Resources for Promoting Departmental Events



Resources for Promoting Departmental Events

|Type of event |Resources |Lead time |

|Major lecture/performance/event for a large |Institutional Marketing will design and acquire quotes for |Production timelines vary but allow about |

|audience |printing (charge). |8 weeks. |

| | | |

| |Also e-mail details to CLAS Dir. of Communications |As soon as the major details such as date,|

| |johnstmo@gvsu.edu for CLAS website, notification to Cindy |speaker and venue are known. Photos are |

| |Driesenga for CLAS Happenings, and to the Dean. We can also log |useful. |

| |your event on the university planning calendar. | |

| | | |

| |Also e-mail Matt Makowski makowsma@gvsu.edu so that University | |

| |Communications can consider a media release. |Full details will be needed for a press |

| | |release. Photos are useful. |

|Smaller lecture/performance/event for smaller|University Promotions (Off. of Student Life) can assist with |Allow a minimum of one week. |

|or more specific audience |inexpensive graphics by students. | |

| | | |

| |Desktop published flyers in department or with assistance from | |

| |CLAS Dir. of Communications. | |

| | | |

| |University Promotions has a low cost service that will post | |

| |flyers. | |

| | | |

| |E-mail details to johnstmo@gvsu.edu for CLAS website, notification|As soon as the major details such as date,|

| |to Cindy Driesenga for CLAS Happenings, and to the Dean. |speaker and venue are known. Photos are |

| | |useful. |

|Major achievements by students, faculty or |E-mail details to johnstmo@gvsu.edu for CLAS website, and notify |As soon as details are known. |

|staff (such as grants, publications, |the Dean. The Director of CLAS Communications will e-mail Matt | |

|election to professional society office, |Makowski (so that University Communications can consider a media | |

|awards, retirements…) |release) and will enter an item in The Forum via | |

| |gvsu.edu/forum . | |

Institutional Marketing (Emphasis—a unified message about GVSU)

Institutional Marketing is a unit under the Division of Planning and Equity. Its goal is to serve Grand Valley State University and its constituencies by conveying a clear, research-based message about what Grand Valley offers, based on the university’s mission, vision, values, and strategic goals. If you would like assistance with any of the following services, you may contact Institutional Marketing at 331-2525.

Institutional Marketing offers consulting services to departments for designing and implementing marketing plans for their departments that derive from the institutional integrated marketing plan. Institutional Marketing oversees and funds marketing research that benefits the entire university. Institutional Marketing also offers research design and implementation assistance to individual departments who request research, but does not fund such projects.

Anyone creating promotional materials should familiarize him or herself with the standards and guidelines clearly provided on the Institutional Marketing website.

I.M. can also assist you with social media.

University Communications (Emphasis—provision of newsworthy material about GVSU)

University Communications is a unit of the University Relations Division. Matt Makowski has most of CLAS as his beat. UComm provides a variety of services and products to tell the Grand Valley story to audiences within the university and those reached through the mass media. Our services include:

Media Relations/News Releases

Photography Services

Crisis Communications

Media Training

Event Support

Live Webcasting

Videography

UComm products include:

Forum: A newsletter for faculty and staff members and retirees

GVNow: Video features like "Around Grand Valley" and daily campus news reports are a part gvsu.edu/gvnow

Grand Valley Magazine: Quarterly magazine for the Grand Valley community that includes profiles, features, research news and news about alumni and campus events. gvsu.edu/gvmagazine

Videos: NIS produces convocation and commencement videos, along with special projects like the national championship football videos and DVDs. gvsu.edu/videos

Success Stories: These items, located on the Grand Valley homepage, tell the unique accomplishments of students, faculty and staff members, and alumni. View stories and submit suggestions at gvsu.edu/successstory

Sources Guide: This guide is an online topical arrangement of faculty and staff members who can serve as sources for reporters looking for commentary on breaking news stories or subjects for features.

Office of the Dean of the College of Liberal Arts & Sciences (Emphasis—promotion and advancement of CLAS)

Monica Johnstone, PhD, Director of CLAS Communications & Advancement in B-4-232 MAK (ph 1-8125 or johnstmo@gvsu.edu ) will assist in the promotion of achievements, events, performances and lectures relating to the College of Liberal Arts & Sciences. This assistance cannot replace that provided by the department and is meant to streamline communication with other campus resources. Monica will help you post to appropriate event calendars, send news items to News & Information, consult on your promotional strategy, notify appropriate personnel in the dean’s office, and, in a pinch, help with desktop publishing.

The CLAS dean’s office produces a monthly CLAS Happenings calendar (contact Cindy Driesenga on 1-2495 ), makes daily updates to the CLAS website (gvsu.edu/clas, contact Monica Johnstone), sponsors events such as the CLAS Research Colloquium, and provides financial or other support of events and their promotion on a case-by-case basis. Information relevant to all CLAS Unit heads is sent by Tracy McLenithan (1-2495 or mclenitt@gvsu.edu) on a regular basis. The Dean’s office does not distribute promotional materials to the faculty directly by e-mail. Blast emails must be vetted by the Dean’s office before being sent to the provost’s office. These requests must reach a high standard of relevance to the university community in order to be recommended for university-wide distribution and most cases can be appropriately referred to FORUM and Lanthorn to reach the campus audience.

Events should be sent in plain text, rather than in a PDF, and include in this order: Title (best if shorter than 62 total characters), location, date, time start, time end, description, sponsorship (if any). Descriptions can detail the content of the event, speakers, if it is LIB 100 certified, etc.

School of Communications (Emphasis—education of students)

A pedagogically relevant PR project with enough lead time has been known to make an appropriate assignment in a course offered in our own School of Communications. This would have to be of mutual benefit and negotiated directly with the instructor well in advance.

University Promotions (Emphasis—students and student organizations)

The University Promotions Office is a student-staffed graphic design, advertising and public relations department of the Office of Student Life.  They can design, produce, and print any kind of publicity piece, including t-shirts, logos, stickers, buttons, web ads, posters, banners, table tents, etc.  They are available to all students, staff, departments and student organizations.  University Promotions is made up of Graphic Design, Illustration, and Advertising students, which creates the unique opportunity for fresh, quality work and affordable prices.  They insure all publications are consistent with the high standards set by the university.  Because of the quantity of work they do with area vendors, they are able to pass on the price break they receive with their customers.

They design the ads on the web calendar along with the table tents posted in the dining areas, downtown at DeVos Center and at the Holland campus.  They are also responsible for posting on the campus posting boards, which is done twice weekly and maintain them in accordance with university regulations. 

Rates are extremely reasonable and the quality is cutting edge.  Student organizations wishing to publicize an event or an upcoming campus activity should meet with University Promotions to discuss ideas, techniques to advertise and costs.  Several packages are available to help reduce cost and help the client design an effective marketing plan.  If you have a project you would like University Promotions to assist with, please stop by the office and complete a service request.  Due to the high volume of work produced by the office, the requested due date should be at least one week from the submission date.

Video Team (Promotions Office)

0008 Russel H Kirkhof Center 

Dept. Phone: 616-331-8692 

Dept. Fax: 616-331-2355 

Other resources to consider: Alumni Relations, Admissions, Athletics, Student Clubs, Grand Rapids Convention & Visitors Bureau (), community organizations, paid ad in The Lanthorn…

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