Procedures

Procedures

• For events outside the classroom, review directions for Event planning and approval. Note: if you are interested in promoting details or images about a classroom guest's visit—either before or after their visit—just reach out directly to Elana Wakeman.

• Allow as much time as possible for promoting events—preferably 2 months' notice. Any thing less than a month makes it harder to draw audience as it takes time to create the assets and post details on calendars and via messaging. Note: Moody College requires images for digital monitors and kiosks to be created and submitted 3 weeks before an event (by Elana to Caroline Cox), in order to be posted 2 weeks before the event.
• Please do not try to create your own marketing graphic assets. We need to comply with Moody College/UT Branding Guidelines.
• Identify classes that are like-minded and ask the faculty member to consider: including your lecture on their syllabus and/or offering extra credit to their classes for attendance
• You may either work with RTF's Sr. Programs and Communications Coordinator, or in some instances when the College is co-sponsoring an event, with the Moody College Marketing & Communications team.
• To work within RTF...consult with Elana Wakeman with regards to promoting your event on College display monitors, social media, calendars, websites, and e-newsletters.
  Discuss:
  1. event purpose & goals
  2. title of event
  3. description of the event
  4. target audience
  5. date, location & time of event
  6. list of co-sponsors, if any
  7. visual assets needed (such as speaker headshots, film posters, book covers, etc.) 
  8. promotion timeline
  9. post-event coverage