Please allow at least three weeks for event marketing. We understand requests ahead of time may not always be achievable and we will work with you every step of the way.

Please provide the following information:

  1. Point of Contact:
  2. Department:
  3. Project description (please include date, time, location, and a brief summary of the event):
  4. Will RSVPs be required? Who will handle the guest list?:
  5. Are we sending paper invitations or digital? (if applicable):
  6. Will there be a virtual option? Who is furnishing the Zoom link? Will attendees be given the link up front?

Please specify any or all requests from the below lists.

Event Promotion
  1. Event collateral (please send high-res headshots and bios of speakers, if applicable)
    1. Digital: Social media graphics of differing sizes for each platform
    2. Print: flyers, cards
  2. Paper invitations (we need several weeks’ notice for this option)
    1. Design, print, and mail process
    2. Select printer & begin quote process
    3. Secure mailing list & determine cost center for postage/printing
  3. Event entry on the HCAP website
  4. Email invitations (Please provide the email list in advance)
  5. Event post to UTSA Today
  6. Pre-event story to HCAP website (must have at least one week notice)
  7. Circulate event via digital signage (if applicable)
  8. Sharing to relevant social media channels with reminders as it approaches; tag relevant accounts
    • Please note - not all event promotions can be published to our social media channels
  9. Share in monthly newsletter, HCAP Happenings