Design and Marketing Needs

Promoting an event entails more than just informing individuals about it. It involves crafting a message to convey the intent and advance the college's visibility. Event organizers must factor in their audience while choosing the resources and communication platforms that will effectively reach the desired groups and convey the accurate message.

Develop communication plan

• Objectives and Goals: Clearly define the purpose of the communication efforts. What do you want to achieve? This could be raising awareness, driving attendance, promoting a product, etc.
• Target Audience: Identify the specific group(s) you intend to reach with your message. Understanding their demographics, interests, preferences, and communication behaviors is crucial.
• Message: Craft a clear, concise, and compelling message that aligns with your objectives and resonates with your target audience. This message should convey the key information you want to communicate.
• Channels and Platforms: Determine the communication channels and platforms that are most relevant and effective for reaching your target audience. This could include social media, email newsletters, websites, traditional media, events, etc.
• Timeline: Establish a timeline that outlines when each communication activity will take place. This helps ensure that your message is delivered consistently and at the right times.
• Responsibilities: Assign roles and responsibilities to team members involved in the communication efforts. This ensures that everyone knows their tasks and contributes to the plan's execution.

Develop production schedule

Developing a production schedule for design elements involves breaking down the design process into manageable tasks and assigning timelines to each task.

• Event planners should define what marketing materials are needed:
  • Program
  • Flyers
  • Website graphic
  • Signage
  • Invitations
  • Social media post
• Defining schedule: event planners should set a schedule on when materials are needed and work back from that date on when items should be submitted to the different departments
• Obtain approvals

Marketing Collaboration

The event planners will collaborate with various units or departments to effectively set up marketing materials for an event. This collaboration ensures that the marketing efforts are cohesive, aligned with the event's objectives, and resonate with the target audience. Here are some key units that event planners may work with:

Marketing & Communications

• Collaborate on creating a marketing strategy that aligns with the event's goals.
• Determine the key messages, branding elements, and overall tone for the event's marketing materials.
• Coordinate the design and production of digital and print materials, including brochures, flyers, banners, and social media graphics.
• Develop online marketing campaigns to promote the event through various channels.
• All requests need to be submitted through Trello at least 2 weeks minimum prior to the event.

Public Relations (PR) Team

• Coordinate with the PR team to develop press releases and media kits for the event.
• Provide information and materials that can be shared with journalists and media outlets.
• Work together to ensure consistent messaging across all communications.

Business Technology Office (BTO)

• Update Barrett website by adding the event to the ASU site.  A ticket should be submitted through Barrett Webpage Support (ServiceNow) at least 1 week minimum prior to the event.

Printing

• Select printer - ASU Print Services or SunMart.