There are a few key questions to ask yourself when promoting your event to ensure you use the appropriate channels:
- Who is my target audience?
- Is University branding appropriate?
- What’s my budget?
- How much time do I have?
- Are my attendees internal or external?
1. Talk to your Department Office
First and foremost talk to your Department Office who will be able to advise you on promoting your event. Please note inaugural lectures must be organised by your Department Coordinator as there is a set protocol for who is to be invited.
2. Use Eventbrite
Eventbrite is the University-advised method for organising your event and has more functionality than you’d think, including a reminder facility and ticketing options. Having an Eventbrite link will make it easier for others to promote and link to your event.
3. Invite your attendees
Add the date of your event and why they should attend to your key guests’ Outlook diaries.
4. Add your event to the What’s On calendar
If you add your event to the What’s On calendar (and it’s approved by the central communications team), it will be displayed on the internal staff homepage.
5. Create a slide for our digital signage
Creating a slide for your Department’s digital signage (TV screens in 2, 4, and 6 East foyers) will help raise the profile of your event. You can create a slide in Powerpoint and then save it as an image to ensure it’s the correct specifications for the screen. Find out how the system works in our Faculty and the templates you can use.
6. Get active on social media
Use your own channels or ask your Department to promote the event on theirs (all four Departments have Twitter and Facebook profiles). Use twitter handles to get your post noticed and an event hashtag so others can link in to your event. Think about a timeline leading up to your event, when might be good to post and then repost your messages?
7. Produce promotional materials
If you have budget to produce promotional materials such as posters, banners and so on, then our Design, Print & Photography service can help you to do this.
If you don’t have any budget then you may be able to use our Faculty templates available for download from the Faculty Marketing & Web Team’s Wiki page. Consider whether University branding is appropriate for your event before doing this.
8. Submit your event to the Faculty Staff e-bulletin
Email your event title, date, time, location and a short description to firstname.lastname@example.org for inclusion in the quarterly (September, December, March and June) Faculty Staff e-bulletin.
High profile events/launches
If your event is high profile (for example the launch of a new facility with notable external attendees) then you may get support from our central Press Office and Events Team to drum up added publicity on external channels.
Watch this space…
There are currently working groups meeting at the University to discuss how events are managed and the new CMS will provide changes to how events are utilised on the website in future.