To promote an event on campus, first consider your goals and audience. &=
nbsp;Below is a list of campus and community promotional channels, many of =
which are free, to help you get started.
Note: If you are contacting the public affairs team for help with promot=
ing an event, please contact us at least one month in adva=
nce. For larger events, touching base with us as early as possible is recom=
mended.
Submit =
;a brief description of the event, when, where and sponsors. Make sure to i=
nclude important details like if the event is free, open to the public, if =
an RSVP is required to attend, and map and parking instructions.
Add your event to the university calendar using the event submission form (UT EID required). This also means event infor=
mation will be distributed through the daily UT Event Listings email.
Most events on campus won't require media coverage. However, if you thin=
k your event might, it=E2=80=99s important to plan ahead. Ask yourself; wil=
l the event have general appeal? Are there high-profile presenters, interes=
ting guests or attendees that may be available for media interviews? Are th=
ere topics being covered that are newsworthy or controversial?
Contact Lauren Macknight for assistance wit=
h media contacts on behalf of the college, or to get a media advisory publi=
shed on the UT News site. Please note that media advisories are reserved fo=
r high profile events only.
For high profile events, please contact Dan Oppenheimer for guidance.
If your event has a wide audience, contact Lauren Ma=
cknight to request having it featured on the liberal arts social m=
edia channels. You can also contact her for advice about promoting it throu=
gh your own social media channels. For an overview of social media in the C=
ollege of Liberal Arts in general, visit this guide.
If you have a major event coming up and need help with designing promoti=
onal materials, contact Arielle Winchester.
Post-Event Communication<=
/h2>
After the event, review it for content assets. Do you have some compelli=
ng video clips or strong photography? Life & Letters=
magazine publishes a sampling of notable happenings across campus=
. Send video and event-related photography to Kaulie Watso=
n.
Is there an interesting point of view that could be developed into an op-ed? Take stock of what you=E2=80=
=99ve got and work with the public affairs team to pitch your event=E2=80=
=99s story.
- CLA Digital Displays
Information applicable to Liberal Arts students may be submitted for public=
ation on the flat panel displays located near the elevators on each floor o=
f CLA. Fliers may be submitted as .pdf, .jpg, or .ppt, to CLA Public Signage.
Deadline: Submissions must be made by 9 am Wednesday morning in order to be=
displayed beginning the following Monday.
- Student Services Building (SSB) Digital Screens
Loc=
ation: First and ground floors of the Student Services Building (SSB).=
Submission: Online form
Availability: Departments and registered student organizations hosting or s=
ponsoring events, activities or services for students.
Format: 1920 X 1080 pixels and saved as an RGB jpeg file. This is a ho=
rizontal 150 dpi or higher format jpeg. Keep file size at or below 1 MB.
Deadline: Two weeks prior to requested (first choice) display date.
- RecSports Digital Screens
Location: Five in Gr=
egory Gym, three in the Recreational Sports Center.
Submission: Online form
Availability: Registered student organizations and departments providi=
ng events, activities or services for students.
Format: 1920x1080 pixels or 16:9 wide format ratio and saved as a RGB =
jpeg file. This is a horizontal 150 dpi or higher format jpeg.
Deadline: Two weeks prior to requested (first choice) display date.
- University Unions Digital Monitors
Location: T=
exas Union and Student Activity Center.
Submission: Online form
Availability: Departments providing events, activities or services for stud=
ents.
Format: 1920x1080 pixels saved as a RGB jpeg file.
Deadline: At least 1.5 weeks prior to the start of your first choice w=
eek
- Residence Life Cable TV Info Channel
Location: =
;Residence halls.
Submission: Onl=
ine form
Availability: Housing and Food Service staff, residence hall councils, coll=
eges and departments and registered student organizations.
Format: PowerPoint slide
Deadline: Thursday of each week.
- Student Government (SG) Newsletter
Events for Campu=
s News and Events section. Distributed every Tuesday during long semes=
ters; every other Tuesday during short semesters.
Deadline: Sunday before distribution. Email information to info.utsg@g=
mail.com and laurel.pugliese@gmail.com. Include who is h=
osting the event, date, time and location.
- Multicultural Engagement Center (MEC) Newsletter
Di=
stributed biweekly on Thursdays.
Deadline: Tuesday before the issue goes out. Email Teresa Espi=
nosa the date, location, time of the event, a 100 word description of t=
he event, images to uploaded and contact info.
- Texas Parents Newsletter
Distributed on the 15th of=
each month.
Deadline: Email Texas Parents at least one week prior t=
o the newsletter date.
- Posters/Flyers in On Campus Residence Halls (printing =
costs)
Only display flyers/posters for events sponsored by UT Austin departments (=
design must include the department logo). Resident Assistants will post to =
their floor and public hall areas.
Requirement: 200 posters/flyers must be delivered to the main DHFS office i=
n Kinsolving separated into these exact quantities: Jester East (35), =
Jester West (40), WCR (65), WRH (60).
Contact: Lisa Diaz
- CLA Bulletin Boards (printing costs)
Anyone may post signs about an event on any of the public bulletin boards a=
round CLA that are not designated for a department. Signs and fliers should=
have an expiration date and should be removed after the expiration date. I=
tems may be not taped to any of the glass, wood or painted walls in the bui=
lding.
- Texas Union Bulletin Boards (printing costs)
Registered student organizations and university departments may post event =
flyers and/or handbills to two bulletin boards in the building (2nd floor n=
ext to the north elevator, 4th floor between the restroom and the Reflectio=
n Space).
- Advertise with Texas Student Media
- Austin American Statesman and Austin360.com
To submit your event online, go to the events page. For t=
he print version, e-mail calendars@statesman.com. The Aus=
tin American-Statesman also publishes a new weekly calendar that includes C=
entral Texas lectures, seminars, conferences and academic events at univers=
ities and colleges, museums, convention centers, etc. so if your event fall=
s under these categories, email them to insightevents@sta=
tesman.com.
- Austin Business Journal
To submit =
business-related events with the ABJ for a fee of $99, fill out a=
n event form.
- Austin Monthly
Submit an ev=
ent for consideration.
- Austin Chronicle
The Chronicle is published every T=
hursday. Information is due the Monday of the week prior to the issue in wh=
ich you wish to have your event published. Listings are printed on a space-=
available basis. Submit your event with the event submission form.
- The Daily Texan
This publication is focused on news=
and events happening at the university. Remember that reporters are UT stu=
dents and they are often on tight deadlines, so give them the essential inf=
ormation that will help them quickly understand the context of the event, a=
nd the reason why it is important for faculty, staff and students. Submit your event via email.
- Texas Monthly
Submissions must be received at least=
six months in advance. For consideration, contact the calendar editor, Michael Hoinski.
- KUT Radio
KUT publishes events of interest to =
the UT community on its community calendar. To submit an event, use the online form=
.
- KEYE-TV CBS42
Add an event to th=
e community calendar.
- KTBC-TV FOX 7 News
Do you have an event that benefi=
ts Austin or the surrounding area? Send the details to the Fox 7 Community Calendar.
- KVUE-TV (ABC)
Submit your event here=
a>.
- Time Warner Cable News
To submit your event, use the online form.
- Downtown Austin Alliance
To have your event submission published on the DAA website, your property =
must be near the Downtown Public Improvement District. Events and asso=
ciated images must be in good taste. All listings will be reviewed and appr=
oved by a DAA staff member. Please allow three business days for your listi=
ng to appear.
- Austin Convention and Visitors Bureau in partnership with Do512=
This online resource mainly lists events with the purpose of a=
ttracting tourists; however, certain university events are often included. =
To submit your event for consideration, fill out the event submission form =
at the events calendar. Please all=
ow seven working days for it to be posted.