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To promote an event on campus, first consider your goals and audience. 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 promoting an event, please contact us at least one month in advance. For larger events, touching base with us as early as possible is recommended.
UT Calendars and Emails
Add Your Event to the COLA Events List
Submit a brief description of the event, when, where and sponsors. Make sure to include 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
Add your event to the university calendar using the event submission form (UT EID required). This also means event information will be distributed through the daily UT Event Listings email.
News Media
Most events on campus won't require media coverage. However, if you think your event might, it’s important to plan ahead. Ask yourself; will the event have general appeal? Are there high-profile presenters, interesting guests or attendees that may be available for media interviews? Are there topics being covered that are newsworthy or controversial?
Contact Lauren Macknight for assistance with media contacts on behalf of the college, or to get a media advisory published on the UT News site. Please note that media advisories are reserved for high profile events only.
For high profile events, please contact Dan Oppenheimer for guidance.
Social Media
If your event has a wide audience, contact Lauren Macknight to request having it featured on the liberal arts social media channels. You can also contact her for advice about promoting it through your own social media channels. For an overview of social media in the College of Liberal Arts in general, visit this guide.
Graphic Design
If you have a major event coming up and need help with designing promotional materials, contact Arielle Winchester.
Post-Event Communication
After the event, review it for content assets. Do you have some compelling video clips or strong photography? Life & Letters magazine publishes a sampling of notable happenings across campus. Send video and event-related photography to Kaulie Watson.
Is there an interesting point of view that could be developed into an op-ed? Take stock of what you’ve got and work with the public affairs team to pitch your event’s story.
Campus Promotional Channels
Free Options
- CLA Digital Displays
Information applicable to Liberal Arts students may be submitted for publication on the flat panel displays located near the elevators on each floor of 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
Location: First and ground floors of the Student Services Building (SSB).
Submission: Online form
Availability: Departments and registered student organizations hosting or sponsoring events, activities or services for students.
Format: 1920 X 1080 pixels and saved as an RGB jpeg file. This is a horizontal 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 Gregory Gym, three in the Recreational Sports Center.
Submission: Online form
Availability: Registered student organizations and departments providing 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: Texas Union and Student Activity Center.
Submission: Online form
Availability: Departments providing events, activities or services for students.
Format: 1920x1080 pixels saved as a RGB jpeg file.
Deadline: At least 1.5 weeks prior to the start of your first choice week - Residence Life Cable TV Info Channel
Location: Residence halls.
Submission: Online form
Availability: Housing and Food Service staff, residence hall councils, colleges and departments and registered student organizations.
Format: PowerPoint slide
Deadline: Thursday of each week. - Student Government (SG) Newsletter
Events for Campus News and Events section. Distributed every Tuesday during long semesters; every other Tuesday during short semesters.
Deadline: Sunday before distribution. Email information to info.utsg@gmail.com and laurel.pugliese@gmail.com. Include who is hosting the event, date, time and location. - Senate of College Councils Calendar
Fill out the form here. - Multicultural Engagement Center (MEC) Newsletter
Distributed biweekly on Thursdays.
Deadline: Tuesday before the issue goes out. Email Teresa Espinosa the date, location, time of the event, a 100 word description of the 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 to the newsletter date.
Options With Some Cost
- 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 in 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 around CLA that are not designated for a department. Signs and fliers should have an expiration date and should be removed after the expiration date. Items may be not taped to any of the glass, wood or painted walls in the building. - 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 next to the north elevator, 4th floor between the restroom and the Reflection Space).
Approval: Online form - Advertise with Texas Student Media
Community Event Calendars
- Austin American Statesman and Austin360.com
To submit your event online, go to the events page. For the print version, e-mail calendars@statesman.com. The Austin American-Statesman also publishes a new weekly calendar that includes Central Texas lectures, seminars, conferences and academic events at universities and colleges, museums, convention centers, etc. so if your event falls under these categories, email them to insightevents@statesman.com. - Austin Business Journal
To submit business-related events with the ABJ for a fee of $99, fill out an event form. - Austin Monthly
Submit an event for consideration. - Austin Chronicle
The Chronicle is published every Thursday. Information is due the Monday of the week prior to the issue in which 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 students and they are often on tight deadlines, so give them the essential information that will help them quickly understand the context of the event, and 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 the community calendar. - KTBC-TV FOX 7 News
Do you have an event that benefits Austin or the surrounding area? Send the details to the Fox 7 Community Calendar. - KVUE-TV (ABC)
Submit your event here. - 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 associated images must be in good taste. All listings will be reviewed and approved by a DAA staff member. Please allow three business days for your listing to appear. - Austin Convention and Visitors Bureau in partnership with Do512
This online resource mainly lists events with the purpose of attracting 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 allow seven working days for it to be posted.
Public Affairs
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