Publicity Tips

        Make a project request

We all play a role in creating awareness and visibility for the college. Our goal is to make that as easy for you as possible while maintaining our brand.

The first step is completing a project request form, which will ensure that we have all the information we need to create and deliver the best product possible quickly and efficiently.

Here are some helpful guidelines and ideas regarding our most common requests:

Promoting your study or book

  • Let Molly Rosbach know when you have a study or book about to published. Also, Let Michelle know if you are interested in media training and she’ll get you set up.
  • CC Alan Calvert on your email to Michelle so he can add your publication or book to your online profile page. Also CC Kathryn Stroppel for consideration in Las Noticias and Kudos and so that she can explore other options for publicity.
  • Important: Affiliate with Oregon State University first, the College of Public Health and Human Sciences second, and your school third. Keep in mind that reporters likely will use only one.

 

Sharing news of your achievements or your students’ success

  • Submit a project request for a story. Hanna will either write a full story for Synergies (printed 2x/year and updated monthly online) or include it in Kudos. These are emailed monthly to several thousand stakeholders.
  • Contact Kathryn if you’d like it considered for Las Noticias.

 

Ways to promote events and courses, minors and programs

  • Submit a project request and ask for social media, digital signage and an online calendar listing. You can also request an invitation, program or flier and/or PowerPoint slide for faculty to use in class. Download a PPT template.  
  • Submit your event info to OSU Today at osutoday@oregonstate.edu.
  • Email Kathryn Stroppel about sharing it in Las Noticias and possibly Synergies.
  • Ask school heads to include it as an announcement at an upcoming faculty meeting.
  • Reach out directly to center directors Chunhuei Chi, Siew Sun Wong, Carolyn Aldwin and Megan McClelland.
  • Ask Gael Sapiro in the Office of Student Success to share it via the undergraduate listserv.
  • Distribute to CPHHS graduate student listserv at CPHHSgraduatestudents@lists.oregonstate.edu.

 

Events

OSU News & Communications does not write or send news releases for events.

To submit an event, go to the Gazette-Time’s form and create a free account; confirm your account and set up a password. On the submissions page, create your event and fill in all relevant details.

The only exception is if we’re bringing in a nationally recognized speaker and/or the topic is of current interest and part of a larger, national conversation.

Please also let the marketing team know of any events you’re hosting so that we can promote them via social media, Las Noticias and Synergies and support you with any appropriate materials. Please also continue to submit events of potential interest to the OSU community to OSU Today. Events will be compiled and sent to appropriate outlets each week.

G-T instructions

  1. To select an event category, start typing a keyword that matches your event – for example, “Art” – and choose the specific category that best fits. There are a LOT of categories; most events will likely fall under the main headings of “Classes/Courses,” “Arts” and “Exhibitions.” From those, you can select more specific categories like “Talks & Lectures,” “Meetings” and “Performing Arts.” You can click “+ Add Another Category” if your event falls into multiple arenas. 

  2. There is a box to check if this is a Virtual Event. It will still require you to enter a city – “Corvallis, OR” for most things. 

  3. Use the calendar drop-down to select a date for the event, and fill in the start and end times in “9:00 AM / 05:00 PM format.” **You must enter an “End Time.”** 

  4. For in-person events, there is an option to enter “Door time” and “last entry time” if needed. 

  5. You can also add up to five images in .jpeg format.  

  6. For the Event Summary, keep it brief: You’re limited to 200 characters (less than a tweet) so keep it to what the event is, what college or school is hosting it, and what attendees will learn/gain from it. 

  7. For the Event Description, you have up to 5,000 characters, which is about a page and a half, but we’d recommend still keeping it succinct ~200-250 words, or about 1,000-1,500 characters. The easier it is for people to pick up on the essentials, the more likely they are to read the whole thing!  

  8. You can also add tags to your event though it's unclear what benefit this has. 

  9. To finish out the form, it’s important that you include accurate, up-to-date contact information and the event website

  10. When you add your event URL, you need to select a “Type” for the link you’re entering – this can be “Virtual,” which would be a Zoom link, or “Website,” which would probably work for most other things. You can also link to a Facebook page, a YouTube video, etc. 

  11. This information displays prominently as part of the calendar entry, so make sure you’re not putting someone’s personal email here as contact unless they’re OK with it. There is a box for a phone number but it’s not required. 

  12. For an in-person event with a physical address, you can see how the location automatically displays in Google Maps. 

  13. Once you’ve entered all your information and click “Next Step” to review and ensure it’s correct, you’ll hit “Continue” at the top of the page and it will take you to the page where you choose your payment option. We are going with FREE, so click that option on the right. 

  14. If you are completely done and know that your information is correct, click the green “Stay Free, Upgrade Later.” This submits your event, so don’t click it if you’re not really done! 

  15. It will take you to a page where you can opt to “Promote Via Email,” with a pre-made email, if you want to spend money on it. Better yet, contact your MarComm team and request a free, branded graphic.

  16. You will receive an “Event Report” email. It may take a while for the event to get into the system, so you might need to refresh the Event Calendar page for it to pop up. 

  17. When you log in to the event dashboard you can also access several metrics for gauging the success of your event promotion. (These should pop up for you on your first visit to the dashboard, giving you a quick tour of the features.) 

 

If you have a technical issue with the calendar, the GT contact is Jane Stoltz.

Recruiting study participants

 

Conferences/presentations

  • Submit a project request and ask for a tablecloth, banner, promotional materials, swag, decorations, print materials, etc.
  • Use branded PowerPoint slides that include the name of our university and college. If you need help, submit a project request.
  • Use branded scientific poster templates that include the name of our university and college. If you need help, submit a project request.
  • Conference Services can help with all aspects of an event, from registration to set up. Cost is dependent on the services you require.

 

Email signatures

  • Make sure you include the name of our university AND college.
  • Do NOT include photos, clip art, logos, etc.
  • If you choose to use color, use Beaver Orange, Hex: #d73f09 RGB: 215, 63, 9
  • Example email signature:
    • FirstName LastName, Credentials (using preferred pronouns here is an option; she/her/hers, he/him/his, they/them/theirs)
    • Position/Title
    • College of Public Health and Human Sciences | Oregon State University
    • School name or unit (optional)
    • Office number | Cell number | Corvallis, OR 97331

 

Profile pages and lab sites

  • Both will help future students, collaborators and funders find you online. It benefits the college, but it also builds awareness for you and your work and contributes to your personal brand/reputation.
  • Simply submit a project request and ask for what you need.
  • Remember to keep both up to date. Out-of-date information is worse than no information.

 

Promotional items

  • If you need swag for an invited guest or tabling event, submit a project request form and ask for what you need. See swag online and keep in mind quantities are limited. There is no charge if there’s a business purpose related to your request.

 

Photography/videography

  • Submit a project request. We may be able to do the project in-house or we may make another recommendation depending on the nature of the request. We try to handle small requests in-house but do not have the resources for larger shoots.

 

Do you have an idea but aren’t sure what you need?

  • Request a consulting session by submitting a project request. We’ll help you figure out how best to achieve your goals.

 

Helpful resources