Group of Students

Office of Communications

Plan and Promote Your Event: A Checklist

Step 1

Select a date and time that are likely to work well for most of your target audience.

  • If the event is outdoors, identify an alternative rain date and/or location.
  • Determine that any necessary internal or external speakers and/or senior staff members are available at the chosen time.
  • Check the Internal Master Calendar for conflicting events.
  • Check the college's public Events Calendar for conflicting events.
Step 2
  1. Reserve the location. Ensure that the size, layout and technology available for the site are appropriate for the nature and goals of your event.
Step 3
  1. Contact ETS to schedule assistance if you have complex technology needs for a large event. Use the help form at
Step 1

Invite individual colleagues and contacts as soon as possible.

  • Send invitations via both e-mail and Outlook calendar invitation. If you hold events regularly, create an Outlook group list to use for future invitations.
  • Include all managers on an invitation to a large event and request that they forward details to their staff/department/division.
  • Contact the President's Office ( to ensure that all senior staff members are notified of the event.
Step 2
  1. Invite faculty members to bring their classes or give extra credit, in appropriate cases, for student attendance.
Step 3
  1. Email Office of Communications staff at with all confirmed details:

  • Event name
  • Date(s)
  • Start time
  • End time
  • Cost of admission (if there is a fee)
  • Location, including building and room
  • Sponsoring group(s)
  • Contact name(s), email address and phone extension

Contact the Office of Communications about your event as soon as confirmed details are available. Depending on timing, the nature of the event and office workload, assistance could include:

  • the creation and development of a Web page, or support in updating a Web page you manage (important for a large and/or complex event)
  • inclusion on the public events calendar
  • posting of an item on the faculty/staff and/or student portal
  • publication in the internal newsletter
  • promotion through social media
  • media notifications

A Note About Images
If you have a high-quality image associated with the event, or photo(s) from a previous event, please provide these in the email.

Step 4
  • Announce your event in multiple governance, department, small-group and individual meetings, as well as to relevant classes.
Step 5
  • Contact La Voz ( for calendar inclusion and possible promotion or coverage of the event, or to purchase an ad.
Step 6
Step 7
  • Create a flyer if, after taking into consideration the environment, as well as cost and design quality, you believe that doing so will be helpful. Distribute the flyer through the mailroom and division offices.


IMPORTANT NOTE: If your event is changed or canceled, immediately notify the Office of Communications at and contact all invitees.



If you need assistance with a communications project, use the Web, Print and Communications Services Project Request Form.

Project examples include:

  • Web page creation or extensive changes to an existing web page
  • Print materials (such as brochures and posters)
  • Publicity campaign requests
  • Detailed event planning advice

Office of Communications
Building: Administration
Contact: Leah Mieso
Phone: 408.864.8948

Last Updated: 2/7/18