Promoting Your Event

Calendar Emails 

For context, the weekly emails populate events based on RSS feeds –– and for each section, we are limited to just ten events university-wide. Our aim is to ensure that all calendar events receive equal representation in our weekly emails.

Learn more about adding events to calendar emails by visiting the Tag Your Event to Appear in Weekly Calendar Emails section of the Working with Events in Drupal guide.


Very few events will be featured on the home page, however may be featured at the top of the top of the calendar if:

  • The event is open to the public, especially if event is high profile or admission related.
  • Calendar page includes a well-formatted description.
  • Imagery is present and compelling.

Other tips:

  • Home page and top calendar items discussed weekly and selected for broadest appeal.
  • On your website, consider making a callout component to push traffic to the calendar page.
  • Work with a web manager to get an event listing on your site if you sponsor events regularly.

One-Off Email Best Practices

The USF Calendar emails replace the untargeted one-off event invitation emails and help decrease the number of emails that students and faculty/staff receive. If you would like to send an event invitation via email, you must provide a targeted audience list (for example, by school or department) with your request. For more information, visit the Email Communications Standards page.

Banner Image/Graphic Criteria

  • 600px wide
  • 150-320px tall
  • RGB, 72dpi, jpg, 40KB

Digital Signage

Digital signage is the display of multimedia content on electronically controlled displays that are installed in public spaces on campus. Any event that is related to the USF community, especially students, is appropriate to feature via digital signage. 

Contact your OMC marketing partner to create a digital signage ad or to convert an existing flyer. Or request a signage ad from Graphics Center (forms available at UC 418).

Additional Promotion Opportunities


Social media can be a strategic part of your integrated marketing mix and have a direct, positive impact on your audience.





The Media Relations team drafts news releases, media advisories, calendar listings, and other materials to publicize news of faculty research, academic programs, and newsworthy university happenings. Learn more and get in contact with Kellie Samson at


Consider reaching out to relevant faculty, University Ministry/resident ministers, student groups, and/or the Loyola House.


Finally, various department e-newsletters are another avenue for cross-promotion of event(s):

  • OMC sends four separate monthly e-newsletters to alumni, parents, faculty/staff, and students.
  • Human Resources/GoUSF and the Office of Antiracism, Diversity, Equity, and Inclusion (ADEI) send internal e-newsletters every month to USF faculty, staff, and students.
  • The Phoenix and Cultural Centers newsletters share relevant events with undergraduate and graduate students.