Events Resources

You’re hosting an event in the College of Liberal Arts or the School of the Arts. Don’t panic – we’re here to help. Whether on your own or with our guidance, we’ve put together everything you need to help you prepare for your upcoming event.

Event process

  1. Request help from the marketing team
  2. Set up the platform or secure the venue (see below)
  3. Schedule it on the calendar
  4. Send out the invitations
  5. Do a dry-run
  6. Go live!
  7. Post-event logistics (note: all videos must be captioned before posting online)

Suggested timeline

  • 2 months + out: Seek help from the marketing team
  • 8 weeks out: Preparations
  • 7 weeks out: Schedule it on the calendar
  • 4-6 weeks out: Send out invitations
  • 1 week out: Practice and do dry-run
  • Day of: Go live!
  • Post-event: Caption recordings, send follow-ups

Event registration

We strongly recommend advance registration for all events (whether or not they are ticketed). This allows event organizers to capture contact information for viewers, increasing our ability to engage with our audience and protect any copyrighted material. There are currently three options for advance registration. Speak with your event coordinator about how to set up these options.

  • Zoom

    When setting up a Zoom webinar, it is recommended to select the "Registration Required" option. This will allow you to publish a registration Zoom link that will then automatically send participants the event participant link. It's an efficient way to collect registration information about attendees and also to help prevent Zoom-bombing.

  • Free events: Eventbrite

    Eventbrite is free but requires setup of an Eventbrite account. Speak with your event coordinator about how to begin using Eventbrite.

    • Graphics needed: Landing page Image: 2160 x 1080px (2:1) ratio, no more than 10 MB, .jpeg, .png, .bmp, or .gif
    • Landing page event copy/details
    • Automatic confirmation email copy
  • Ticketed events: TouchNet/Marketplace

    This requires an established merchant account through your department/program which has an annual fee and we do not recommend this approach for a one-time event. Check with your department/program to see if this already exists.

    • Graphics needed: 400x400 .png
    • Landing page event copy/details
    • Automatic confirmation email copy

Platform/venue guide

The task of choosing an event platform or venue can be daunting. We’ve put together a list of common on-campus venues and platforms with scheduling contacts – all in one, easy-to-access place.

Public speaking tips

We’ve put together suggested speaking tips when hosting your event. We’ve also provided language that you MUST include when speaking to a public audience.

Captioning

Captioning is required for all University events. We recommend closed captions for virtual events and there are a number of options for captioning your virtual production. Please be aware that captioning may add an additional expense to your production.

  • Live events captioning

    Zoom and Teams have automatic live captioning options available. Please ensure this is turned on before beginning your livestream. In Zoom, you need to select where to download the caption file when it's complete - either on the cloud or on your computer. Either option is fine as long as you know where to locate the file when the event is over.

    An average cost for a one hour live production is approximately $400, however this does vary. Captioning companies need to be reserved as soon as you know your event dates and needs. Contact one of the below University approved providers for availability (and be sure to request the Falcon service for Vimeo as part of the reservation). Any pre-recorded material in the broadcast will also be captioned as part of this service.

  • Pre-recorded events captioning (related to academic credit or content)

    There is free University support to caption events related to academic coursework or credit (i.e. students are performing in the production for academic credit and/or are required to watch the performance as part of an academic course). It will take approximately one week to receive captions for your content so please allocate time for this in your planning process. To coordinate captioning for academic related events, contact Don Massie, Instructional Technologist with Teaching & Learning Technologies, MIKC: (775) 682-5720.

  • Pre-recorded events captioning (not related to academic credit or content)
    • Free services: Upload/download from YouTube
      • Upload final version of your video file to YouTube and use their automatic captioning feature
      • Download the generated SRT file
      • Review/edit created SRT file for accuracy
      • Have the CLA marketing team upload the SRT file with corresponding video to YouTube or Vimeo
    • Paid services: Contact one of the captioning services listed above

Downloads

If you’re putting together an event on your own, we’ve got you covered. Download a slide deck of approved branded templates with beginning and end-cards for virtual events, as well as intermission and sponsor slides. The templates are editable to swap out photos and approved logos of your choosing.

Download virtual event templates
People walk in front of Knowledge Center and student union during summer day

Vimeo technical support

In your email and advance communication with viewers, please share the Vimeo viewer recommendations for livestreamed events and videos wepage. This offers viewing recommendations on the Vimeo platform.

Event questions

Please contact CLA's marketing team for event questions.