Broadcast Email, Event Calendaring, and Online Registration Services
AAVC provides broadcast email and online event calendaring/registration services to Vassar staff and alumnae/i volunteers to enable them to easily communicate with various Vassar alumnae/i groups and students. Basic guidelines are as follows:
Email Message Dates
Allow at least three business days processing time prior to your preferred email delivery date. A follow-up message can be sent about a week prior to an event as a reminder.
Event Planning
Give your constituents time to plan for events. Thirty days is best — seven days is the absolute minimum. No initial email announcement will be sent less than seven days prior to an event (with rare exceptions).
Holiday Closings
Please note that AAVC's offices are closed every year from on or about Christmas Eve Day through New Year's Day, and no broadcast email/event calendaring requests received during this time period or within three business days prior to this time period can be processed. Broadcast email/event calendaring requests made sufficiently in advance of the holiday closing may be scheduled for actual delivery during the holiday closing period.
Broadcast Email, eNewsletter and Event Calendar/Registration Request Form
AAVC has developed this online request system to allow staff and volunteers to easily submit all the information necessary for us to process broadcast email, eNewsletter and/or event calendaring/registration requests. Before you begin a request, please make sure that you have the following information and files ready.
For Broadcast Email and eNewsletter requests, you need:
- Intended recipients
- What should appear on the “To” line in the email header
- What should appear on the “Subject” line in the email header
- Preferred delivery dates (initial and any follow-up)
- A Word (.doc) or rich text (.rtf) document containing the email message or eNewsletter content
- Separate image files for any images*
- Separate Word, rich text, or PDF files for any files to be linked to in the email or eNewsletter
For Event Calendar/Registration requests, you need:
- Group hosting/sponsoring the event
- Event title
- Start date and time, end date and time (option for no time is available for all-day events)
- Location, if known
- A Word (.doc) or rich text (.rtf) document containing JUST the description of the event (NOTE: this file cannot be the same file used for a broadcast email request made at the same time)
- Separate image file if there is an image* to include with the description* *
- Separate Word, rich text, or PDF files for any files to be linked to in the event description**
- If applicable, registration information:
- Cost per person, including any discounted price, for event or specific items
- Menu options for meals, size options for clothing items, etc.
- Maximum number of tickets, if any, and whether a waitlist should be set up if sold out
- How payments can be made, if by check, address to send checks
- Should credit be given for cancellations, and if so, up until what date?
*AAVC reserves the right to refuse to include in a broadcast email or otherwise post on our website any images whose copyright ownership or pubic domain status cannot be verified.
**If your event image file and/or additional linked files are the same as submitted in a concurrent broadcast email request, you do not need to upload them again, just specify in the special instructions box that the files were already uploaded as part of the concurrent broadcast request.
Once you have the above information and files finalized, click the button below to begin your request. The request process encompasses several pages and is not completed until you reach the confirmation page. You should not browse to other web pages or websites in the middle of a request, except via links or buttons provided in the request forms.
Questions before you begin? Call AAVC at 845.437.5445 or 800.546.7282.