A more streamlined and efficient approval process using “Venues” to select event spaces.
- Improved communication throughout the entire event planning process.
Marketing your event
There are a variety of avenues for you to market your event, depending on the audience you are hoping will attend. If you are marketing to:
- Earlham students –
- Advertise in the Student Engagement Newsletter and/or submit digital signage.
- Contact [email protected] with additional questions.
- Earlham community (students, faculty, and staff) – Include your event in The Earlham Update, the weekly Earlham newsletter, by contacting [email protected].
- Earlham alumni – If you want to invite local alumni, please reach out to Institutional Advancement at [email protected].
- General public – Contact [email protected] to discuss strategy, logistics, and policies.
If you would like to request support from the marketing department (design, print materials, video, social, etc), submit a marketing request. Please note, depending on the nature of the request, the marketing department needs anywhere from 3-8 weeks notice (more information can be found on the request form).