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Marketing Your Organization’s Programs & EventsPlanningPublicity Materials Types of Publicity Follow University Policies Beliw is a basic outline for getting started with promotion of your event, followed by some specific ways of promoting programs and events. PlanningWhat are your organizational mission, values, and goals? What values are important to emphasize? Consider what makes your event unique from other organizations. This will aid you in your preparation for marketing your organization and events. Who is your audience? Even if the event is open to all students, are there specific populations that you want to target? What is the best way to reach this audience? Part of determining your target audience is thinking about making an attempt to involve everyone. Obviously not everyone in the campus community can attend your event and that should not be your goal, but would everyone be welcome at your event? Is your publicity gender neutral? Is your meeting accessible to people with physical disabilities? Would there be any type of race, ethnic, or sexual orientation prejudice? Being inclusive and sponsoring events that are open to the differences in others should be a goal of any RSO event/activity.
Publicity MaterialsPublicity materials or methods need to grab your audience's attention, interest them, provide them with information, and motivate them to attend your event. Not only should it answer the questions, who, what, where, and when, but also why? Why should I attend this event? What will I gain? What are the benefits? When publicizing your event, plan on using at least three different methods of promotion. Publicity should be creative, attractive, and high quality. Information that should always be included:
Distribute publicity in waves if possible. Using the backwards-planning calendar this makes it easier to organize. Make sure members of your organization are fully aware of the program and are prepared to make announcements, discuss it with friends and other people who may ask questions. Word of Mouth is still the number one way students find out about programs and events on campus.
Types of Publicity
Follow University PoliciesNote: Student organizations may only use university facilities for events which are intended primarily for students, faculty and staff.
To avoid a Student Organization Code of Conduct violation, be certain your members are aware of the following policies. Each student organization is responsible for informing their members and volunteers of these policies and guidelines. PostingDo NOT post fliers or signs on the following:
Posting of fliers or signs in any of the above places is a violation of UWS Administrative code 18.06 (17) and carries a $153.50 fine. It is also a violation of Madison Ordinance 23.02 and carries a $68.75 fine per occurrence. Posting on campus is limited to general bulletin boards and kiosks. In campus buildings, the posting of fliers and posters is only allowed on bulletin boards. Ask about approval to post in various buildings:
Do NOT destroy or deface other organizations' posters ChalkingDo NOT chalk on the following:
Do NOT use paint, oil-based chalk, indelible markers or spray chalk. RSOs who choose to chalk notices on sidewalks or streets should cooperate promptly with any University or Madison Police requests for identification and information about the chalking activity. Chalking (an act of writing or drawing messages using chalk) is illegal by law. The UW Administrative Code 18.06(4) and Wisconsin State Statute 943.01 prohibit this activity. However, some chalking is allowed by the UW Police, UW Physical Department and the Dean of Students if the following restrictions are met and followed:
LeafletingLeafleting is the process of distributing information in the form of a small (typically 1/4 of a page) flier. If you wish to leaflet, you can ask permission from the building manager to distribute materials in the lobby of academic buildings. Do NOT leaflet in campus classrooms of academic buildings. This activity is a violation of university policies and guidelines; student organizations may be subject to sanctioning under the Policy and Conduct of Registered Student Organizations as a violation of the Student Organization Code of Conduct. Literature DistributionThe use of lobby and/or office space in academic buildings is the responsibility of building or facility managers. Only University affiliated activities should be scheduled in these spaces. Building or facility managers can identify lobby space for literature distribution. Space must be made available to all University registered or related organizations on a consistent basis if it is made available at all. To reserve lobby space in academic buildings, contact the building/facility manager. Contact information for all building/facility managers can be found at here. Name Guidelines for Student OrganizationsYou may NOT use any form of UW-Madison as the BEGINNING WORD(S) of the name of your student organization, e.g., UW-Madison, University, University of Wisconsin-Madison, University of Wisconsin. Instead, list the UW-Madison affiliation at the end of the name of your organization, followed by a comma or parentheses, i.e., Checkers Club, UW or Checkers Club (UW-Madison). You are required to disclose any community, state, national, or international affiliations of your student organization by listing them on the registration application form. Note that the name of your student organization cannot be the same name as the affiliated group. For example, if your group is affiliated with United Way and you wish to use the words United Way as part of your name, then you may name your student organization, e.g., United Way, UW Student Chapter; Friends of United Way; United Way, UW; United Way Student Programming Board. While an affiliated student organization may adopt the goals of the broader organization, the student organization itself must also relate to student life on the Madison campus, be composed primarily of UW-Madison students, and must be controlled and directed by UW-Madison students. For example, the United Way, UW Student Chapter purpose might be to support the work of United Way, to inform students about working in the non-profit sector, and for student members to encourage other students to volunteer in United Way agencies. What is University Indicia?The University asserts ownership and all right, title and interest in and to its indicia, which includes trademarks, service marks, mascots, slogans and any other indicia that is associated with or refers to the University. The Board of Regents of the University of Wisconsin System owns and supervises use of University indicia. Examples of University indicia include any graphic representation relating to the following:
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