Event Publicity Timeline

Beginning of Year/Semester:

  • Reserve space on Scheduler, and “Post to Master Calendar”
  • Order event giveaways to arrive in time for early publicity, or for the Involvement Fair
  • Design event t-shirts, ensuring “Allegheny College” appears on the shirt

1 Month Before Event:

  • Talk to campus organizations, departments and local businesses about co-sponsorship and promotion
  • If contracting a performer all contracts must be reviewed by the Director of Student Leadership & Involvement in advance of booking (once a booking is finalized the performer or agent will provide promotional materials)
  • Order all other promotional material: large posters, postcards, business cards, balloons, etc.

1-2 Weeks Before Event:

  • Display posters/flyers in high traffic areas
  • Create and display table tents
  • Advertise the event on My Allegheny
  • Talk to newspaper(s)
  • If the event has tickets, give a few as prize giveaways to WARC
  • Post to social media

Day of Event:

  • Creative publicity: balloons, paper airplanes, remote-controlled cars with signs, a banner announcing the event displayed at the front of the Campus Center Lobby, etc.
  • Wear event t-shirts
  • Chalk sidewalks
  • Signs pointing to event location

Day after Event:

  • Take down all publicity; return all spaces to their original state immediately after the event
  • Thank organization members for their assistance; co-sponsoring organizations(s); others
  • Record or tweak notes for future events (if annual)