Gather your facts
Pull together the who, what, when, where and why of your event and write a short blurb that covers questions those interested in attending might have. Most importantly, list how your audience can get more information (e-mail, phone number, web page URL, etc.). Read over your material to catch any typos before moving ahead.
Campus web calendar
Make good use of the campus events calendar: emu.edu/events. Not only is it the PRIMARY SOURCE for marketing and communications staff to gather information about upcoming events, it’s also one of the most visited sections of our website, drawing in tens of thousands of visitors each month. Any member of faculty or staff can add an event to the calendar, just by logging into emu.edu/events/admin. Fill in as many fields and categories as possible, and don’t forget to mention any fees that are applicable and whether or not an event is open to the public.
Using the campus web calendar instead of “everyone” e-mails will lighten the number of emails people receive, making us all more alert to “everyone” e-mails. (Often, we receive so many “everyone” e-mails we delete them without opening them!)
E-classifieds ‘special notice’
EMU’s e-classifieds section of the website consistently logs nearly 60,000 hits per month! Advertising your event in the ‘Special Notices’ section, for free, is a great way to get attention. Creating a ‘special notice’ adis quick and easy, too. A “special notice” is an excellent substitution for “everyone” e-mails the campus community receives; these are frequently ignored.
Print materials (brochures, flyers, etc.)
Contact Jessica Hostetler in the marketing office via the print request form to learn more about your options for on- and off-campus print materials, including Microsoft Publisher templates for various projects or design assistance from a staff designer or student intern. Jessica can also advise you on printing options for your project.
Perhaps your budget allows for paid advertising. No matter the scale of your advertising ideas, contact Jessica Hostetler (firstname.lastname@example.org, 432-4056) in the marketing office to coordinate creation and placement of advertisements. Working with our central marketing office ensures your program receives coordinated and competitive pricing from newspapers and other periodicals, and also ensures your ad will fall within university design standards.
If you or your department already has established an online presence, consider using Facebook and/or Twitter to get the word out as well. Many of EMU’s departments (like undergraduate admissions) and special events (like the Shenandoah Valley Bach Festival) already have Facebook fan pages with a number of fans. (But remember, building a fan base takes time, and there are guidelines you should review.) Be in touch with the marketing department – we can ensure your message gets out via university social media channels like the general EMU Facebook fan page and Twitter account. Contact Mia Kivlighan, information officer (email@example.com or 540-432-4211), for more information on social media.
Don’t forget external ways/venues that can help circulate word about your event. Some examples are church bulletins, high school newspapers, community newsletters, etc. Again, being in touch with the marketing and communications department about your event will ensure it is included in the monthly events bulletin prepared and distributed to local organizations, websites, newspapers and periodicals by Mike Zucconi, information officer (firstname.lastname@example.org or 540-432-4211).
Word of mouth
An invitation with a personal touch will often generate more response than a mass message. Be in contact with professors who can encourage students to attend your event when appropriate, pastors who will share the message of your event with congregation and community leaders, and anyone else invested in a meaningful way in the purpose of your event.