Introduction
The Jindal School Events Department mission is to connect the world to JSOM and JSOM to the world. Our seasoned events team works year-round to help you create and organize one-of-a-kind celebrations for the school and its supporters. You work hard to plan an excellent event, and we want to help promote that. Whether you seek a campus audience, aim to appeal to a broader community or want to target certain individuals or groups, starting publicity efforts at least six to eight weeks in advance of your event is optimal for achieving top results.
On Campus
- Adding your event to the UT Dallas Comet Calendar is a good place to launch on-campus publicity efforts. The Naveen Jindal School of Management has numerous “publishers,” faculty and staff members with rights to add and approve Comet Calendar content. View a list of publishers by going to the Comet Calendar Add an Event page and hitting the Jindal School link in the list at the bottom of the page. Publishers in your area can help you add your event to the calendar.
- UT Dallas has an electronic marquee located at the southeast corner of Residence Hall South near Rutford Avenue and Drive E. You can post event information that applies to students and is open to all student on the marquee by completing the online Digital Signage page form a minimum of five days before you begin advertising the event elsewhere.
- Many UT Dallas buildings have TV monitors that scroll informational “ads” of interest to students and visitors on PowerPoint slides. Information to be posted must apply to students, and events must be open to all students. Review Digital Signage Guidelines and Digital Signage Templates and other resources before submitting a request on the Digital Signage page to post information in buildings other than the Jindal School. For the Jindal School, contact Audio Visual Manager Brandon Davidson.
- The UT Dallas News Center publishes stories about campus events that it deems newsworthy either before or after an event. The news center operates independently from the Jindal School’s external affairs staff, and while the external affairs staff, as the Jindal School’s liaison to the news center, is happy to help pitch event stories, acceptance by the news center is not guaranteed. Contact the external affairs staff early in your event planning to discuss potential event-related stories and pitches.
- News center content is selected for relevance to the strategic goals of UT Dallas and organized into topics, including:
UTD Today is the University newsletter emailed twice weekly to campus and other subscribers. It includes links to News Center stories, UT Dallas Magazine stories, social media highlights and news media resources. Links to all main UT Dallas social media channels are available on the new UTD Today homepage, which also includes a Media Guide section.
The farther in advance of an event that a story can be developed and written, the better its chances of being published — and to be published in a timely fashion — on the UT Dallas News Center.
- Consider posting your event on This Week at UT Dallas, the events and announcements section of the UT Dallas News Center. News center editors, not the JSOM external affairs staff, determine the content of this section, so inclusion is not guaranteed. One-time events are announced the week they occur, so postings should be submitted at least a week and a half to two weeks in advance.
In the Jindal School
- Adding your event to the UT Dallas Comet Calendar is a good place to launch school publicity efforts. The Jindal School has numerous “publishers,” faculty and staff members with rights to add and approve Comet Calendar content. View a list of publishers by going to the Comet Calendar Add an Event page and hitting the Naveen Jindal School of Management link in the list at the bottom of the page. Publishers in your area can help you add your event to the calendar. The calendar form gives you the option to publicize the event only on the Jindal School calendar. The calendar appears on the school website’s homepage and resides on a stand-alone page as well.
- The Jindal School operates Inside Jindal, a webpage where stories about school-centric events and news are posted. Inside Jindal contains news likely to be of more interest to Jindal School faculty, staff, students, alumni, and community and corporate supporters than to other members of the UT Dallas community. Periodic emails about Inside Jindal notify faculty, staff, students, alumni and supporters about new content on the page.
Posted Inside Jindal stories also will appear as individual posts in the news section that appears in the center of the Jindal School website homepage:
Be aware the UT Dallas News Center is welcome to publish Inside Jindal content but is under no obligation to do so.Send your ideas for Inside Jindal stories to Jimmie Markham with the subject line “INSIDE JINDAL STORY SUBMISSION: Title of Story.”
Mass Emails
A “Faculty/Staff Bounce” is an internal email that can be sent to JSOM faculty and staff members to encourage their attendance at an event. The content of such emails needs to be reviewed by the external affairs staff before being sent by Sheila Rosenberg, administrative assistant at the dean’s suite reception desk. Please limit the number and frequency of such appeals to no more than one a week and a maximum of three in the month before the event.
Internal Mass Email Guidelines
- Is the subject line appropriate? Is it short, clear and to the point?
- Is the call to action for the reader clear and high up? What are readers supposed
to do? - Check the word count. Less is more. Aim for a maximum of 135 words. The message should be readable on a cellphone.
- Check dates, times, locations, phone numbers, email addresses.
- Check your hyperlinks. Embed them in words rather than listing long website addresses.
- Can any of the text be shortened by including a hyperlink to a site with more information?
- Is any critical information missing?
If you plan to send a mass email about your event to an external audience, please review the University’s Mass Email Guidelines on the UT Dallas Brand Standards web pages.
These guidelines include useful information on:
Emails sent to 500 or more recipients must adhere to University Web Services rules.
Note that: University Web Services requires two weeks’ notice to schedule mass emails. Your content is due three days before the send date. Send any files to webdeveloper@utdallas.edu.
Other On-Campus Publicity Outlets
- Social media efforts — The Jindal School is active on several social media platforms, including:
- Contact JSOM’s Social Media Specialist , for more information on using one or more social media channels to publicize your event.
- Door hanger, flyer or handbill dissemination — The external affairs’ marketing staff will help you design them, but the cost of printing them must come from your event budget. Contact Madi Franquiz, JSOM’s Marketing Manager to help plan the marketing for your events.
- Posters — Careful about flyers and posters. JSOM and other campus buildings have strictly enforced rules about where these kinds of promotions can and cannot go. Contact Elizabeth Gonzalez, JSOM’s Graphic Designer to help plan the marketing for your events.
- Website pages — You can post event information on your area’s web pages, but please plan for timely removal of outdated announcements. Contact Madi Franquiz, JSOM’s Marketing Manager to help curate web communication and copy for your event.
- Whiteboard announcements — Enlist students to write basic messages on classroom whiteboards in advance of classes.
Off Campus
The JSOM external affairs staff is the school’s liaison to the University’s Office of Communications and coordinates with that office in developing marketing materials, media advisories, media pitches, news releases and more for off-campus use.
The JSOM staff can tailor event publicity to academic, alumni, community, corporate, professional and other niche audiences. Consult with staff members regarding messages, markets and platforms.
For off campus marketing and advertisement consulting please email the following staff members:
Contact: Diane McNulty | Associate Dean External Relations, Communications, and Corporate Development
Dmcnulty@utdallas.edu
Contact: Madi Franquiz | Marketing Manager
madison.franquiz@utdallas.edu
Contact: Elizabeth Gonzalez | Graphic Designer IV/ Publications
elizabeth.gonzalez@utdallas.edu
PLEASE NOTE: Because we have a limited advertising budget — most of which is spent to promote the school or school programs — paid advertising usually plays a minor role in event publicity efforts.