Online Handbook for the Division of International Studies, and International Institute programs

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Event Planning Guide:

• Checklist
• Communications and Publicity
• Business Services
• Room Reservations
• Speaker Reimbursement

Computer Services

Telephone Services

Business Services

International Visitors

Purchasing

International Travel

Domestic Travel

Communications and Publicity

• Publicity
• Press Release Content
• Press Release Procedure
• Day of Event
  

Publicity

• Press releases, e.g., Wisconsin Week
• Brochures
• Flyers
• Posters
• E-mail listserves:
  • Contact Masarah Van Eyck regarding International Institute listserves at 262-5590 or mvaneyck2@international.wisc.edu.
  • Global Happenings weekly email newsletter.
  • Listserves of the Area Studies Programs
  • Women's Studies Research Center (on gender related events)
  • Co-sponsoring department lists
• Letters/invitations
• Websites, including website of Research Circles:
  • All websites are hosted and maintained through the International Institute. Contact Wendy Christensen to update your Research Circle web page.
• Notices in Madison newspapers (Isthmus, Rhythm Section of Capital Times)
  • Two weeks before events—mail, fax, or email. Call to establish which method is best. Do not blanket email. Longer deadlines for magazines (about two months).
• Notices in university and student newspapers (Wisconsin Week, Badger Herald, Daily Cardinal)
• Local radio stations: WORT and WPR.
• Location TV stations' web page listings of community events
• Calendars
  • Today@UW-Madison Events Calendar. Submit online at least two weeks before event. Is published in Wisconsin Week and in online Calendar
  • International Institute Calendar: All entries must be made digitally.
  • Department of Public Instruction Calendar
  • Humanities Institute
• In-person announcements-at meetings, classes, etc.
• Direct phone calls
• Other organizations’ newsletters, flyers, list-serves, etc. including community groups
• Mailing lists
• Student Organizations. Student e-mail is accessible and a valuable tool in generating audience.

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Press Release Content

• Basic information: Who (biographical information), What (Title of event), Where (Location), When (Date/Time), Why (Information on importance/relevance of event).
• Contact person, phone numbers, e-mails.
• Program sponsors and co-sponsors.
• Is the event free and open to the public?
• Is the speaker available for interviews before or after the event or conference?
• Include quote from one of your program’s staff/faculty stating the importance of the event.
• Links—your web site, other web sites, etc.
• Photo of speaker(s) or how to access digital photo on line.
• Relevant reference materials—news clippings, articles.

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Press Release Procedure

• Identify media sources.
• Determine transmission (e-mail, mail, fax).
• Send within appropriate timelines (Usually two weeks before event).
• Follow-up phone call (pre-interview, event coverage).

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Day of Event

• Accompany speaker to press interviews or press availability.
• Optional: Press availability before/after event.
• Optional: Press room.
• Have a press packet on hand (Including press release, bios, relevant newspaper clippings, conference program, related program brochures, contact number for you/staff).
• Audio/video capability—“mult” boxes with “multiple” plug-ins for broadcast media are available from the Pyle Center. Call: Bob Aspinwall, 262-4391. Cost, approximately $10/day.
• Transcript—Audio/visual. (Contact: Instructional Media Development Center, 263-4052). Can be analog or digital. Prices vary. The institute now has capacity to do high quality visual recording. Contact Derek Tessmann at 262-9895. or dgtessma@bascom.wisc.edu.
• Photographer---International Institute has lists of photographers. Check with Ronnie Hess or UW-News for contacts.

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