Main Campus Publicity

Posters
Posters are relatively easy. The graphic design people need at least two weeks prior to the distribution date for each event. Take the following information to University Relations, 107 Communications Building:
  * Speaker
  * Event Title
  * Biographies
  * Photographs
  * Logo
  * Date, Time, and Place
  * Issues Committee is a member of the Central Programming Council
This is on the Beacon Side of Circle Park. Go in the third staircase on the left. You may also contact Eric Smith at esmith8@utk.edu. They will do everything with the design. Just make sure you and someone else proofread the poster they make. You must have the charge account and the publicity account numbers with you. Also, know how many posters you want to print. The average is 125-150, depending on the event.

Flyers
Flyers are a good, cheap way of advertising. Flyers can be designed on 8x10 or legal size paper. Use Publisher ’98, which is available in the Student Organization Suite to create flyers. All the basic information must be included:
  * Speaker
  * Event
  * Time and Place
  * Issues Logo
  * Issues Committee is a member of the Central Program Council
The Issues Committee logo is available on one of the disks that are kept in the Issues mailbox in UC305 or on the O drive. Also, the logo (and other graphics) can be digitally scanned in. Ask the secretaries about this one. Graphics are added into the flyer using ClipArt. There are thousands of images available on a Publisher CD-ROM that the student attendant in the student organization suite will have available. If no student is available, the disk can be found in UC329. The flyers are to be printed in the Service Station in the UC (right below our office). You will need to get the code for the committee in the office. 156 flyers must be printed strictly for RAs. Usually 250-300 flyers are appropriate. Flyers will be distributed to all RAs on campus and put up randomly by committee members.

Faculty Letters
Letters are written to faculty members in hopes that they will announce the program in class and perhaps require attendance at the event. In the letter you should include:
   Speaker, title, date, time location
   Background information on speaker
  Reason Issues Committee chose this speaker (what makes the speaker worth coming to hear)
Remember to keep the letter as short as possible. Faculty members are likely to throw away any long form letter. These letters must always be one page. They are to be printed on university letterhead that can be found in the office. Also, be sure to sign your name. BE SURE TO PROOFREAD!!!

RA Letters
Letter should also be written for RAs. RAs have semester programming that they must plan and many have said that Issues Committee events make great programs. Letters should follow the same guidelines as faculty letters. Print 157 RA letters. See chair or vice-chair for the numerical divisions among specific halls. Letters could also be written for:
   Student organizations
   Community organizations
   High Schools

Daily Beacon Ad
Deadline for publication is three days before the ad goes to print. Once again, include all vital information:
  * Speaker
  * Title
  * Date, Time, Place
  * Photograph
  * Logo (they have this on file)
  * Issues Committee is a member of the Central Programming Council
You can make the actual ad or give the Beacon your idea and have them put it together. You can also ask them to use the poster design (this is the easiest way!!), in which case all you need to do is go to 11 Communications Building and ask for Lynne, or call her at 974-5206. The ad size will be a quarter page. Run the ad for 3-5 days before the event, including the day of the event. Remember to run it earlier if we are selling tickets.

Campus Calendar – Daily Beacon
Go to http://dailybeacon.utk.edu/calendar and click on the “Submit An Event” button in the upper right corner at least three days before the event. Or you can fill out a short form available at the Daily Beacon advertising office in Room 11 of the Communications Building. Include the same important information plus contact number (974-5455). This is also due three days in advance of the publication date. If the “submit and event” feature is not working, just send all of the information to newsdesk@utk.edu, and put “campus calendar” as the subject heading.

UC Banner
The banner is ordered in the Service Station/UCopy on the second floor of the UC across from the Sweet Shop. Make sure to include the following information: Issues Committee presents and logo, title, date, time, place, speaker(s). Color of type and banner are up to you.
A space must be reserved for the banner to hang in the UC. You need to reserve this two weeks in advance. The chair usually reserves the banner spaces at the beginning of the semester, but check with her/him first to make sure. Reservations are done through UC329.

Contacting Press

Press Release
Press releases are sent to all area news media. The purpose of a press release is to let the media know about our upcoming program. If we are doing anything special for the program, it should be included (ex. a press conference). The first five lines of the press release are single spaced and flush left. The general information given in these lines is:
  *  NAME OF THE PROGRAM
  *  NAME OF THE SPEAKER
  *  TELEPHONE CONTACT NUMBER (974-5455)
  *  NAME OF COMMITTEE(S)
  *  DATE
Always remember to include any committees with which we may be co-programming in the line for the name of committees. The remainder of the press release should be double-spaced. After the date, skip a space and type “FOR IMMEDIATE RELEASE.” Skip another space and then type in the body of the release. In the body always include:
  *  Date, location, and time of program
  *  Names of committee(s) sponsoring events
  *  Speaker and topic of program
  *  Background information on the speaker
  *  For additional information contact…at…
Additional information that may be included is general information about the topic. When the body of the press release is complete, center a series of ******** (shift 8). The #1 rule of press releases is to always keep them to one page. Remember to spell check and have Edee proofread.

Press Packet
Press Packets are sent to newspapers. A press packet should include:
  *  Press release
  *  Profile on speaker

Press Conference
The Issues Committee holds press conferences for its better-known speakers. The time and location should be included in the press releases. A room (usually the Crest Room) must be reserved for the press conference. The member who hosts the conference is responsible for setting the room up along with help from the UC staff. The host starts the press conference by introducing the speaker and stating how long the conference will last. Speaker profiles should be made up beforehand for the media.

Broadcasting/Media

UT on Tap
For this you will need to prepare a press release and be sure it gets to the Teleproductions Board, a fellow CPC committee. Remember UT on Tap is a bimonthly show so that we can do this in a timely manner.

VolVision ch.33
There is a bulletin board message submission form to post a message on VTV. Check the filing cabinet for one of these. These forms need to be turned into 405 Student Services. If there is only one left in the cabinet, please make copies. You can also go directly to 405 Student Services, as they have the forms there.

UC TVs
Take all information for the event (i.e. title, date, time, speaker, location, Issues Committee) to the Service Station/UCopy on the second floor of the University Center. The information will run in a PowerPoint format, and you are certainly able to create the slide and give this file to them. The publicity needs to run for 3 days before the event, as well as the day of the event. Be sure to take the information to the Service Station a few days prior to running.

UT Radio
WUTK (90.3) is the campus radio station. Press information should be sent to them as well. Contact Bobby Spillman in P-103 Andy Holt Tower. The phone number is 974-2229. The fax number is 974-2814. Information should include Issues Committee, date, time, location, speaker(s), and a brief description of the event.

WUOT
This is the NPR station in Knoxville. Their offices are in 209 of the Communications building. The phone number is 974-5373. The fax number is 974-3941. Information about the event (title, date, time, location, speaker, Issues Committee) should be brought to this office.

Metro Pulse
The Metro Pulse is an excellent way to get our information out to the Knoxville community. To get coverage of an event, you need to contact Leslie Bond at 522-5399 x35, or bond@metropulse.com, with all relevant information. If we have decided to place an ad (mainly for our big speakers) in the Metro Pulse, contact Leslie. It may be necessary to go to the Metro Pulse office to proof the ad. See Ron or Edee for more details about actually placing an ad.

Publicity Distribution

Publicity Outreach
Publicity Outreach is led by the vice-chair and includes a variety of personal contact methods of publicizing an event that is tailored to each particular event. Some examples include personal phone calls to professors or organizations, e-mails, distributing fliers at meetings on campus and in the community etc.

Chalk Humanities and Glocker
After the meeting, some people will be assigned to chalk as part of their publicity duties. Be sure to include Issues Committee, title, date, time, and speaker (if well known). Please note that you cannot chalk on the side of buildings or any place where the rain is unable to wash away the chalk. In addition to chalking areas outside like the Humanities and UC plazas, you need to chalk as any classrooms inside the Humanities (and Glocker when assigned) building that are not in use.

Putting Up Fliers and Posters in Residence Halls and Academic Buildings
When you sign up for publicity distribution you will either be signing up for a residence hall or an academic building (i.e. Humanities). If you sign up for a residence hall(s) you need to take RA letters, fliers and posters and hand them to the front desk. If you sign up for somewhere like Humanities, you need to hand posters and fliers on the bulletin boards in the halls as well as in the classrooms.

McClung Tower
McClung Tower is divided into three sections: 3-5, 6-8, 9-11. You need to pick up approximately 30 faculty letters per floor (English will need around 50), and go to the department office on your designated floors to put them in the boxes. Just let the secretaries know that you are with Issues and that you need access to the faculty boxes to distribute the letters. In addition to this, you will need to take fliers and posters to put on the bulletin boards for each of your designated floors.