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So, You’re Planning an Event…

If you are hosting a guest speaker, performance, workshop, or other type of event*, one thing is sure: you want people to be there. Here are a few steps you can take to make that happen:

Details you need to know asap:

  1. Title
  2. Photo
  3. Date
  4. Location
  5. Ticket price, if applicable
  6. Description
  7. Contact info for questions

Other things to consider:

  1. Who is the audience (size, demographic)?
  2. How will you let them know about your event?
  3. What is your marketing budget? (Even $0 is a budget, and it is important to know when this is the case.)

The Checklist

  1. Enter the event into your unit’s UCF Events calendar. (Every CAH unit has at least one administrator.)
  2. Consider social media.
    • Promote it on Twitter and Instagram.
    • Work with the CAH marketing team to create a Facebook event and invite other partners to cohost.
      • Share the event and invite people on social media to respond to the event.
      • Post photos, videos and information about what is happening in the Facebook event.
  3. Write a highlight about the event for your website’s newsfeed.
    • All stories require admin approval for posting. Send a note to [email protected] to let us know the story is ready for review.
    • All highlights require a photo.
    • Remember the Ws (who, what, when, where, why, and how) and put the important information up top.
  4. Printed collateral: Discuss with Matt if you think the event requires a poster, flyer, or digital graphic.
  5. Have a distribution plan for the poster, flyer, or digital graphics BEFORE you make the piece.
  6. Press release: Discuss with Heather if you think the event requires a press release. (Tip: most events do not.)
  7. Email newsletter: does your department have an email list? Use the CAH Mailchimp account to send out an announcement of the event.
  8. Box office: All CAH departments may use the SPA box office for free and paid events. There is no charge for this. Using the box office provides you with a better idea of who is attending the event and allows you to follow up with attendees after the event. Contact Krissy Yagel for more details.

 

*Please note: all events should have departmental approval prior to any publicity being performed.