Promoting Events and Programs
Want to spread word about an event? Have a brand new program to promote? Need to recruit for an existing program, or communicate out about a change to a program? Here are some pointers on how to effectively spread the word.
Start with the Basics
It’s helpful to be able to answer these basic questions about your event:
- What type of event is this (in-person or virtual, free or ticketed, new or annual (repeat), single dates/times or multiple, etc.)?
- When will the event take place?
- Where will the event take place?
- Who should attend?
- Why would someone attend?
Promoting New or Existing Programs
It’s helpful to be able to answer these basic questions about your program:
- What are the program details?
- What quarters is it offered?
- What are the dates/days/times?
- Are there any pre-requisites, major requirements?
- Who should enroll?
- Why would someone enroll?
- If it's an existing program that has changed, what are the key details/differences and how does it affect prospective and current students?
Knowing these details helps everyone involved focus on the important aspects of promoting the event or program.
Resources to Promote Your Event or Programs
New to Social Media?
Post print materials on campus kiosks, in poster holders or as banners. See the posting policy for information on available posting locations and quantities.
Reserve use of kiosks through the AS. Drop off printed kiosk displays at the AS Publicity Center, Viking Union 411, Monday-Friday, 10 a.m. - 4 p.m. with a copy of the reservation attached. AS Publicity Center staff will put up displays within two working days. You can only reserve kiosk space for one quarter at a time. For more information on how to work with the AS on promotion/publicity needs, visit AS Publicity.
Contact Dining/Food Services (Edens Hall 109) and request to place Table Tents in the Dining Halls.
Calendars (for Event Promotion)
Western Involvement Network (WIN)
The AS Events Calendar is driven by WIN, a one-stop-shop for students, faculty, and staff to stay up to date on the latest events.
- Any department/organization at Western can put events on WIN.
- Upcoming events on WIN are shown on screens in commons areas across campus.
- WIN offers RSVP options, email notifications to those who are interested in attending, and questionnaires for before and after the event that are automatically emailed to those who RSVP and attend. WIN also has an attendance tracking feature where students can swipe their ID’s or go to a URL link generated by the site to check in.
To get started posting events to the AS Events Calendar, fill out this form for the possibility of having your own event site on WIN. If you have any questions or need assistance, contact Activities Manager Jenn Cook at email@example.com.
Other Calendar Options
You might want to also explore other community calendar options, including Bellingham Herald, BE in Bellingham, Whatcom Talk, and Cascadia Weekly, etc.
Display your information on the Viking Union, dining commons, Performing Arts Center, and downtown Alumni scrolling video screens. Images must be pdf, jpeg or png format, dimensions: 1920x1080 72ppi. Depending on where you want your videos/slides displayed, email the creative assets to the right offices. Be sure to send the dates you want the slides to be displayed, including a “kill date” when the slides should be taken down.
Mail flyers to campus departments. You can send 137 copies of your flyer through mail services with a note to include one flyer per department. Contact Western’s Mail Services to learn more.
Put Up Posters
Western departments may submit up to 29 posters (12 in the residence halls, 4 in the Viking Union glass cases, and 13 in the glass cases around campus). Posters may be dropped off in the distribution box at VU542 or at the Associated Student Publicity Center during open hours. Maximum size for any poster on campus boards is 11" x 17". A list of on-campus open posting boards can be found on the AS Publicity site.
Use video from past events to add to social media and relevant websites. Video can help increase your reach on social media. Check the University YouTube channel, with Western Window or with University Marketing for applicable video segments that already exist.
Press, Photos and Video, and Promotional Materials
Early in the planning stages, it’s good to reach out to University Communications or the appropriate office about developing and issuing a press release.
Only specific offices at Western have the authority to issue press releases–read on for more information
If you are part of a university college, department, institution, or administrative office, send press release requests and information to University Communications.
If you are part of an AS Club or student organization, send press release requests and information to AS Communications.
Photos and Video
Design Conductor is Western’s approved design template system, and a great option for creating flyers, postcards, banners, posters, social posts and other print/digital promotional pieces. The templates provided in Design Conductor are branded and optimized for readability–you just click to update content and photos.
Let Marketing Know About Changes
If you need to communicate major changes to an existing program or programs, such as a title change or major shift in focus, send an email to firstname.lastname@example.org detailing the changes, and University Marketing will make the necessary updates to current marketing efforts and the main Western site. They will also notify University Communications if a press release is needed.