Planning & Advertising Your Event
Resources for faculty and staff
There are a number of steps in making your event successful. This page outlines typical steps and provides links to a number of campus resources related to event planning.
Note that the Office of Marketing and Communications does not typically coordinate events or create promotional materials. However, we do promote more significant events electronically through the weekly campus newsletter and social media. The easiest way for us to learn about your event is by placing it on the master calendar as early as possible.
Resources for students
Student groups and their advisors may find additional resources for event planning and advertising on the Student Activities site.
Event planning checklist
Step 1: Reserve a space
Step 2: Describe your event
Develop a brief (50-75 words) description of your event, including a contact name and email address. Also include a link to more information or a registration form, if available.
Step 3: Add your event to the calendar
Submit your event to the master calendar as far in advance as possible, marked as “public.” We will review your posting prior to editing and approving it for display on the master calendar. All events approved for the master calendar will be published automatically in the Campus Newsletter and will appear in the events listings on faculty/staff and student gateways.
Step 4: Promote your event on campus
There are a variety of avenues for displaying or distributing promotional materials on campus. You may also consider social media channels managed by student groups or offices.
- Use the Campus Newsletter, published each Thursday. Master Calendar events are automatically included in the newsletter; other submissions are due by 4 p.m. Tuesdays by using the submission form.
- Use the large public calendar in the Thomas Commons at the entrance to the Hilltop Cafe. Here are guidelines and templates for posting your event there.
- Other places to post, using one form: Thomas Commons digital wall, Hilltop Cafe table tents, @ThomasCommons Twitter posts, and Student Gateway ads
- Design a large OC poster and print it at Cole Library
- Residence hall flyer policy
- Thomas Commons banner and flyer policy
Step 5: Promote your event beyond campus
In most cases, event publicity should be limited to campus. If you would like to publicize your event off campus, please complete a marketing project request and we will help determine appropriate strategies.