To ensure your event is successfully promoted and supported, please review and complete the event checklist below. Early communication with the Marketing and Communications department is essential for the best results.
Initial Planning
- Notify Marketing and Communications of your event as soon as the date is confirmed
- Share any deadlines (registration, RSVPs, etc.)
- If a rehearsal is planned for the event, notify Marketing and Communications of the date, location and time
- Provide basic event details:
- Event name
- Date & time
- Location
- Target audience
- Purpose of the event
Promotion & Marketing Requests
- Identify where and how materials will be distributed
- Confirm messaging and key details are accurate
- Submit a marketing request {opens in new tab} for:
- Social media promotion
- Website calendar listing
- Newsletter inclusion
- Kiosk/monitor inclusion
Media & Coverage
- Request event photography
- Identify any key moments or speakers to capture
- Press releases are at the discretion of the Marketing and Communications department, but are typically reserved for large events such as pinning ceremonies and graduations
- Request livestreaming services (if applicable)
- Livestreaming services are standard for commencement, pinning ceremonies and graduation ceremonies. Note that the location of your event highly impacts the audio/video quality. These events will be livestreamed via the College’s official YouTube account and promoted on social media. Livestreaming for other events is at the discretion of the Marketing and Communications department.
- Marketing and Communications is not responsible for the set-up of events where Zoom or Teams is the medium used for streaming as all employees have access to these platforms.
Event Setup & Branding
- Request a PCC branded backdrop (if needed)
- Request PCC branded tablecloths (if needed) – Marketing and Communications has ten for six-foot tables and ten for rounded tables
- Ensure proper logo usage and branding standards
- Coordinate any presentations or visuals with the Marketing and Communications team
Logistics That Impact Marketing
- Share final agenda and/or run of show with Marketing as soon as available
- Identify photo opportunities or VIP attendees
- Note any special announcements or recognitions
Timing & Deadlines
- Submit all marketing requests at least 2–3 weeks in advance
- Submit large-scale or high-profile event requests 4+ weeks in advance
- Communicate any changes to the Marketing and Communications department immediately
Day of Event
- Ensure the Marketing and Communications team know arrival time and location
- Have a point of contact available for questions
- Ensure space is clean, organized and presentation-ready
- If there is a need for a group photo to be taken (pinning ceremony, graduation, etc.) it is preferred for the photo to be taken before the ceremony or event. Communicate with individuals in advance so that they are aware that a group photo will be taken
Post-Event
- Marketing and Communications will share photos and/or a press release highlighting the event on appropriate mediums
- Should outside agencies (educational, government, etc.) attend your event, please communicate with them not to post anything on their social media regarding the event until the College has had the opportunity to do so first. This does not include individuals or students posting on personal accounts.
Important Reminders
All requests to the Marketing and Communications department should be submitted as a Marketing Request {opens in new tab} and not through email. This ensures that all members of the department are aware of your request. Last-minute requests may not be accommodated.
