Two months prior to event:
Finalize date, time, location with appropriate facilities manager, provide technical requirements and confirm if ancillary services such as catering will be needed. Provide confirmed information with your chair’s approval and relevant budget and communicate to PRMIS. Make requests using links below for news release, calendar items and publications.
Meet with PRMIS staff to determine level of promotion available to you dependent upon your event and budget and secure approval for any promotional plan developed from your chair, vice president or supervisor. Your promotion may include postcards, posters, programs, social media, website, digital advertisements, digital signage, news releases, PSAs, TV appearances and/or press conferences, if applicable.
If you require graphics, please coordinate with our creative team to create your visuals. Be sure to submit your Artwork request through Workzone or talk about your Marq template requirements.
Meet with our web team regarding starting a new webpage.
Meet with our social media team for best practices and 1-1 strategy.
One and one-half months prior to event:
If publications have been requested, finalize and ready for mailing or distribution 3 weeks prior to event. Production and mailing expenses will come from your budget and must be approved in advance by chair, vice president or supervisor
PSAs should be recorded and readied for broadcast three weeks prior to event, if they are included in your plan.
Any links or short links should be finalized for distribution.
Digital ads should start at least one month before to allow for review from Meta/Google and optimization. Artwork for ads should be completed prior to Meta/Google review.
Three weeks before event:
Broadcast PSAs. Review and approve all releases and calendar items prepared as presented to you.
Digital signage added to rotation.
Two weeks prior to event:
Follow appearance schedule and participate in PRMIS-scheduled TV appearances (English/Spanish). Approve any updated news releases or calendar items scheduled. On-campus reminders by email, web will be distributed by PRMIS. Confirm all physical arrangements, tech support, and catering if applicable.
One week prior to event:
Designate on-site contact for event that will be available to talk to media at the event; continue any appearances; continue to follow plan as outlined by PRMIS. On-campus reminders by email, web will be distributed by PRMIS.
Week of Event:
Confirm contact; designate area for media to take photographs or video; have greeters on hand with programs if applicable. Have sign –in book for guests if applicable. On-campus reminders by email, web will be distributed by PRMIS.
Day of Event:
Welcome guests, distribute programs or informative materials as applicable; expedite media coverage. Collect sign-in information from guests/participants, if applicable.
After Event:
Prepare Thank You Cards as appropriate, add sign-in information to your database, evaluate event and determine if changes are needed to better this or future events you plan. Respond to survey from PRMIS on services provided to you.
Determine if digital ads and digital signage can be reused.
Update digital presence with how the event was. Determine if website should still be active.
Plan for any additional changes next event.
To request a news release, visit:
http://www.tamiu.edu/newsinfo/newsrelease.shtml
To place a calendar item, visit:
https://www.tamiu.edu/newsinfo/eventsform.shtml
To create a publication, such as an invitation, postcard, flyer or post card, please visit:
http://www.tamiu.edu/newsinfo/publication_create.shtml
If you’re considering printing off-campus, please visit:
http://www.tamiu.edu/newsinfo/office/primer.shtml
For all concerns, please write prmis@tamiu.edu, call 326.2180 or visit offices located in Sue and Radcliffe Killam Library in room 268. Our web site is located at http://www.tamiu.edu/newsinfo/