Event Promotion

January 2025

 
WHICH EVENTS DO WE SHARE? HOW DO WE SHARE THEM?

 
Priority Events
Priority events are events that we are hosting or co-hosting. These events will be featured on the website (home page and events page) and shared via press release, social media, and electronically.

Secondary Events

If you are speaking at event – let’s add it to the website and share via social. We can create our own social post and/or like and share the organizer’s social posts. We can also share/distribute press releases from the organizer. Other options may also be considered.

If you are tabling at another organization’s event but have no other role – we can like and share that organization’s social media posts, and/or possibly create our own social posts. We ‘may’ include it on the website, depending on the event size, location, partners, etc.  

If you are attending another organization’s event but have no role (tabling or speaking), and you’d just like to let the public know about it because it’s a great event – we can like and share that organization’s social post with a note encouraging folks to attend.
Future events but details are not confirmed – we may want to create a “save the date” event announcement – just to put it on people’s calendars. Send me what you have, and we’ll see if it’s a good fit. 

WHAT TO SUBMIT

Written Content
Submit an overview of the event. The overview should be 1-3 short paragraphs (pre-written by staff or the event organizer) that describe the event. See the event clips below for reference. Should include the 5Ws (who, what, where, when, why) and ‘how’ if applicable. Included here are the basics of date, time, location, partners, purpose of the event, what activities you’ll be doing or issues you’ll be speaking about, any registration information, links, groups to tag in social media, any hashtags, etc.

Visual Aids
Flyers, save the date cards, and other promotional materials can be included in the submission, but not without the event overview. Visual aids ‘may’ be used on the website. They will most likely/certainly be used in social media posts that we create (if applicable).
 

WHEN & HOW TO SUBMIT

 When to submit

The more lead time we have to post and share the event, the better. If you have the details now – send it. Or again, if you have most of the details – send – we can create an event with either “save the date” or share what we have and add “details coming soon!” Just make sure that the overview includes “Save the Date” or “Details Coming Soon!” In these cases, staff (submitting the event) are responsible for making sure that updated content is submitted prior to the event.

How to submit

Send events via email with the subject “Event Details” and make the email ‘high importance’ so it doesn’t get lost in the email abyss.

• One event – either paste the overview into an email, and/or send it as a Word attachment with any visual aids attached.
• Multiple events – list out each event and details and send as a Word document. Attach any visual aids.
  • For all visual aids – files should be named to align with the event and include photo credit if needed.
    • Example “EPA’s research vessel R/V the Lake Guardian credit Michelle Niedermeier”

WHERE ARE EVENTS PROMOTED?

• The home page of the website via the “Events” block
• The “Events” page
• If enough content exists, and/or it is a priority or secondary event, we may want to write a press release. If so, it could also be featured in the “News” page.
• Social media platforms as appropriate