Promoting Events and Programs

Want to spread word about an event? Have a brand new program to promote? Need to recruit for an existing program, or communicate out about a change to a program? Here are some pointers on how to effectively spread the word.

Before you start planning the promotion of your program or event, you should gather the information needed to answer several basic questions. Knowing these details helps everyone involved focus on the important aspects of promoting the event or program.

Key Questions for Event Promotion

Purpose: How would you summarize the event and its purpose in two to three sentences? Why should someone attend? Who is hosting this event and are there any partners or sponsors?

Audience: Who are the primary and secondary audiences for the event? Is the event intended for a specific group, or is it open to the public?

Time: When will your event be held? Is this a one-time event or will it repeat on a regular basis? 

Location: Where will the event take place? Are there clear navigation and parking directions?

Format: Will the event be held in an in-person, hybrid, or virtual format? If hybrid or virtual, what system will be used and when will a link be made available?

Requirements: Will your event require registration or ticketing? Is it free or is there a cost to attend?

 

Key Questions for Program Promotion

​​​​​​Purpose: How would you summarize the program and its purpose in two to three paragraphs? What makes it different from other programs?

Audience: Who is this program intended for? How will this program benefit those who enroll? How does your audience typically learn about and engage with this type programming?

Time: When will this program launch? What quarters will it be offered? What are the dates and times that the program will take place? 

Location: Where will this program be offered? If it's not on the Bellingham campus, will it need to be posted on other location websites/channels?

Format: Will this program be held in an in-person, hybrid, or virtual format?

Requirements: Are there any course, major, or degree requirements that are required for enrollment? 

Getting the Word Out

Announcements and Press Releases

Early in the planning stages, it’s good to reach out to University Communications or the appropriate office about developing and issuing an announcement or press release.

Only specific offices at Western have the authority to issue press releases. If you are part of a university college, department, institution, or administrative office, send press release requests and information to UComm.News@wwu.edu.

Even if you do not have enough information for a release, you can send a news tip to Western Today.

Event Calendars

Western Involvement Network (WIN)

The Student Engagement Events Calendar is driven by WIN, a one-stop-shop for students, faculty, and staff to stay up to date on the latest events.

To get started posting events to WIN, fill out this form for the possibility of having your own event site on WIN. If you have any questions or need assistance, contact Jenn Cook, Associate Director of Student Engagement, at jennifer.cook@wwu.edu.

Other Calendar Options

You might want to also explore other community calendar options, including Bellingham Herald, BE in Bellingham, Whatcom Talk, and Cascadia Weekly, etc.

Social Media

Post your information on Social Media, either through your established organizational account or work with Western's social media team to broadcast on the main Western channels. For best results when posting to Western-affiliated social media accounts, read through the social media guidelines.

You can also ask other relevant university partners to share your content on their feeds.

Posters and Flyers

The Student Publicity Center distributes postings across campus for university groups, departments, and non-profit organizations. Please visit the Student Publicity Center website to review distribution standards and procedures.

You can also mail flyers to campus departments. Contact Western’s Mail Services to learn more.

If you need design support for a poster, flyer, or other print material, please complete the WWU Marketing and Creative Request Form.

Campus Kiosks

Departments and programs may post print materials on campus kiosks, in poster holders, or as banners. See the posting policy for information on available posting locations and quantities.

Reserve use of kiosks through the Student Publicity Center. For more information, visit Student Publicity Center website.

Need a kiosk designed? Complete the WWU Marketing and Creative Request Form and a member of the Creative Services team will contact you.

Digital Displays

Hoping to catch the eye of students? Display your information on the scrolling video screens across campus!

Images must be pdf, jpeg or png format, dimensions: 1920x1080 72 dpi. 

Depending on where you want your videos/slides displayed, email the creative assets to the right offices. Be sure to send the dates you want the slides to be displayed, including a “kill date” when the slides should be taken down.

If you need design support for your digital display image, please complete the WWU Marketing and Creative Request Form.

Radio

Submit a Public Service Announcement to KUGS and/or a Public Service Announcement to KMRE 102.3 FM Community Radio.