Events Resources

You’re hosting an event in 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.

Schedule your event and request assistance

  1. Visit the SOTA Events Google Worksheet to ensure that your desired dates are available.
  2. Enter your event on the School of the Arts Online Calendar Submission, Marketing, and Virtual Assistance Form to have it entered on the CLA calendar, as well as local community and campus calendars.
    1. Deadlines to submit to the calendar:
      1. May 1st is the preferred deadline to get your events/programs entered for the fall semester
      2. August 29th is the final deadline to get your events/programs entered for the fall semester
      3. November 14th is the deadline to get your events/programs entered for the spring semester
    2. If you miss these calendaring deadlines, we will do our best to provide assistance with calendaring your event and scheduling marketing/communications/promotional assistance, but please note that assistance is not guaranteed after the deadline
  3. Request design assistance from the CLA marketing and communications office by checking off the design assistance box on the SOTA Event Submissions Formstack above (Step 2)
    1. Design: Poster/flyer/postcard, social media, email blast, programs
    2. Deadline to provide event/program materials/details to the designer is 10 business days (two weeks) in advance of the event/program
    3. If you miss the design deadline by failing to adequately provide details, we will do our best to provide assistance with creating designs for your event, but please note that assistance is not guaranteed after the deadline
  4. Deliver designed and approved promotional materials to the SOTA office (PBS Building, 2nd floor) for distribution assistance
    1. Fall events/programs distribution schedule
      1. August 26th – September events/programs
      2. September 30th – October events/programs
      3. October 28th – November events/programs
    2. Spring events/programs distribution schedule
      1. January 27th – February events/programs
      2. February 24 – March events/programs
      3. March 31 – Aril events/programs
      4. May 1 – May/summer events/programs
    3. If you miss these distribution deadlines, you’ll be responsible for distributing materials on your own

Suggested timeline

  • 2 months + out: Schedule event on the calendar and seek help from the marketing team
  • 8 weeks out: Preparations
  • 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 in-person and virtual events (whether or not they are ticketed). This allows event organizers to capture contact information for attendees, increasing our ability to engage with our audience, and protect any copyrighted material. There are currently two options for advance registration. Speak with your department’s administrative assistant about how to set up either of these options.

Vimeo and other venues

The School of the Arts has a Vimeo account dedicated to the production, storage and broadcasting of SOTA video content and virtual events. This is intended to serve as a hub to showcase all of the great work produced by the Departments of Art, Music, and Theatre and Dance as well as the Lilley Museum of Art, Blackrock Press and Special Events Office. Even if you plan on streaming to other services on the internet (i.e. YouTube, Facebook and Twitch) we still encourage you to also stream to Vimeo at the same time. The SOTA team can help arrange this.

In addition, if you are planning an in-person event, take a look at the list of venue options.

Public speaking tips

  • Land recognition: We encourage you to recognize the native inhabitants of the land that our University is on. An example: "I would like to honor the original inhabitants of the land that our University sits upon - the Paiute, Washoe and Shoshone Native Community, the Tribes of the Great Basin and the Shoshone speaking groups who have stewarded this land throughout the generations."
  • Sponsors: Announce any sponsors you may have.

Digital programs

It is nice to provide your viewers with a virtual program since including all of the event details is not always possible in the event credits and/or event description. Virtual programs can be stored in a Google document or Nevada Box folder, with a link to the file provided in the Vimeo event description. Provide the Livestream Production Manager with this link so that they may include it in the appropriate places. As an example, please see the Alone Together Resilience In Art Part III program, hosted on the SOTA Google Drive.

Virtual event surveys

To help you gather audience feedback, we have created a survey for you, appropriate for use at any SOTA event. Please feel free to distribute this survey to your event attendees and notify SOTA Special Events Office to request an export of survey data following your event.

If you choose to create your own survey, you can do so by using Qualtrics.

Distribution: Surveys can be sent to your registration list following the event, included in the event description, and announced during your event.

Captioning

Captioning is required for all virtual University events. We recommend closed captions 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.

Downloads

If you’re putting together a virtual 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. For custom materials, please work with the CLA graphic designer.

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

Policy

The School of the Arts enforces a policy that requires prior approval for all marketing and communications projects. You must submit a project request within a reasonable time-frame so that it may be developed and/or reviewed for brand compliance. Projects distributed without prior approval are subject to review, and those found to be out of compliance with School of the Arts brand standards may need to be replaced at the department’s or program’s expense. Projects found to be out of compliance will not be promoted by the School of the Arts or College of Liberal Arts.

The best way to ensure your materials follow School of the Arts brand standards is to request marketing/communications/promotional assistance. Please follow the steps above to request assistance to promote your event/program and ensure materials follow brand standards.

Marketing questions

Please contact Marketing Communications Manager, Lisa McDonald for questions.