Event Promotion

Owned by Kelsey Stine
Last updated: Jun 26, 2023
3 min read

To promote an event on campus, first consider your goals and audience. The best option for advertising a campus event will vary depending on the target audience. Below is a list of campus and community promotional channels, many of which are free, to help you get started.

Note: If you are contacting communications for help with promoting an event, please reach out at least one month in advance. For larger events, touching base with us as early as possible is recommended.

For full event planning guidelines and best practices, click here.

TABLE OF CONTENTS

Campus Event Calendars

Events targeted toward members of the UT community can be promoted through the Texas Today events calendar. You can submit event information here (requires signing in with your UT EID)

The School of Architecture also maintains an event calendar on the School of Architecture website. Contact Kelsey Stine to get your event added to the SOA website at least one month prior to the event. You’ll need to provide: Event Title, Event Description, Event Time, and Location, as well as at least one image to accompany the event.

HornsLink is the platform for student organizations and events at UT Austin. All students, faculty, and staff can log in with their EID and advertise events to students.

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Digital Signage On Campus

There are various opportunities across campus to promote events via digital signage. This service is free, but there is no guarantee your content will run. Below is a non-comprehensive list.

Student Services Building (SSB) Digital Screens
Location: First and ground floors of the Student Services Building (SSB).
Submission: Online form / Email: ssbdigitalsignage@austin.utexas.edu 
Availability: Departments and registered student organizations hosting or sponsoring events, activities or services for students.
Format: 1920 X 1080 pixels and saved as an RGB jpeg file. This is a horizontal 150 dpi or higher format jpeg. Keep file size at or below 1 MB.
Deadline: Two weeks prior to requested (first choice) display date.

RecSports Digital Screens
Location: Gregory Gym, Recreational Sports Center.
Submission: Online form
Availability: Registered student organizations and departments providing events, activities or services for students.
Format: 1920x1080 pixels or 16:9 wide format ratio and saved as a RGB jpeg file. This is a horizontal 150 dpi or higher format jpeg.
Deadline: Two weeks prior to requested (first choice) display date.

University Unions Digital Monitors
Location: Texas Union and Student Activity Center.
Submission: Online form
Availability: Departments providing events, activities or services for students.
Format: 1920x1080 pixels saved as a RGB jpeg file.
Deadline: At least 1.5 weeks prior to the start of your first choice week

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Texas Student Media

Texas Student Media oversees The Daily Texan and other outlets with a wide reach on campus. To get the word out about events via a Daily Texan advertisement or proposed news story, or through another Texas Student Media outlet, follow the links below.

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Newsletters & Listservs

The School of Architecture maintains a weekly newsletter, distributed every Monday during the fall and spring semesters. If you wish for information about an event or opportunity to be included in the weekly newsletter, submit content here by Thursday at 5:00 p.m. to be included in the next week's newsletter. 

Depending on the event type and target audience, sometimes it is appropriate to share the event with others in the UT community directly. Think through the other units or departments that might be interested in your event content. Research the appropriate contact and share a brief overview of the event and a link for more information. If they find it relevant, they might share it with others on a one-on-one basis, or forward it to appropriate listservs.

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Social Media

The School of Architecture has a social media presence on Instagram, Facebook, Twitter, and LinkedIn. Each platform has its own distinct audience and focus, so contact Kelsey Stine to discuss promotion of your event. If you have your own social media platform, tag @UTSOA, and the school can reshare your content, which is the easiest and most direct way to get the word out. Note that for any type of social media promotion, you will need to provide a high-quality visual. 

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Community Calendars 

Below are some free event calendars maintained by various news outlets and online platforms that accept community-based event submissions. This list is not comprehensive. It is recommended that you submit online event calendars at least a month in advance of the event.

For industry-related outreach, consider:

*Keep geography in mind when going outside of Central Texas. Only send to non-Texas outlets if there is a virtual component to the event.

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