Event Promotion

Tools to help you plan and promote your event.

You've been asked to create an event on campus but don’t know where to start. Need to know how to secure a venue and create a registration page? Want to request sound and lighting support? Looking for a list of recommended caterers? And, once all the details are confirmed, do you know how to ensure people actually come see your and your team's hard work in action?

The key to success is advance planning and widely promoting your event—and the university has a variety of vehicles in place to help you succeed.

Event planning tools

  • Reserving a space on campus: A variety of rooms large and small are available to host your event. Review the options available through the Spartan Reservation System.
  • Hosting a virtual event? Learn more about using Zoom for meetings and webinars.
  • Catering: Menu options and quotes are available from the university's food service provider, Bon Appetit, and the other preferred vendors who have been approved to cater special events on campus.
  • Audio, Video and Digital Production: MediaVision is able to provide a wide array of equipment, personnel and technical services for your event.
  • Registration: If you would like guests to register for your event, consider using CampusGroups or creating a Google Form. For alumni events, contact AlumniQ at homecominghelp@case.edu for assistance.
  • When designing materials and language to promote your event, please refer to the university’s Editorial Style Guide and updated brand guidelines.
  • Additional event planning resources are available through the Office of Events and Programs.

Digital resources

When the details—including date, time, location and a description—have been confirmed, your event will need an online home on your school/department's website or CampusGroups.

Once your event is posted online, you can begin additional promotion. Here's a quick checklist of resources you might want to consider—including links to get started.

But first, please note: With any event promotion, you need to begin well in advance; all of these options may not be available to you without sufficient lead time.

  • Submit the key details and a brief description to The Daily (for events taking place on campus and/or sponsored by the university, a school/department/center or an official student organization).
  • If you’re planning an event for a school or the college, review your internal communications manager’s editorial guide to determine if there are internal newsletters, social media pages, digital screens or other promotion platforms available.
    • Note: All items appearing in The Daily are considered for coverage on the university's main social media accounts, but due to the vast number of announcements, not all will appear.
  • Consider email:
  • Digital screens: [U]Tech manages many of the digital displays in the residence halls and select academic buildings across campus. Submit an image promoting your event to this form to be featured on those screens. 
  • Again, if you haven't yet reviewed your internal communications manager’s editorial guide, please read through it to determine if there are internal newsletters, other digital screens or promotion options to consider.

Other possibilities

If you are looking for printed event materials—flyers, programs, invitations, etc.—or other marketing opportunities beyond the campus community, please please review the assets available on Webdam which comply with the updated university brand.

If you don’t see what you need there—or would like approval to print a branded item—complete our Project Request Form, entering information into all fields as thoroughly as possible. Even if you're not sure what you need, our client relations team can help guide you in your options.

If you would like to order swag items using CWRU’s brand for your event, please follow the directions on our merchandising page.

There also may be media interest in your event, either promoting it in advance or covering it, depending on the topic. Media outreach, including requests to attend events, must only be done through our media relations team; contact the appropriate representative to discuss the potential.