Department of Theatre and Dance Event Promotion Policies

Owned by Megan Bommarito
Last updated: Sep 08, 2021

Department of Theatre and Dance Event and Program Promotion Policies for Faculty and Staff

 

Do you have an event to promote? The Theatre and Dance marketing team can help. Below are some guidelines that can help us promote your event and/or program effectively.


Please understand that event promotion is one of many priorities for our marketing team. If you have an event that requires publicity or promotional materials, we recommend that you let us know as soon as possible so that we can work tasks related to publicizing your event into our existing workflow. Please understand that proper promotion of your event is contingent upon you providing materials to us in a timely manner and in accordance with the noted deadlines below. Please be aware that if these deadlines are not met, we will not be able to accommodate the full range of publicity services noted below.


The marketing department maintains the right to determine the extent of publicity based on seating capacity and availability of marketing resources.


Contact Information


Responsibilities of Event/Program Coordinator

  • For proper event promotion, the event coordinator must provide event details and description in a timely manner to the marketing team.  
    • For one-off events, please provide information six weeks in advance.
    • For events requiring releases to media, please provide information six weeks in advance.
    • For a series of events or festival-type programming, please provide information six weeks in advance.

  • Provide appropriate images for publicity purposes at a minimum of four weeks in advance.
    • For print materials, images should be at least 5x7 inches at 300 dpi
    • For web materials, images can be that dimension at 72 dpi
    • Please see specific size requirements for flatscreen and web slides below.
    • If there is interest in graphic design support, this must come from the event coordinator's budget and is not supported by the Department of Theatre and Dance. Availability not guaranteed. All poster designs that utilize the UT logo MUST be approved by the Communications Specialist or risk being removed. 
  • While the marketing can assist in arranging photography of events/programs, the event coordinator is responsible for allocating funds for photography of their program. A list of approved photographers in the UT system is available by request. 
    • Please note that a contract must be established for all photographers at least 4 weeks in advance. 
  • The event coordinator/sponsor is responsible for printing their own marketing materials (posters, postcards, flyers, brochures, etc). We are able to distribute these materials throughout the Winship Drama Building (provided they are approved), but any further circulation of marketing collateral is the responsibility of the event coordinator/sponsor. 


Responsibilities of Department of Theatre and Dance Marketing for Promoting Events/Programs

The Department of Theatre and Dance has the capacity to promote programs and events from within the department that exist outside season performances. The following is a list of potential placements/inclusions:

  • Social Media Promotion: Create a Facebook event for the program/event on the Theatre and Dance account as well as promotion through Twitter leading up to and the week of the event. (Frequency of posts contingent upon seating capacity).
    • Content due to Marketing at least three weeks in advance.


  • Calendar Listings: Submissions to UT event calendar, Theatre and Dance calendar and COFA calendar.
    • Content due to Marketing at least three weeks in advance.
    • Calendar distribution is dependent upon venue seating capacity.


  • Email/Ecard: Inclusion in Week in Winship email sent to all department listserves as well as members subscribed to that mailing list. Availability not guaranteed. 
    • Content due to Marketing at least four weeks in advance.
    • For internal projects (only), content will be sent via department listserves only. 


  • Screens: Submission to DigiKNOW and Winship screens (on space-available basis). Size requirements: 1280 x 720 pixels


  • If applicable, issue a media advisory about the event for local media (our marketing team will make the determination about whether a media advisory is appropriate.)
    • Content due to Marketing at least six weeks in advance.


  • Submit event listing to the following online community calendars/local media contacts (if venue capacity supports calendar distribution):
    • Event details due to Marketing at least five weeks in advance.



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