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 don’t want to have an empty room. Here are a few steps you can take to make sure you have an audience:

Details you need to know asap:

  • Title
  • Photo
  • Date
  • Location
  • Ticket price, if applicable
  • Description
  • Contact info for questions

Other things to consider:

  • Who is the audience (size, demographic)?
  • How will you let them know about your event?
  • 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 department’s UCF Events calendar.
  2. Create a Facebook event and invite CAH (and other partners) to be a cohost.
    • Invite people to come to the event on Facebook.
    • Share the event.
    • Post information about what is happening in the facebook event.
  3. Write a highlight about the event for your website. Post to your site and/or send to CAHWEB@ucf.edu and CAHPR@ucf.edu.
    • All highlights require a photo.
    • Don’t forget the Ws (who, what, when, where, why, and how) and put the important information up top.
  4. Poster: 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: do you have an email list? Use the CAH MailChimp 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.