The MarCom Team offers multiple types of event support and is here to help ensure your event is successful.
To have your event/info session/club gathering listed on the website calendar, in the weekly newsletter, and promoted on social media, please add it to the Outlook HNRS HonorsEvents calendar.
Be sure to include the following on the calendar post:
Event name
Your name
Audience
Brief description
Noteworthy details (food, required registration, etc)
Registration link, if you have one. If you don't, we will create one in Trellis Events
For complex or external-facing events that require support beyond a calendar listing and general promotion, please submit a project request at least two months prior to the date of your event.
Once you have submitted your request, a member of the MarCom team will reach out to set up an event kickoff. During the kickoff, we will gather additional information and discuss production and coordination details, including:
- Review the Event Timeline document
- Establish communication liaison between team leader and marketing team
- Related projects, including signage, programs, scripts, slides, etc
- Listing on Franke website event calendar
- Event comms plan (invites, promotion, etc.)
- Creation of spreadsheet to track expenses and keep to budget
- Catering ideas within budget for team leader to review
- Catering waiver and alcohol permit requests and tracking
- Vendor suggestions and coordination for décor, food, beverage, etc
- Review of Franke college assets that can be used and suggestions for alternate ideas if required equipment isn’t available
- Creation of job / task list up to and including event day
- Set up and breakdown
- Day of coordination and execution
- Completion and submission of all purchase reports
Things that may incur additional costs
- Photographer ($62+ / hour)
- Décor ($35+ / balloon bouquet)
- DJ ($100+ / hour)
- Photobooth ($500)
- Catering- union or off-site caterer
- Equipment rentals- Facilities Management or off-site vendor
- Space or venue rentals ($300-$2000, depending on space)
Milestones to be aware of
TWO Months Minimum Before the Event:
Ensure space is reserved
Rental order to FM
Contact vendors for food/drink, entertainment, activities, décor, photos
Develop marketing plan
List event on Franke events calendar
Create Trellis invite, if needed
FOUR Weeks Before the Event:
Begin marketing campaign- flyers, weekly emails
Produce related materials- flyers, signage, etc.
Create job / task list for volunteer helpers
During the Event:
Supervise set-up
Greet vendors
Support volunteers
Week After the Event:
Ensure all purchase reports are submitted
Meet with team involved to evaluate the event