Event Publicity Checklist/Request

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Public Information and College Marketing

Austin Community College
Public Information and College Marketing
Highland Business Center, Room 611
Phone 512.223.7595
Fax 512.223.7833
pubs@austincc.edu

Public Information and College Marketing (PICM) provides resources to help you publicize and promote a successful event. The amount of lead time it takes to produce professional marketing materials often makes the difference in a successful event and one that misses its mark.
Call 223.7595 for more information or to schedule a meeting.
When you schedule a meeting with PICM staff, print this form and bring it with you.

Publicity Checklist for Event Planning
Your Information

First Name :

Last Name :

Email :

Phone :

Publicity
The main goal is to promote your event. However there are other things to think about when deciding what promotional materials you need. Things to think about before you call us: Who is your audience? This will help us focus on reaching the highest number of your prospective attendees. Your answer may include all or some of these groups: (Check all that apply)

Internal audiences:
Faculty
Staff
Students
Alumni

External audiences:
Professional groups
Civic groups
Peers at other colleges/schools
Non-profit organizations
Local business community
The general public

What is the goal of your event?
Does your event intend to:
Educate
Inform
Entertain
Increase awareness
Build community support

On occasion you may need to identify a spokesperson for your group or event. This person must be willing to express the event's purpose in radio and newspaper interviews. Contact PICM as soon as the date and location are determined. After discussing audience and goals with PICM, you will be provided with one or more of the following:

News Release (PICM handles all major media outlets)
Listing in News & Announcements on ACC’s home page (if applicable)
Recommended photographer(s) if necessary

Printed and Web Materials You should meet with PICM staff to determine the best ways to reach your desired audience. Here are some items you might use to promote awareness of your event:

Postcards
Invitations

(Note: both these items will require you to have a mailing list of names. You will be responsible for addressing envelopes, or should be prepared to pay an outside mailing house to do so. Postage costs also need to be figured into your budget.)

Posters 11 x 17
Fliers (optional .PDF version of flier for e-mailing) 8 ½ x11
Web Page (should be scheduled early so web address can appear on your printed materials)
T-shirts (fairly expensive option)
Paid Advertising (Statesman, Chronicle, etc.) This is an expensive option for those events with a large budget.

Here are some functional items you might need for your event:

Tickets (Do they need to be numbered for control?)
Forms (pdf or printed for registration, auction items, etc.)
Banners
Program Booklet
Signs (parking, sponsor names, schedule)
Maps and parking instructions
Certificates of attendance/completion
Plaques
Letterhead/envelopes
I.D. badges/lanyards
Name tags and seating charts (your office should be prepared to complete these tasks)

(Note: PICM prepares artwork for the above items. Printing is handled by Duplication Services or an external printing vendor. We do not provide mailing lists, envelope addressing, or perform other distribution functions.)

Timeline for Printed Materials Please remember that PICM must approve all materials intended for mass distribution to an off-campus audience. You should plan sufficient time for designing, editing, proofing, printing, and distributing your materials. The timeline below should serve as a guideline:

You should plan sufficient time for designing, editing, proofing, printing and distributing your materials. The timeline below should serve as a guideline:

6 – 8 weeks (minimum) before your event date for small events
Note: Large events could be 4 – 6 months in the planning stage
- Initial meeting to gather information and plan strategy.
7 –10 days for design
- Proofs will need to be approved by you or your committee. A delay at the proofing stage will cause delays in receiving your final product.
5 – 14 days for printing
- Depending on the complexity of your materials and the time of year of your event, this time can vary significantly.
5 – 7 days for mailing
- More time may be necessary if materials are being sent out of the local area, or postage other than first class is used. (eg. bulk mail)
Paid Advertising
- Newspapers require the camera ready artwork from 5 to 10 days before the run date in the publication (not the event date!)

Costs to you:
There is no charge for graphic design and writing or editing services.

However, you are responsible for the cost of printing the materials, either from Duplication Services or an ACC-approved outside vendor.

PICM will get quotes from vendors, coordinated through ACC Purchasing. In accordance with ACC policy, the vendor an approved purchase order before PICM can release the artwork to them.

The vendors will pick up the artwork from PICM and deliver the finished product to you.

Date for completion of all materials

Additional Comments:

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