Tips for a Successful Event
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 alternate rain date and location.
- 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.
Step 2: Reserve the location. Ensure that the size, layout and technology available for the site are appropriate for the nature and goals of your event. Contact the appropriate person or office:
- Campus Center meeting rooms: Nila Nine at email@example.com or Patrick Gannon at firstname.lastname@example.org
- Main Quad, Sunken Garden, VPAC: Chris Winn at email@example.com
- California History Center: Tom Izu at firstname.lastname@example.org
- Other campus meeting rooms: Check the Outlook calendar for availability.
Step 3: Contact the district ETS office to schedule assistance if you have complex technology needs for a large event. Use the ETS Help Form.
Spread the Word
Step 1: Start online! Post your event on the campus Events Calendar – as soon as you have the date, time and location confirmed.
- 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.
- If you would like help posting on the calendar, send the details to email@example.com.
- If you frequently host events, contact the Communications Office to arrange access so you can post items yourself.
- 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, time or location.
Posting on the Events Calendar gets your event listed in several locations on the college website. In addition, the Communications Office checks the Events Calendar for activities to promote on the college website, social media and other channels.
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 firstname.lastname@example.org to ensure that all senior staff members are notified of the event.
Step 3: Contact the Communications Office 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 a flyer, poster or webpage
- Promoting on social media and other platforms
- Notifying local news media
For flyers, posters or a new webpage, please fill out our easy-to-use Project Request form.
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
- Location including building and room
- Event organizer and any sponsors
- 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.
Step 4: Post an announcement on your own department or program webpage.
Step 5: Invite faculty members to bring 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 information 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.
- Use the information listed in Step 3 above.
- 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