The Office of Communications can help you build visibility for your events and connect with your audiences. Marketing support is available for events that are intended primarily for external audiences.
What’s It All About?
- What are the goals of this event?
- How will this event advance the University?
- Who is the primary audience for this event?
- What is the appropriate tone for communications related to this event?
- What barriers might there be for your audience?
Details, Details, Details
- Event title (character limit)
- Location (ADA disclaimer must be included on invitations to all public events)
- Event description
- Registration method
- Registration deadline
- Registration fees
- Presenters/distinguished guests
- Presenter biography
- Collaterals (e.g., posters, printed program, video content)
- Available photography
Getting the Word Out
Make sure your event is posted on the Drew calendar (www.drew.edu/calendar). This is normally done when scheduling with Campus Meeting and Events.
Gateway Messenger – this monthly e-newsletter is distributed on the third Wednesday of every month to all alumni, parents, current and retired faculty/staff, and friends of the university for whom there is a valid email address on file in Advancement. Only the event title is included in the newsletter with a hyperlink to the Drew calendar or other Drew webpage. In order for the event to be included in the newsletter, it must be posted on the Drew website by the third Monday of the month.
Monthly Events – this monthly events calendar is distributed on the first Wednesday of every month during the regular academic year to all alumni, parents, retirees and friends of the university for whom there is a valid email address on file in Advancement and reside within a forty mile radius of campus. Only the event title is included in the newsletter with a hyperlink to the Drew calendar or other Drew webpage. In order for the event to be included in the newsletter, it must be posted on the Drew website by the first Monday of the month.
DREWnet – registration for events targeted to alumni, parents and friends of Drew is handled through the online community. The online community is administered by the Communications Department; event registration lists are managed by the Advancement Office.
Press Release – the Communications Department promotes university-level events through press releases when appropriate.
Social Media – the Communications Department promotes events through Facebook and Twitter when appropriate. In addition to campus events and regional programs, social media may be used to promote the work of Drew faculty at other organizations (e.g., lectures, exhibitions).
Invitations – In order to assure that you have a full house on the day of your event, we recommend that you send:
- Save the Date (email or direct mail) 8 weeks or more prior to event
- Direct Mail invitation 6 weeks prior to event
- Email invitation 4 weeks prior to event
- Email reminder 1 week prior to eventPlease note that it is not possible to send a broadcast email for every event. Decisions will be made based on the nature of each event as well as previously scheduled emails to the same audience. The sooner you request an email, the more likely the request is to be filled.
Distribution lists are the responsibility of the requestor.
- For direct mail, one de-duped list must be provided to the mail house in Excel or comma delimited format with the following column headers:
- Addressee (e.g., Mr. John Q. Smith)
- Address Line 1
- Address Line 2
- Address Line 3
- Zip Code
- For email, one de-duped list must be provided to Digital Communications as a tab-separated text file with the following column headers:
- Email address
- First Name
- Last Name
Announcements to the campus community are the responsibility of the event organizer and distributed daily through the Drew Today email digest. Keep in mind that you can include a hyperlink to a webpage with detailed information so the email text can be concise.
DREWnet provides the ability to receive and process online registration and payment. Digital Communications will create registration pages once complete event information is provided.
Delivering the Message
- What do you want your audience to remember from this event?
- What are resource-efficient, audience-centered methods for achieving this?
- Consultation is available for audio-visual presentations as well as talking points for university leadership.
The Measure of Success
How will you measure the impact of communications about the event and of the event itself?
- Email open and click through rates (Digital Communications can provide upon request).
- Compare the number of invitations sent to the number registered.
- Analyze registration method (i.e., online, mail, phone, walk-in) to determine most effective means of communicating.