Event and Marketing Tips | Kent State University

STUDENT ORGANIZATION
Event and Marketing Tips

If a tree falls in the forest and no one is there, does it still make a sound?

The same thought applies to your student organization events. If you are hosting an event and no one knows about it, will anyone show up? There are many marketing resources available to student organizations at no charge, so be sure to take advantage of them. It is important to plan ahead to ensure your message gets maximum reach and to ensure the resource is available. Below is a guide to many of the resources you can use to promote your event.

Checklist

Design Assistance

All of these marketing resources require specifically sized artwork or it simply can't be used.  If you decide to take advantage of any of these and need design assistance for the artwork, we recommend meeting with Signum.  Signum consists of very talented student designers who are available to you for only $10 an hour. These designers do all of the design work for the Center for Student Involvement and they do great job.

Plan ahead when utilizing Signum or any other designer.  You'll want to get your project started with a designer at least 3-4 weeks before the artwork deadlines outlined below. To get a project started, email Kristan Dolan (kdolan3@kent.edu).

University Calendar

Add your event to the online university calendar. The calendar can be filtered so visitors can easily find events that interest them. The events are also viewable via Flashline.

Costs:  FREE
Artwork Specs: No artwork required.  
Request Form: Visit the university calendar page to find the request form
Deadline: There is no deadline; however, the sooner you get it on the calendar the more it will be seen.

FLASHperks

Make your event a FLASHperks event and you also get the marketing reach of the program.  Your event will be tagged as a FLASHperks event on the main university calendar and will be included in the weekly FLASHperks email sent out to all undergraduate students.  

When your event gets approved you will receive an email with the FLASHperks logo.  You are encouraged to add this logo to your marketing material to drive more students to your event.  When you are talking about your event on social media, tag @FLASHperks or use #FLASHperks so students know they can get points.

Costs:  FREE 
Artwork Specs:  No artwork required
Request Form:  As you complete the event request for the university calendar page you will be asked if you want to add FLASHperks.
Contact Person:  Sydney Jordan | sjordan3@kent.edu.
Deadline:  Must be submitted at least 14 days prior to your event 

Digital Advertising

Utilize the many digital screens around campus to get your message out.

  • Reserve space on the digital screens in the Kent Student Center. Find out more about the reservation process and artwork requirements.
  • Email Matt Merten (mmerten@kent.edu) to add your event to the screens in the Main Library.  File size is 916x916 pixels
  • Email Steve Langdon (slangdo1@kent.edu) to add your event to the screens in the Student Recreation and Wellness Center. File size is 1600x900 pixels
  • Email Kristan Dolan (kdolan3@kent.edu) to add your events to the screens in Tri-Towers Rotunda and Eastway. File size is 1600x900 pixels
    (The Tri-Towers and Eastway screens are not currently reservable for outside departments.)
Email

Get the word out on campus via the student organization list serve which goes out to all student organization officers and advisors.  This is a weekly distribution of information.  

Costs:  FREE 
Artwork Specs:  PDF or .jpeg image of the event flyer. Design is the responsibility of the student organization.
Request Form:  Email information to csi@kent.edu 
Contact Person:  Katie Goldring | kgoldrin@kent.edu 
Deadline:  Must be submitted at least 10 business days prior to your event.

Bulletin Boards & Residence Hall Posting

Posting flyers around campus is a great way to help promote your event.  Here is a list of locations on campus that have community bulletin boards which permit you to post your flyer (don't forget push pins).

The Department of Residence Services permits student organizations and departments to promote their events on the residence hall bulletin boards.  Their posting policy is meant to support the activities put on by student organizations while maintaining the aesthetics of the buildings.

Social Media

Tag @CSIKent on Twitter so we can help promote your events as well.  Create a schedule ahead of time for social media posts. Post relevant information about your student organization, not what you personally ate for lunch.  

Social Media Tips:

  • Choose your platform
  • Complete your profile
  • Develop a posting strategy
  • Analyze your data
  • When managing multiple social media platforms, use a social media scheduling platform to help keep everything organized.
  • Engage with your audience, don't just push content at them. Act like a person, not a robot.

Tips

Develop Goals and Objectives

Establishing goals and objectives for your event/meeting can be made easy by asking yourself/group the following questions: (Note: These should be measurable)

  • What is the purpose of this event/meeting?
  • What type of event/meeting will this be?
  • What are the desired outcomes of this event/meeting?
  • Who is the intended audience?
  • What value does this event/meeting bring to the overall university community?
  • Make a checklist covering all details of your event/meeting.
Establish a Budget

Establishing a budget early on provides a solid foundation for any event or meeting. Consider the following with establishing your event/meeting  budget:

  • Facility rental costs
  • Equipment rentals (chairs, tables, audio visual needs, etc.)
  • Entertainment
  • Travel and accommodations
  • Design and Printing for Promotional materials
  • Décor
  • Catering
  • Security
Select a Date, Time, and Location
  • Plan your event as far in advance as possible.
  • Select at least two dates, one preferred and one alternate date.
  • Select a time that will work best for your intended audience.
  • Select a location and connect with University Scheduling to confirm availability.
    • Be sure to consider the following when selecting a location:
      • How many people will be in attendance?
      • What type of space will you need?
      • Will you have any equipment requirements?
        • Chairs
        • Tables
        • Audio visual
        • Other
Develop a Marketing Plan

Informing your intended audience of your event/meeting is one of the most important elements of planning.  Be sure to consider the following:

  • What is your primary message?
  • What format will you use to inform the intended audience of your event/meeting?
    • Invitation
    • Email
    • Flyer/Poster
    • Digital signage
    • Social Media
    • Other
  • Will you need design and printing assistance?
Develop an Event Agenda

Planning how your event/meeting will run prior to the event is the best way to ensure success.  Be sure to plan the following:

  • Select a point person for the day of the event/meeting.
    • If there will be a team of people helping with the event, make sure everyone knows what their role is and the expectations for the event/meeting.  Share this information with the team a minimum of three days prior to the event.
    • Have someone other than the point person assigned as to trouble shooting. If things don’t go as planned. This person is the go-to for answers.
  • Create a timeline for the order of tasks/activities during event/meeting.
Tie-up Loose Ends and Last Minute Details

Tie-up any last minute details and loose ends at least one week prior to your event/meeting date.

Double Check

Double check, triple check, and look over your checklist one more time to ensure no detail has been overlooked. Check it one more time for good measures.

Evaluate

Evaluate how your event/meeting went. Ask yourself/your team the following questions:

  • Did this event/meeting meet the set goals and objectives?
  • What went well?
  • What didn’t go well?
  • What will be changed for the next event/meeting?