So you’re hosting an event and you need to get the word out. What should you do?
First, make sure you've ironed out all the details. Nothing makes promoting an event more difficult than not having the who, what, when, where, why, how and who cares determined at the offset. If you need help, there are a few offices we recommend consulting:
Once you have all the details settled, don't wait to start promoting it! In order to advertise your campus or community event effectively, start no less than two weeks before for internal audiences and one month prior for external audiences. We cannot stress this point enough.
Before you promote your event, ensure you have your venue reserved here.
Most campus events should be submitted through the Office of Student Life's Engage platform. All events marked public in Engage will automatically feed into the campus calendar. Contact firstname.lastname@example.org for more information about Engage.
Hanging flyers can be a cheap but effective way to share information around campus. To get help, complete a Service Request 2-3 weeks in advance of when you want to begin advertising your event. (In addition to a flyer, consider table tents for the dining hall and larger posters for high-traffic common areas.)
Never underestimate the power of a well-crafted email message sent to Florida Tech's most popular subscription lists, FITForum and FacForum. With a good subject line and a clear and succinct message that provides all the details, you can grab your campus audience's attention. If you'd like to take it a step forward with a professionally-designed email, you can submit a Service Request for web design asssistance.
The Crimson is a student-run newspaper that is distributed around campus on a monthly basis. If your event centers on student involvement, this is a great opportunity to inform your target audience about it. For more information, please email the staff.
If your department or unit has a social media page, post a few updates/photos to build anticipation and excitement. For social media tips and best practices, visit our social media page.
Tell people about your event the old-fashioned way: in person. Grab a small group of students or other colleagues and share fliers and other information via a table in high-trafficked areas (eg. The SUB, Panther Dining, Olin buildings, etc).
Our News Bureau team can write and distribute a press release for your event. The press release will go to local media and will be posted to the university's Newsroom, which typically means it will also appear in the News and Stories or Featured Events section of the Florida Tech homepage. Submit a Service Request for help.
Public events that are submitted to Engage will automatically feed into the campus calendar. If your event is free and open to the public and requires an RSVP, email email@example.com to add your event to the calendar.
Many locally-focused websites and media companies encourage community members to post information to their event calendars. Visit local websites and post your event on all the popular calendars. Here’s a list of those we have found helpful:
WFIT is a fantastic forum to share your event with its large listening audience. There are many options to spread the word including campus interviews and advertising sound bites. Contact WFIT General Manager Terri Wright for more details: firstname.lastname@example.org.
If you have a budget for your event, consider doing some print or digital advertising with local outlets.
This is the time to get creative! Holding a writing workshop? Research writing groups in the area and contact them. How about an engineering lecture? Make a list of local engineering companies and enthusiast groups and spread the word.
Grab your posters or flyers and get them on the doors to local establishments.
If you have a list of emails, an eblast is a great way to market your event. Web Services can help you design your email and send it out. If you do not have a contact list, it’s important to build one. Capture those attendee emails to continue to market to them for future events. Your best customers are repeat customers.