Event Planning and Marketing

Below is a collection of ideas and resources for marketing your events.

• COVID-19 Event Guidelines
  From Special Events and Scheduling, as approved by the Presidential Task Force
  
  
• COVID-19 Event Host Guidelines & Restrictions
  

Event Planning

• Consult the University Calendar to see what other events are happening this semester
  • Instructions for submitting events on USI calendar
    
    
• College of Liberal Arts Annual Events
  
  
• Checklist for Sponsored Event or Speaker
  
  
• Submit a College of Liberal Arts Event Request Form
  to secure funding and make the LA administration team aware of the event
  
  
• Submit your event to Scheduling Services
  to secure space and event planner, food, etc.
  
  
• Best Practices for A Secure Zoom Experience
  
  
• Virtual Activities Resources from USI Student Development

Ways to Advertise on Campus

• Campus TVs (the Yodeck System; formerly, the Symon System)
• Posters and/or flyers, yard signs
  • These print materials can be distributed through USI's Scheduling Services team and other departments. Speak with the Marketing Coordinator about how to have your prints dispersed.

Ways to Advertise Online
Each of the items listed below is available per request from the LA Marketing Coordinator.

• Press release
  • See the University's Press Release Archive for examples
• Emailing students (by major or college)
• List it on the Liberal Arts website
  • LA Calendar of Events
  • LA front page "slider"
• USI Calendar entry
• Liberal Arts social media pages (Facebook, Twitter and Instagram)
• Creating a video
• Your departmental social media
  • Check the Social Media Resources page for ideas and tools to market your event 
  • If funding allows, we can also run paid social media ads through your department page.

How to Advertise Off-Campus

Community Calendars

• E is for Everyone
• Tristate Homepage
• 14News
• Courier & Press
• Tracy Zeller Calendar
• Evansville Events

Requests to advertise in physical off-campus materials or locations should go through University Marketing and Communications.

Marketing Requests

If you would like help with your marketing efforts, please reach out to the Liberal Arts Marketing Coordinator.

In order to properly advertise your event, ALL event details need to be figured out and delivered to the Marketing Coordinator at least two weeks in advance of the event day. If you need design work completed, all details are needed at least three weeks in advance.

This includes:

• Date/Time
• Speaker(s)
• Title of event
• Location/Virtual link
• Is this event open to the public or just students/faculty?
• “Blurb” about the event (What is the purpose/theme? Why should people attend?) to use for press release and social media
• Any photos you want to use within the event graphics; including photo of the speaker, if applicable
• List of any other organizations co-sponsoring the event (plus logos and URLs to any social media they may want to tag).  

If we get the information later, there’s no guarantee we’ll be able to get the information out to people in time – for example: sending the information to the campus TVs, Creative and Print, the USI calendar, and University Communications all involves other people and approvals, which can take time. The less lead time the Marketing Coordinator has, the less lead time everyone else has. 

Professors are more likely to give extra credit for students to attend events if we know about the events in advance – but it is harder to justify that it’s fair to give extra credit when we only know about the event a few days in advance, because that also doesn’t give students enough time to plan to go to the event.