The Office of Communications & Engagement

Steps To Promoting Your Event

Now that you have an idea for an event, what do you do?

  1. Book the space and schedule your event.

    The very first step is to contact your unit's event coordinator who will work with the Office of Events and Production Services (EPS) to book the event in CoTA's FastBook Event Management System and begin the Facility and Event Scheduling Process outlined on page 5 of the EPS Facility Policy Manual. 

  2. Determine your event classification.

     Check the CoTA event classification categories in the EPS Facility Policy Manual. This is a guide to determine how an event will be funded and how CoTA's available resources may be used. Events classified as "CoTA/Unit Event" or "Sponsored Event" are the only events eligible for marketing and promotion services from the CoTA Office of External Relations, with unit director approval. All other event types must provide their own marketing and promotions, but still meet CoTA and USF guidelines for branding and logo usage.

  3. Submit your event details to FastBook.

    All event details must be entered in the FastBook Event Management System by your unit's event coordinator. FastBook serves as the master calendar for CoTA and the Office of External Relations cannot promote anything unless ALL the details are confirmed for each event before the deadline for the corresponding semester (see Deadlines & Schedules). Please submit all of the following for each event:

    1. Event name/title (creative titles are strongly recommended)
    2. Date(s)
    3. Time(s)
    4. Room number
    5. Descriptive summary (50 – 300 words about the event written for external audiences telling them what makes your event unique. Include information about the event program, theme and educational information.)
    6. Ticket prices

  4. Get approval from your unit's director for custom marketing services.

    Event marketing priorities for each unit are determined by each unit's director based on strategic plan and fundraising objectives. Consult with your unit's director to determine where your event falls in the plan for the academic year and get their approval before requesting a custom marketing package for your event.

  5. Contact the Office of External Relations at least 8 weeks before your event.

    Depending on the marketing needs of your event, the CoTA Office of External Relations can work with you to customize a marketing and promotion package for your event or event series. Be prepared to provide further information, such as artist bios and headshots and press release statements.