{"id":595,"date":"2025-09-25T09:06:15","date_gmt":"2025-09-25T16:06:15","guid":{"rendered":"https:\/\/cas.wsu.edu\/faculty\/?page_id=595"},"modified":"2025-09-25T16:44:47","modified_gmt":"2025-09-25T23:44:47","slug":"marketing-guide","status":"publish","type":"page","link":"https:\/\/cas.wsu.edu\/faculty\/communications-toolkit\/promoting-an-event\/marketing-guide\/","title":{"rendered":"Marketing Guide"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Your Guide for Promoting an Event<\/h2>\n\n\n\n<p>The following planning questions, timeline, and checklist include a wide variety of promotional tools. Your needs will vary depending on the scope of your event. CAS Communications may be able to assist with promotion if your event is a large, general audience event. You will need to receive director\/chair approval, as CAS Communications currently supports one event per unit per academic year.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Planning<\/h3>\n\n\n\n<h4 class=\"wp-block-heading\">Who is your primary target audience?<\/h4>\n\n\n\n<p>Who do you want to attend and why?<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Select your venue based on the size of your target audience and\/or budget. Venue may be dictated by  availability.  <\/h4>\n\n\n\n<p>If seating will be limited, include this information in your promotional materials.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">What is your available promotional budget?<\/h4>\n\n\n\n<p>Estimate promotion costs and tailor your promotional plan accordingly. Keep in mind that your promotional efforts may be dictated by your audience size. A presentation seeking 20\u201330 attendees may not require the same efforts as a 100+ attendee event.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">6\u20138 weeks in advance<\/h3>\n\n\n\n<ul>\n<li>Identify promotional materials to be used.<br>(posters, email, digital signs, print ads, web, etc.)<\/li>\n\n\n\n<li>Begin design and production of promotional materials.<\/li>\n\n\n\n<li>Decide if a WSU photographer is needed to provide high quality still photos.<br>Contact <a href=\"mailto:photos@wsu.edu\" data-type=\"mailto\" data-id=\"mailto:photos@wsu.edu\">Photo Services<\/a> to schedule (cost-based).<\/li>\n\n\n\n<li>Decide if live streaming and\/or recording is appropriate.<br>Options include partnering with <a href=\"mailto:global.connections@wsu.edu\">Global Campus<\/a>; making arrangements with <a href=\"http:\/\/experience.wsu.edu\/\">Academic Media Services<\/a> (AMS) (cost-based); or self-producing with YouTube or Facebook live streaming.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">4\u20136 weeks in advance<\/h3>\n\n\n\n<ul>\n<li>Post event details on the <a href=\"http:\/\/calendar.wsu.edu\/events\/\">WSU Calendar<\/a>.<\/li>\n\n\n\n<li>Post event details on your unit\/department webpages.<\/li>\n\n\n\n<li>Post the details on community calendars.<\/li>\n\n\n\n<li>Send a \u201cSave the Date\u201d email to key guests.<\/li>\n\n\n\n<li>Compile additional email address lists for external\/affiliated groups and internal audiences. If appropriate event subject matter, you may be able to use of your department\/school\u2019s internal lists and associated listservs and any affiliated groups\u2019 lists and listservs.<\/li>\n<\/ul>\n\n\n\n<p>If you plan to send a university-wide email or a college-wide email, address lists will be provided by WSU Communications or the College of Arts and Sciences, respectively.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">3\u20134 weeks in advance<\/h3>\n\n\n\n<ul>\n<li>Complete design of printed and digital promotional materials and arrange for printing and display. Posters in the residence halls must be approved by <a href=\"http:\/\/housing.wsu.edu\/about-housing\/staff\/\">Residence Life<\/a> before printing and must be delivered to the Residence Life office at least one week before you can expect them to be posted.<\/li>\n\n\n\n<li>Place printed posters in high-traffic areas of your department\/school and in key locations across campus, such as the CUB,&nbsp;Chinook Student Center, Student Recreation Center, and Dining Centers.&nbsp;<a href=\"https:\/\/studentaffairs.wsu.edu\/who-we-are\/marketing-communications\/services-resources\/\">Learn about posting printed signage and posters<\/a>.<\/li>\n\n\n\n<li>Submit electronic files for ads to appear on <a href=\"https:\/\/studentaffairs.wsu.edu\/about-us\/marketing-and-communications\/marketing-on-campus\/digital-signage\/\">digital screens<\/a>&nbsp;in the CUB, Lighty Student Services, and other locations. They are either cost-based or&nbsp;free with student organization sponsorship.<\/li>\n\n\n\n<li>Submit electronic files for ads to appear on digital screens in the\u00a0<a href=\"https:\/\/spark.wsu.edu\/request-digital-signage\/\">Spark building<\/a>\u00a0(cost-based).<\/li>\n\n\n\n<li>Place posters on WSU Library&nbsp;bulletin boards.<\/li>\n\n\n\n<li>Begin announcing your event through social media, via\n<ul>\n<li>Your department or school<\/li>\n\n\n\n<li>Affiliates and student groups<\/li>\n\n\n\n<li>Individual faculty, staff, students <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Provide information or URLs for WSU and CAS to share via social media channels.<\/li>\n\n\n\n<li>Send information and\/or poster to&nbsp;<a href=\"https:\/\/news.wsu.edu\/\" data-type=\"URL\" data-id=\"https:\/\/news.wsu.edu\/\"><em>WSU In<\/em>sider<\/a> for their event listings.<\/li>\n\n\n\n<li>If appropriate, send a press release to <em><a href=\"https:\/\/news.wsu.edu\">WSU Insider<\/a><\/em>&nbsp;for distribution to area media (reserved for large-scale, public events).<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">2\u20133 weeks in advance<\/h3>\n\n\n\n<ul>\n<li>Complete HTML email and send to appropriate distribution lists.<\/li>\n\n\n\n<li>Email information and\/or posters to colleagues at WSU and elsewhere, as appropriate, e.g.,\n<ul>\n<li>University of Idaho<\/li>\n\n\n\n<li>Eastern Washington University<\/li>\n\n\n\n<li>Gonzaga University<\/li>\n\n\n\n<li>Lewis &amp; Clark Community College<\/li>\n\n\n\n<li>Spokane Community College <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Submit event details to appear in <a href=\"https:\/\/news.wsu.edu\/announcements\/\" data-type=\"URL\" data-id=\"https:\/\/news.wsu.edu\/announcements\/\">WSU Announcements<\/a> two weeks (a minimum of one week) before the event.<\/li>\n\n\n\n<li>Confirm arrangements to live-stream and\/or record via <a href=\"mailto:global.connections@wsu.edu\">Global Campus<\/a> or <a href=\"https:\/\/li.wsu.edu\/policies-and-forms\/digital-recording-and-video-streaming-request-form\/\">Academic Media Services<\/a> (AMS).<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">1\u20132 weeks in advance<\/h3>\n\n\n\n<ul>\n<li>Run ad in <em>The Daily Evergreen <\/em>(*cost-based; see&nbsp;<a href=\"https:\/\/dailyevergreen.com\/advertise-with-us\/\">Daily Evergreen Advertise with Us page<\/a> or email <a href=\"mailto:advertise@dailyevergreen.com\">advertise@dailyevergreen.com<\/a>).<\/li>\n\n\n\n<li>Check with affiliates to ensure they have everything needed to reach their supporters.<\/li>\n\n\n\n<li>Post about event on social media occasionally.<\/li>\n\n\n\n<li>Send a final reminder email to target audience if needed.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Day of event<\/h3>\n\n\n\n<ul>\n<li>Post reminders on social media (make sure to include date and time).<\/li>\n\n\n\n<li>Consider Reels or Stories on social handles before and during event.<\/li>\n\n\n\n<li>Greet any reporters who attend and answer their questions; recommend creating a one sheet with key details, such as speakers, main purpose of the event, contact information, etc. that can be provided to reporters. Recommend tracking reporter information (name, outlet, email address).<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">After your event<\/h3>\n\n\n\n<ul>\n<li>Thank attendees and post a recap with photos\/videos from your event on social media.<\/li>\n\n\n\n<li>Thank any reporters who covered your event.<\/li>\n\n\n\n<li>Thank affiliates who helped with your event via email and by tagging them in social media posts.<\/li>\n\n\n\n<li>Email a short narrative about your event and any photos or videos to CAS Communications <a href=\"mailto:cas.news@wsu.edu\">cas.news@wsu.edu<\/a> for possible inclusion in the college\u2019s <a href=\"https:\/\/www.flickr.com\/photos\/cas-at-wsu\/albums\">Photo Galleries<\/a> and\/or social media coverage.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Your Guide for Promoting an Event The following planning questions, timeline, and checklist include a wide variety of promotional tools. Your needs will vary depending on the scope of your event. CAS Communications may be able to assist with promotion if your event is a large, general audience event. You will need to receive director\/chair [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":593,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"categories":[],"tags":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/pages\/595"}],"collection":[{"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/comments?post=595"}],"version-history":[{"count":2,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/pages\/595\/revisions"}],"predecessor-version":[{"id":642,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/pages\/595\/revisions\/642"}],"up":[{"embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/pages\/593"}],"wp:attachment":[{"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/media?parent=595"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/categories?post=595"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/tags?post=595"},{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/wsuwp_university_location?post=595"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/cas.wsu.edu\/faculty\/wp-json\/wp\/v2\/wsuwp_university_org?post=595"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}