Event Communications and Marketing
As your event takes form, it’s essential to maintain clear communication with your guests and event team. Effective communication and coordination strategies will ensure that your event reaches its target audience and provides an exceptional experience for everyone who attends.
Manage Event Communications
Thorough communication before, during, and after the event plays a pivotal role in ensuring its success. Strong communication within your team can help build interest, provide necessary information, and gather feedback for future improvements. Be sure to keep your stakeholders informed as well, as that communication can be the differentiating factor between a good event and a great one.
Based on your target audience, select the most appropriate channels for communication. This might include emails, texts, website announcements, or mobile app notifications.
Your invitation requests participation and sets the tone for your event. Make sure it aligns with your theme, provides all essential information, and encourages the recipient to attend. Consider including RSVP options to get a preliminary headcount.
Periodic updates can keep participants informed and engaged, especially for larger events or those requiring significant preparation from attendees. This can include reminders, teasers about event highlights, or practical details about logistics.
On the day of the event, provide any last-minute information attendees might need. This could range from weather updates, parking tips, or any changes in the schedule. Use your communication channels responsibly and ensure that your messages are concise, clear, and easily accessible. Consider using multiple platforms such as text messages, email, and social media to reach a broad audience while respecting attendees' communication preferences.
Use surveys or feedback forms to understand the attendee experience. Make the process as simple and quick as possible to encourage as many attendees as possible to share their thoughts. The results can provide insights on what went well and areas of improvement for future events. Common tools for surveys and feedback forms at UNLV include Qualtrics and Google Forms.
Document all communication endeavors for the sake of recurring events or even improving your event planning process. This helps in understanding what strategies worked best and which areas need more attention in future communications.
Having a dedicated individual or team be responsible for handling various aspects of communication can ensure no details are overlooked, especially for larger events.
Market Your Event
Effective marketing is key to gaining visibility for your event and drawing the right crowd.
UNLV has made many marketing and branding resources available for download, including:
- Logos and marks
- PowerPoint templates
- Backgrounds for Zoom
- Branded countdown clocks
- Photoshelter, a large photo library with high-quality images
These resources are particularly helpful for UNLV-centric events, either organized for campus community members (e.g., students, faculty, and staff) or intended to highlight aspects of UNLV.
For help with marketing an academic conference or other event peripherally connected with UNLV, utilize online resources or professional services through Integrated Graphic Services.
Integrated Graphic Services (IGS) provides the UNLV community with a one-stop resource for the following:
- Graphic design
- Printing
- Direct mail
- Digital publication development
- Signage and wide format production
- Event displays
- Promotional products
Familiarize yourself with UNLV's promotional options such as print, web, and broadcast. Contact your unit’s communications specialist for additional support.
Identify your target audience and tailor strategies. For an event that will include members of the campus community, utilize email, UNLV Today (the university’s daily e-newsletter), the UNLV Calendar, and your unit’s social media channels.
Decide on the level of press involvement you want for the event. Be sure to consult with the university’s media relations team or your college/school communications director.
If your budget allows, hire a photographer to take high-quality, professional photos. Otherwise, utilize modern smartphones, which often produce impressive images, and tap into the skills of a photography enthusiast among your team of volunteers. These photos can serve as valuable assets for future promotions and event recaps.
Coordinate Volunteers
Volunteers are crucial for the operation of an event. Well-coordinated volunteers not only elevate the event but also free you to address other critical matters during the day of the event.
Start by determining the number of volunteers needed and the specific roles they will fulfill. This could range from registration desk assistance and ushering guests to their seats to moderating sessions or facilitating workshops.
Find campus colleagues and others who will support you in planning and executing the event. Outline responsibilities, timelines, and expectations.
Based on the event’s duration and structure, create shifts that cover all necessary roles without overburdening individual volunteers. Allow volunteers to choose shifts that best fit their availability. Consider using scheduling tools or apps for very large events.
Not all volunteers may be familiar with the specifics of your event or their designated roles. Organize training sessions to acquaint them with the event's objectives, their responsibilities, and any necessary protocols or tools they might use.
For larger events, appoint a dedicated individual or team to oversee volunteer activities. This ensures a single point of contact for volunteers, streamlining communication and addressing any concerns promptly.
Provide volunteers with necessary resources such as a resting area, meals or refreshments, and any required equipment or materials. Their comfort and well-being directly influence their efficiency and enthusiasm.
After the event, seek feedback from volunteers on their experience. This provides insights into areas of improvement for future events and reinforces the value you place on their contributions.
Acknowledge the efforts of all volunteers who support your event through a formal letter, simple thank you note, or other gesture.