Tips for a Successful Event
Step 1: Select a date and time that are likely to work well for most of your target audience.
- Determine that any desired presenters and senior staff members are available at the chosen time.
- Check the Events Calendar on De Anza's website for conflicting events.
- If the event is outdoors, identify an alternate rain date and location.
Step 2: Choose a format or location. Be sure that the format you are considering – whether in-person, Zoom meeting or webinar, or something else – is appropriate for the nature and goals of your event.
If the event is online
- Confirm that the technology and format you are using can accommodate the number of people you expect to attend, and any plans for Q&A or interactive activities.
- College employees have access to a licensed Zoom account that allows for meetings of unlimited length with up to 300 participants. You can request a licensed Zoom account through MyPortal.
- Check for helpful tips on the ETS guide to using Zoom
If the event is on campus (in person)
If on campus
- Ensure that the size, layout and technology available for the site are appropriate for the nature and goals of your event.
- Be sure to reserve the location! Contact the appropriate person or office:
- Contact the district ETS office to schedule assistance if you have complex technology needs for a large event. Use the ETS Help Form.
- Be sure to include a contact name (and phone, email or both) for more information.
- Whenever possible, include a photo or image in your post. A flyer is not necessary – in fact, flyers generally should not be posted as online images because information presented as text in a flyer is likely not accessible for all readers.
- Double-check details like dates, times, names and spelling.
- Don't forget to update the posting if the event is canceled or for any changes in date or time. Notify the Communications Office to have your calendar listing edited.
Why start online? Posting an event online is the fastest and most effective way to start getting the word out. Printed flyers often have less reach than online promotions. And you can't change a flyer once it's been printed. With an online listing, it's easy to add more details, or update the date or location as needed.
Posting on the Events Calendar gets your event listed in several locations on the college website. In addition, the Communications Office uses the Events Calendar to plan which activities to promote on the college website, social media and in the weekly Quick Notes email – sent to all students and employees.
Step 2: Invite colleagues and other contacts as soon as possible.
- Send invitations via both email 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 or division.
- Contact the President's Office at email@example.com to ensure that all senior staff members are notified of the event.
Step 3: Contact the Communications Office by emailing firstname.lastname@example.org if you'd like additional help with promotion. Depending on the timing, type of event and other workload, the Communications Office may be able to assist with
- Creating an event webpage and, if appropriate, a flyer
- Promoting on social media and other platforms
- Notifying local news media
For help with webpages, flyers or posters
For help with a webpage, flyers or posters, please fill out our easy-to-use Project Request form.
For social media and calendar listings
For social media or other promotion, send an email to email@example.com with details including:
- Name of event
- Start and end time
- Cost of admission, if any
- Format or location (i.e. Zoom meeting link, on-campus building and room number)
- Event organizer and any sponsors
- Web address for event webpage, if you have one
- Organizer contact – please provide name, email and phone number
- Photo – if you have a high-resolution image in .jpg or .png format that might be used for promoting the event.
Note: You don't need to email the Communications Office if you've already submitted this information via the Tell Us form.
Step 4: Post an announcement on your own department or program webpage.
Step 5: Encourage faculty members to invite their classes or give extra credit for student attendance, if appropriate.
Step 6: Announce your event at department or governance group meetings, and to other relevant groups or classes.
Step 7: Contact La Voz at firstname.lastname@example.org about a listing in the newspaper calendar, requesting news coverage or purchasing an advertisement.
Step 8: Consider creating a Facebook event page for a large event with sufficient lead time. Use the details listed in Step 3 above.
Step 9: Create a flyer if you think it will be helpful – after considering the printing cost, design quality and environmental impact.
- Include the details listed in Step 3 above.
- Be sure to list an event webpage, if you have one, so people will know where to check for updates and more information
- Distribute the flyer through the mailroom and division offices.
If you cancel or change your plans, immediately notify the Office of Communications and all invitees.
Please submit a Communications Office Project Request if you need assistance with a communications project, such as
- Creating a webpage or making extensive changes to an existing page
- Designing and printing brochures, flyers or posters
- Developing a publicity campaign
- Planning a large or complex event