Communications Toolkit

Event Planning and Promotion

Event Planning and Promotion Checklist

Promoting your event shouldn’t feel like scaling Mount Everest on a unicycle. It should be semi-enjoyable. There’s some work involved, but the Communications and Events teams can make sure you’re working smarter, not harder. 

Think about your audience

 ☐  Who is this event for? Who will you invite? How many people might attend? 
 ☐  What is the best space for this event? 
 ☐  Are there others around campus who might make good partners? 

Get details from your speakers

 ☐  Arrange travel details and contracts.
 ☐  Get hi-res images and short bios from your speakers. 
 ☐  Write a punchy event description.

Make a reservation 

 ☐  Once you’ve considered the size of your audience, work with your department's admin who can book space through 25Live
 ☐  If you'd like to book A Box, BBOX or Falvey Hall, please contact Nathan Best at

Request set up and catering

 ☐  If you need tables, chairs, trash cans, coat racks, and cleaning before and after your event, make a Facilities Request through MyMICA.    
 ☐  Need catering? Contact Pankhurst Dining Services at If you wish to use a different caterer, you must coordinate through the Office of Events. 

Signage and posters

 ☐  Design and print posters. The Division of Strategic Communications is happy to proofread, give branding advice, and share templates, should you need them. 
 ☐  Posters placed in buildings must be approved by Student Activities in the Meyerhoff House. 

Social media

 ☐  Depending on your audience, consider setting up a Facebook event for your event using your departmental account. Share the event on your social media networks using hashtag #MICAmade.  
 ☐  Don’t have a departmental account? Contact our social media manager for options.

Event promotion and documentation

 ☐  Need help promoting your event? The Division of Strategic Communications is always happy to help promote events on social media, place paid ads, assist with design, hire a photographer, organize livestreaming, and more. Just fill out our event promotion request form with your event details and we'll get back to you within 48 hours. 

Getting on the calendar

 ☐  After filling out the event promotion request form, add your event to our calendar at All it takes is a short description of the event (who, what, when, why, where and how) and a great image. All events will be featured in and will go out in the weekly Events at MICA email that reaches all staff, faculty, and students. 

Please note

If your event has any of the following attributes, you must meet with the Office of Events to assist in the planning and scheduling of your event:
 ☐  You expect over 140 attendees.
 ☐  You expect over 50 non-MICA Community attendees.
 ☐  The event spans multiple days or lasts longer than eight hours.
 ☐  The event is ticketed.
 ☐  Aspects need special coordination.
 ☐  The event requires set up of more than 10 tables or 40 chairs.
 ☐  You have special catering requests (for example, kosher food services).
 ☐  Special requests for the use of parking lots should go through Campus Safety. 

If your event does not qualify as a MICA-sponsored event (hosted by a MICA department/division with a curricular component), please contact the Office of Events to discuss rental rates and availability.