Event Support
The marketing team provides a variety of support for continuing education events (CEs), webinars, and local events for all of Odyssey’s facilities across the country. The items below are best practices and requirements for partnering with marketing to: (1) receive promotion materials efficiently and (2) to maximize attendance/sign-ups.
Check these boxes before submitting a Marketing Request:
- Is your event 5-8 weeks away?
- Do you have all of the information and details (description, date, time, mailing list, etc)?
- Has this event been approved by your manager?
Items to Submit with Marketing Request Form:
Before submitting a marketing request form, please ensure the following files are completed and ready to attach. Also, please review your event plan and the content you’ll submit with your manager beforehand.
- Download the Event Support Request Information Doc above with all questions completed.
- Mailing list (if not previously used or if you updated your list) or identify which list we should reuse for this mailing. If you’re creating a new list you can send us a Salesforce exported list or manually create one using the Excel template provided in the zip file you downloaded (don’t send individual emails in a Word doc, email, or other form).
Timelines and Communication Plans:
Event Support Timeline
Submit the Event Request 5-8 weeks before the event with all information and links. This allows for the creation of materials, approvals, and scheduling, with invitations sent weeks prior to the event.
- Week 1: Marketing will provide drafts of emails and Eventbrite Page for review.
- Week 2: Marketing will schedule the approved email communications. Marketing will also schedule social media communications for open houses, CEs, and webinars.
Ideal Communication Plan (Email and Social Media):
In-Person Events
- First Promotion: 6 weeks before the event
- Second Promotion: 1 week before the event
Virtual Events
- First Promotion: 4 weeks before the event
- Second Promotion: During the week of the event
If you requested social media promotion, a post will also be scheduled between these email communications to support additional sharing and visibility.