What you'll need
- An eye catching image to use in promotional materials. (See the Resources page for where to find free-to-use images.) Landscape (horizontal) oriented images are easier to crop for web banners, digital screens, and social media, but many stock websites have portrait (vertical) and landscape versions of the same subject.
- Speaker image, bio and their social media handles (if applicable)
- Messaging (title and description)
- Logistical information (where and when, hybrid or in person, registration, agenda, etc.)
- Content that is designed for different channels.
- Website banner
- Web page (with a banner and ilsting page image)
- Print poster (download Waterloo and Arts-branded poster templates)
- Social media images. (See the Social Media page for more information).
- Digital screen (16:9 aspect ration, meant to be seen at a glance so use minimal text and an engaging image.)
Do you need a QR code?
There are many free QR code generators available online - but first consider how and where you might need one.
The QR stands for "quick response" - these collections of cubes allow smartphone users to access a link simply by using the camera on their phone rather than having to type in a link. They work well on physical objects (like posters or signs), where a user would otherwise haveto get out their phone to manually type in a link.
For social media and webpages, a link offers a better user experience. Consider the example of an event registration. Including a link in your body of your social media post or on your webpage is a simple click that lets them complete the form right where they are. (For example, if they are accessing the event page on a laptop they can easily get to the registration and fill it out right then and there.)
Make the destination page offers a good experience for nobile users, not just desktop. For example, linking to a PDF is not idea for phone users but linking to a webpage that adapts to the screen size will make it more usable.
QR Code generators:
Events for your department or school only
- Create an event webpage on your department website using the Event content type in the WCMS. These event submission tips and guidelines can help you create a page that’s visually appealing and accessible.
- Add an event to your department Facebook page. Be sure to link to your event registration (if available.)
- Share on your department's social media accounts. Multiple posts are okay on Twitter. You can use Stories on Instagram as well.
- Reach out to your student associations and campus partners (ex. research institutes) to see if they will help promote via their social media.
- Use appropriate department email lists to share the event.
- Create a print poster to display on bulletin boards. The Brand website has downloadable templates.
Events open to all of Arts
If the event is open to everyone in Arts, considering adding the following tactics:
- Event webpage on Arts Faculty website (please contact Wendy or Elizabeth)
- Tag @UWaterlooArts in your social media promotion so we can share from the Arts main channels.
- Create a digital screen for display in the PAS corridor and outside Hagey Hall Hub
- Send an invitation through Arts Announce mailing list.
- Take 10 posters to the Arts Student Union office for them to post around Arts Buildings.
- Sent an evite through internal campus partners such as other faculties, institutes, and schools.
- For student-focused events, the Arts Undergraduate Office can post to Discord and/or SmARTspace.
Events open to the University
If everyone at the University is welcome to attend, here are some ways to reach them:
- Submit your event to the central events website. Use the event submission form.
- Daily Bulletin has a "Where and When" section, but you can also submit content for a Note or submit a full article. Be sure to follow the Daily Bulletin submission guidelines and email email@example.com.
- Add UWaterloo as a co-host to your Facebook event.
- Book the WUSA poster run to have WUSA display posters across campus. Posters will be displayed for two weeks, and you’ll often need to book in advance. There is a charge for this service. Read more about the poster run and book a request.
Events open to alumni
If you would like to email your department's alumni or have the event included in Arts' alumni communications, please contact Phoebe Wong.
Events open to the community and the public
- Check the “consider for homepage” box when submitting event to the main events website.
- Encourage faculty members to share with their networks (for hybrid or online events.)
- Submit to local relevant events calendars, such as:
- The Record
- City of Waterloo
- Explore Waterloo Region (for events of interest to visitors such as festivals and open houses)
- Kitchener Events
- Waterloo Chronicle
- CTV News Kitchener Community Calendar
- Downtown Kitchener BIA
- New Hamburg Independent
- Kitchener Post
- Faith FM
- Rogers TV Community Billboard
Planning an event?
Community Relations has event planning tools and resources to help.