This step-by-step marketing guide will help ensure your event, announcement, or initiative reaches the right audience and drives meaningful engagement.
Before You Begin
Gather event, announcement, or initiative details
- Title
- Date and time (if applicable)
- Location (if applicable)
- Brief description (1–3 sentences). Keep it short and clear (what is the event? Who should attend? Why should they care?)
- Registration link (if applicable)
- Contact information
- Target audience (students, faculty, alumni, families, etc.)
Marketing Strategy
| Timeline | What To Do |
|---|---|
| 3–4 weeks before |
|
| 2–3 weeks before |
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| 1–2 weeks before |
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| 2–3 days before |
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Step-by-Step Guide
The RPI Events Calendar is the official listing for all campus events and is essential for campus-wide visibility and coordination. Adding your event helps increase awareness, improve attendance, and ensure your program reaches the broader RPI community
- Has limited space, so keep content concise
- Best for:
- Date, time, location
- Basic event details
Request access to submit events to the RPI Events Calendar
Instructions on how to add an event to the RPI Events Calendar
Important Tagging Instructions
To ensure your event appears on both the Student Experience website and your office website, select the tags for both Student Experience and your office when creating your event.
If you would like your event featured in Morning Mail, select the appropriate audience category:
- Community (Faculty, Staff, and Students)
- Faculty and Staff
- Students
Adding an announcement to your website is an important step in increasing visibility, awareness, and attendance.
Think of this as your marketing space.
- Allows for:
- More detailed content
- Images
- Calls to action (e.g., “Register by Friday”)
- Great for:
- Highlighting deadlines
- Building excitement before the event
- Promoting initiatives or ongoing programs (not just events)
Instructions on how to add an announcement to your website
- Both events and announcements can be tagged to appear in Morning Mail (daily campus email)
- This is one of the best ways to reach the campus community quickly.
- Targeted groups include students, staff and faculty, or community (students, staff, and faculty)
See the events and announcements instructions for details.
Carousel Digital Signage provides the RPI community with a platform to promote events, share announcements, and communicate campus information through digital displays across campus.
Best for:
- High-traffic visibility
- Quick reminders and awareness
- Tip: Keep text minimal and use strong visuals
Request access to upload an event, announcement, or initiative to the Campus TVs
Submit an event, announcement, or initiative to the Campus TVs
Share posts on your department’s social media accounts, tag appropriate campus accounts, and schedule reminder posts leading up to your event, announcement, or initiative.
Remember to:
- Keep messaging clear, concise, and audience-focused
- Use high-quality images, graphics, or video to increase engagement
- Include a clear call to action such as registering, attending, or learning more
- Maintain consistent branding, tone, and messaging across platforms
- Use accessible design practices, including alt text and captioned videos
- Tag relevant departments, organizations, or partners when appropriate
- Share content at optimal times and promote upcoming events in advance
- Use hashtags strategically to improve reach and discoverability
- Proofread all posts before publishing
- Monitor engagement and respond to comments or questions when appropriate
Hang printed flyers in approved campus locations.
Best for:
- Reaching people in physical spaces
- Reinforcing awareness
- Tip: Use a QR code to link directly to your event or announcement
Remember to:
- Include your organization name and contact information
- Add a visible event date and takedown date
- Use approved posting locations and materials
- Avoid covering existing signage or damaging surfaces
- Remove signs promptly after the event or posting period ends
Review the RPI Sign Policy before designing and hanging your posters
Work with Approved RPI Vendors for swag, merchandise, giveaways, apparel, signage, and other promotional materials. Approved vendors understand RPI brand standards and help ensure all products accurately reflect the Institute’s identity and guidelines.
Benefits of using approved vendors include:
- Consistent and professional RPI branding
- High-quality products and design support
- Streamlined ordering and production
- Compliance with licensing and trademark requirements
- Access to customizable promotional products
Additional Promotional Opportunities
Student Email Communications
Student email communications are intended for high-priority messages that have broad relevance to students. Whenever appropriate, announcements, events, and informational updates should be shared through existing internal communication and promotional channels, with email reserved for messages requiring greater visibility or action.
Contact:
Monique Gleason
Marketing and Communications Manager
RPI's Parent & Family Link provides an additional opportunity to promote events, programs, newsletter, and important announcements to parents and families through email, text messaging, web portals, and event communications. Submit a request to Jessica Saccardi, Assistant Dean of Students, to increase visibility and share timely information.