Does your office or department frequently host events? Public Affairs and Marketing is happy to help you share your good news and get more people in your seats. The first place to start is the Hope Calendar when hosting an even for on-campus attendees.
Gone are the days of simply sending a campus mail and calling it good. Entries on the Hope calendar can serve as your event’s webpage with all the details your on-campus attendees need to know: who, what, when, where, why, and even photos or a video if you have one. Guests can informally “RSVP” to show their friends they’re interested in your event, they can easily share the event to social media, and see on a map where you’re event is located.
Getting Started
- When reserving your room in EMS, select “Yes” when asked if you would like this event to display on the Hope College public calendar. Include any descriptive text that should appear on the web in the “Event Details” section of the room reservation. This ensures any potential changes in time or location are updated in both EMS and the calendar. Approved events typically appear on the campus calendar in 1–2 business days. See more Calendar tips.
- Include all the details you would normally put in your Campusmail such as a title, description, time, dates, etc. in the description box. Don’t worry if you don’t know all the details, you can always update your entry later by emailing calendar@hope.edu.
- Use the same email address to send us a photo or graphic, otherwise we will choose a default image, which are usually not as exciting as one promoting your event.
- Please be sure your calendar entry is always current. Email changes or new information to calendar@hope.edu.
Tweet or post to Facebook
- Once your event is listed on the calendar and your image is in place, start tweeting about it and share it with your Facebook fans, even if it’s six months away.
- Always include a picture or graphic with your social media and link to the calendar entry.
- Consider creating a Facebook Event if you’re feeling savvy with Facebook. We can even help you link the Facebook event with the Hope calendar entry, or help you advertise the event on Facebook if budget allows.
- Speaking of advertising, promoting events to specific groups of people can help ensure you have a robust audience. We can help you devise a social media advertising plan if your budget allows.
A few weeks, or months, out
- Don’t wait until the day or week of the event; Start talking about it early!
- Use your office or division’s social media channels to promote your event. Be sure to include an eye catching graphic or a photo, and always link to the Hope calendar entry or Facebook event.
- Use hashtags, when appropriate, but before you choose any old hashtag, talk to Public Affairs and Marketing. We’ll help you find the right one.
- Tag other users or offices involved in the event.
- Ask faculty and students in your department to share to their social media.
- If your event is for students, consider how Instagram and Snapchat can be utilized for your event. Public Affairs and Marketing often offers offices the opportunity to “take over” the Hope account for special events and academic promotion.
Day of event
- For big events, have someone tweet and post to Facebook during the event.
- Consider adding photos and video to Instagram if your office has an account. This is the fastest growing social channel for Hope’s followers.
- Share photos of the event (think “behind the scenes”) or take videos with a phone.
- Use a hashtag if you have one — or use one that’s globally popular, yet relevant to your event. Example: “#MarchMadness”
After the Event
- Be sure to post photos, videos or a “thank you” message to your social media followers
- Most social media accounts allow you to look at data on your social media performance. Check it out to see which posts or tweets were most and least effective.
- Recycle your posts and tweets throughout the year to continue talking about the event. This will help keep it top of mind for next year.
For more information on promoting your event or news online, please connect with Elizabeth Council, digital strategist, in Public Affairs and Marketing.