Event Promotion

Reaching your intended audience is one of the most important elements of event planning. We recommend the following resources for promoting and advertising your special event. 

• Penn GSE Events Calendar: Post your event on the Penn GSE Events Calendar by using the Events Template. If you do not have access to the Events Template, log a service request with the Web Services Team, selecting the "New event" Request Type from the dropdown to fill out and submit the Events Calendar form. NOTE: Please submit your event AT LEAST 5–7 business days in advance. We cannot guarantee timely placement any later than that. Here are the benefits of using the Events Calendar:
• You will have your own URL for the event, which you can link to in your other marketing materials.
• If you opt for it, your event will be posted on our office’s digital signs.
• You can link to your registration form from your event page.
• Your event will be automatically populated onto other pages of our website.
• Your event will be considered for the One Penn GSE staff & faculty newsletter.
• Your event listing will be stored in the archives of Penn GSE events.
• Almanac AT PENN Calendar: Submit your event to Almanac's monthly AT PENN Calendar, the only all-inclusive calendar of Penn events. To submit an event, follow the AT PENN Calendar submission guidelines.
• Email Marketing Platforms: Use email as your main marketing tool to reach out to potential attendees. We recommend a free email platform like Mailchimp to design an attractive invitation to your event. Then use a free registration tool like Eventbrite to manage your registration process.
• Email Lists: The Marketing & Communications team does not maintain emailing lists. We recommend contacting other colleagues who regularly hold events to see if it is possible to share their lists, e.g., Development and Alumni Relations, Center for School Study Councils, Catalyst, Office of School and Community Engagement.
• Penn GSE Listservs: If your event is for staff and faculty, you can use the all-staff and all-faculty listservs for a promotional email.
• Student Newsletter: To reach a student audience in the student newsletter, use the form at Inside Penn GSE.

Event Planning

Event planning requires time, coordination, and organization. For suggestions for planning your next event, see Planning & Promoting Events.

Virtual Event Planning

Making the switch to virtual events has required a learning curve for all of us. For assistance in planning a virtual event, see Planning & Promoting Virtual Events. The guide includes:

• Forming an event planning team
• What to do at your kick-off meeting
• Consulting with GSE-IT
• What technology you need to learn
• How to prepare invitations and handle registration
• How to hold a tech check and a dry run
• Accessibility and video consent requirements
• Resources for promoting your event
• Downloadable plans, checklists, schedules, and guidelines