Event Promotion

Promoting Your Florida Tech Event

So you’re hosting an event and you need to get the word out. What should you do?

First, make sure you've ironed out all the details. Nothing makes promoting an event more difficult than not having the who, what, when, where, why, how and who cares determined at the offset. If you need help, there are a few offices we recommend consulting:

Conferences and Events - secure a space and everything else your event might need (a great place to start!)
Catering Services - from basic refreshments to formal dinners
Student Affairs - to add event to Engage event listings
Marketing and Web Services - for help with promotions and setting up registration, if needed
Admission - if your event has a recruitment or enrollment goal

Once you have all the details settled, don't wait to start promoting it! In order to advertise your campus or community event effectively, start no less than two weeks before for internal audiences and one month prior for external audiences. We cannot stress this point enough.

Campus Event (Only for Florida Tech students, faculty and/or staff)

Before you promote your event, ensure you have your venue reserved.

1. Add event to Engage or submit to Marketing

Most campus events should be submitted through the Office of Student Life's Engage platform. All events marked public in Engage will automatically feed into the campus calendar. Contact studentactivities@doinghg.com for more information about Engage. Alternatively, submit your event to Marketing to be added to the calendar.

2. Create a Flyer and post it around campus

Hanging flyers can be a cheap but effective way to share information around campus. To get help, complete a Service Request 2–3 weeks in advance of when you want to begin advertising your event. (In addition to a flyer, consider table tents for the dining hall and larger posters for high-traffic common areas.)

3. Post to FITForum and/or FacForum

Never underestimate the power of a well-crafted email message sent to Florida Tech's most popular subscription lists, FITForum and FacForum. With a good subject line and a clear and succinct message that provides all the details, you can grab your campus audience's attention. If you'd like to take it a step forward with a professionally designed email, you can submit a Service Request for web design assistance.

4. Book an ad in The Crimson*

The Crimson is a student-run newspaper that is distributed around campus on a monthly basis. If your event centers on student involvement, this is a great opportunity to inform your target audience about it. For more information, please email the staff.

5. Social media

If your department or unit has a social media page, post a few updates/photos to build anticipation and excitement. For social media tips and best practices, visit our social media page.

6. Set up a table on campus

Tell people about your event the old-fashioned way: in person. Grab a small group of students or other colleagues and share flyers and other information via a table in high-trafficked areas (e.g., Denius Student Center, Panther Dining, Olin buildings, etc).

External Event (Open to the Community)

1. Request Event Coverage

Our University Communications team can write and distribute a press release for your event. The press release will go to local media and will be posted at news.doinghg.com. Visit our News Releases page for help.

2. Campus Calendar

Public events that are submitted to Engage will automatically feed into the campus calendar. If your event is free and open to the public and requires an RSVP, email marketing@doinghg.com to add your event to the calendar.

3. Community calendars

Many locally focused websites and media companies encourage community members to post information to their event calendars. Visit local websites and post your event on all the popular calendars. Here’s a list of those we have found helpful:

4. WFIT radio spots

WFIT is a fantastic forum to share your event with its large listening audience. There are many options to spread the word including campus interviews and advertising sound bites. Contact WFIT General Manager Terri Wright for more details: twright@doinghg.com.

5. Print and web advertising

If you have a budget for your event, consider doing some print or digital advertising with local outlets.

6. Reach out to local community groups

This is the time to get creative! Holding a writing workshop? Research writing groups in the area and contact them. How about an engineering lecture? Make a list of local engineering companies and enthusiast groups and spread the word.

7. Poster around town

Grab your posters or flyers and get them on the doors to local establishments.

8. Create and send out an eblast

If you have a list of emails, an eblast is a great way to market your event. Web Services can help you design your email and send it out. If you do not have a contact list, it’s important to build one. Capture those attendee emails to continue to market to them for future events. Your best customers are repeat customers.