My Iona

Event Planning

EVENT PLANNING AND PROMOTION CHECKLIST

This checklist is meant to be a tool to help event planners across campus navigate the planning process and create successful events that represent Iona University well. These steps are not all mandatory.

Event Summary

Detail out a brief description of your event, including who, what, when and where. If there will be any pre- or post- event activity, please include it.

  • Who:
  • What:
  • When:
  • Where:
  • Why:
  • Pre/Post activity/reception:

Consider your target audience when planning the event.

  • Who are your target audiences for this event? (Internal, open to the public, areas of interest, etc.)
  • How many people do you aim to attract to your event?
  • How many seats are available in the location?
  • Do you need a back-up location in case of rain or overflow with too many attendees?
  • Consider ways to encourage attendees to sit in the front – better for the speaker, and looks better in photos!

If you have a speaker or guest, confirm that each of the following will be allowed or if there are any restrictions (i.e. photos can be taken, but must be approved by the speaker before they are posted.)

  • Create a 25Live Calendar Listing. Make sure to check the appropriate calendar boxes so the event displays on the public calendar and any other relevant calendars.
  • Provide event overview (information from above) to MarCom (marcom@iona.edu) for news and/or promotional partnership consideration.
  • Do attendees need to register, RSVP or pay for the event? Create and provide registration link or a QR code to the webpage where they can register.
  • Submit for Campus Announcement email. Announcements go out to all faculty, staff and students every Tuesday, and are posted on the employee intranet.
  • Submit a design request form if any of the following apply:
    • Promotional Flyer. Ideally, design requests come with 3 weeks notice so a promotional flyer can be created by Jason Kattenhorn. If you already have a flyer, please share it with MarCom.
    • Digital Board. Ideally, design request come with 3 weeks notice, so a digital sign can be created by Jason Kattenhorn. If you already have one, please share with MarCom.
    • Printed event program needed. Details are requested at least 1 week in advance of the event to have programs designed by Jason Kattenhorn.
  • Coordinate with offices and departments. In 25Live and via email, coordinate with Business Services, Facilities and IT on event catering, on seating/stage, room set-up, pull-up banners, podiums, chairs, side tables, plants, lighting, etc., and IT set-up AV needs including speakers and microphones, etc. Coordinate with campus safety to reserve parking for guest speakers. Notify campus safety if you anticipate a lot of external guests and need reserved parking or to direct guests to parking areas.
  • Photography. Secure a photographer in advance. Confirm whether speaker will be available for photo line, or photos after the event. Recommended photographers are listed on the Iona brand site.
  • Video. Secure a videographer in advance and/or request IT to film event via 25Live. Confirm whether speaker will allow event to be filmed and whether Iona may use the footage afterwards – to post in full, in clips, and whether footage must be reviewed and approved by speaker before posting.
  • Social media plan. Before the event, post on social media channels. Tag @IonaUniversity in posts so the University accounts can reshare. Collect social media profiles of speakers, request that they post about the event. (Reach out to MarCom for example social media outreach.)
  • Send invites and drive awareness. Personally reach out to Iona Academic Departments, Student Clubs and Leadership Organizations to invite them to the event and drive awareness. Send an Outlook calendar invitation to the leader to get it on their calendar.
  • For public events. If open to the public, outreach to Gary Grant and the Alumni office with a request to invite LIRC and other community organizations related to your event.
  • Pitch to media. Depending on the event, it may be appropriate for the University MarCom team to pitch media for live media coverage. Send all event details to marcom@iona.edu for consideration.
  • Content and Technology for your event. For slides, video and other content you will use during your event, confirm the content that will be displayed during the event. If slides or video will be shown, test with IT at least a few hours before the event to ensure the technology is working (screens, microphones, clickers, batteries etc.)

Confirm in a guest or speaker’s contract that all of the following are allowed as part of post-event promotion.

  • Provide photos and/or videos to MarCom.
  • Send event description, key highlights, quotes and/or other assets to MarCom for newsroom consideration
  • Post to social media account(s). Tag @IonaUniversity.
  • Post video to YouTube.
  • Work with MarCom to potentially share to newsroom, Iona social media accounts, emails, program pages and/or other promotional opportunities.

QUESTIONS? 

Please don’t hesitate to reach out to us at marcom@iona.edu with any questions!