Event Publicity

Do you have an event to promote? Our communications team can help. Below are some guidelines that can help us promote your event or program effectively.

If you have an event that requires publicity or promotional materials, we recommend that you let us know as soon as possible so that we can work tasks related to publicizing your event into our existing workflow. Please understand that proper promotion of your event is contingent upon you providing materials to us in a timely manner and in accordance with the noted deadlines below.

For programs organized within departments

Please contact your department communication/publicity contact within that department:

How the communications team can help

The College of Fine Arts communications department promotes programs organized by the Dean’s Office in the following ways. (For programs organized within departments, please see above section.)

  • Promotional flyer for print or email
    • Content due to communications department at least four weeks in advance
  • Submission of event to DigiKNOW screen (listed on space-available basis)
    • Content due to communications department at least four weeks in advance
  • Calendar listing on COFA website and UT event calendar
    • Content due to communications department at least three weeks in advance
  • COFA homepage graphic (contingent on available space)
    • Content due at least three weeks in advance
  • If appropriate, create Facebook event for the program on the COFA FB page and promote the program on COFA Facebook and Twitter with 1-2 posts the week of the program.
    • Content due at least three weeks in advance.
  • If applicable, issue a media advisory about the event for local media. (The communications department will make the determination about whether a media advisory is appropriate.)
    • Content due to communications department at least three weeks in advance.

How you can promote your program

  • For proper event promotion, the event coordinator must provide event details and description in a timely manner to the communications department.
    • For one-off events, please provide information four weeks out.
    • For a series of events or festival-type programming, please provide information six weeks in advance.
  • Provide appropriate images for publicity purposes no later than four weeks out
    • For print materials, images should be at least 5×7 inches at 300 dpi
    • For web materials, images can be that dimension at 72 dpi
  • While the communications department can assist in arranging photography and videography of programs, the event coordinator is responsible for allocating funds for videography and photography of their program.
  • If a flyer is desired, content for the flyer needs to be provided to the communications department four weeks before the program.
    • If a flyer is designed, the event coordinator is responsible for budgeting for printing costs associated with the project. The communications department does not have a dedicated budget for this.
    • If a flyer is created, event coordinator is responsible for distributing flyers to appropriate departments/locations around campus. We recommend distributing flyers at least a week before the program.
  • Outreach to relevant departments and professors to encourage professors to have their students attend the program.
  • Outreach through departmental listservs that might be interested in a specific program (this requires a contact who has access to that listserv.)
  • Submit event listing to the following online community calendars/local media contacts:
    • Austin 360, online site at the daily newspaper Austin American-Statesman
    • Do512 event calendar (www.do512.com)
    • NowPlayingAustin, city’s promotion of arts and culture events
    • John Aielli at KUT
    • Appropriate contacts at the Austin American-Statesman
    • Appropriate contacts at the Austin Chronicle, Austin’s alternative newsweekly
    • Life and Arts editor at The Daily Texan, the University’s student newspaper

Other Options

If there are concerns about attendance at a particular program, here are some additional options to consider.

  • Occasionally, external funding sources have provided funds for paid advertising in The Daily Texan, KUT, or other media outlets. Please note that advertising funding must come out of the budget for the program. The dean’s office does not have an advertising budget for programs. The communications department can provide contacts at various outlets for you to request rate sheets.
  • We welcome and encourage speakers to share information about their program with any contacts in the Austin area.