Public Relations and Promotion

Invitation List

When compiling an invitation list, keep in mind the purpose and goals of the event. You will want to consider inviting:

• Protocol
  • Depending upon the nature of your event the Office of the Vice President for University Relations and Advancement can assist you in compiling a protocol list.
• Distinguished guests
  • In addition to including your guest of honor and his or her spouse, speakers, guests to be recognized or honored, donors (current and prospective) and alumni. Be sure to consult your foundation development representative to ensure you have invited all appropriate current or potential contributors.
• The department managing the event
  • Include supervisors and directors within the department, the vice president of the division, the assistant or associate vice presidents and staff
  • The Board of Directors or Advisory Board affiliated with the College or Department
  • The department should also invite the college development officer assigned to their particular college
• Special Interests
  • Such as individuals from other departments that have a tie to your event, individuals who have contributed or who have similar special interests
• Students
  • Including any who have received honors relating to your event, any with ties to or with similar special interests and any that the guest(s) of honor might enjoy meeting

* Always check with the guest(s) of honor on any additional invitations they would like to send. Often invitations are sent to their family members and colleagues who may not attend but would enjoy receiving the invitation.


Printed Invitations and Programs

The FSU Printing and Mailing Services Department can assist with your printing needs. They offer a variety of paper selections, ink color and finishing services. Contact Printing and Mailing Services at: 850.644.2794 or visit: <http://printing.fsu.edu/print.htm>.

• Invitations
  • Plan to have invitations sent four weeks prior to the event
  • When designing the invitation, consider including the following information:
    • Name of event or host organizer
    • Date, time and location
    • The FSU seal, wordmark or the name of specific college or department
    • The purpose or title of the event
    • Address of event with map to event site
    • Note if there is a reception following the ceremony
    • Names of honorary board or committee members
    • Names of prominent speakers and their titles
    • Frequency or historic nature of the event (“Second Annual, etc.”)
    • Dress requirements
    • Parking instructions
    • R.S.V.P. phone numbers, e-mail addresses or a response card
    • Return address on envelope
  • Another consideration is to send a "save the date" card one or two months prior to sending the official invitation. This is especially helpful for out-of-town guests and on dates that might include other events, (such as a football weekend).
• Program
  • Order printed programs two weeks prior to the event
  • Include the key speaker’s name
  • Include the Master of Ceremony’s name
  • When designing the printed program, consider including the following information:
    • FSU seal (for appropriate use, visit <www.identityguide.fsu.edu>)
    • Name of college/department
    • Name of host or event organizer
    • Date, time and location
    • Name of event
    • Name and biography of speaker
    • History of the facility
    • Sketches or photos
    • Names of honorary board or committee members with titles
    • Names of the musicians (and affiliation) performing at the event

Use of FSU Seal — Integrated Identity Guidelines

Florida State University has published guidelines to help our university community work toward achieving a cohesive, unified and integrated visual identity. This effort is part of a larger, ongoing campaign to facilitate public understanding of the university's academic mission, goals and achievements.

The goal of our overall identity campaign is that the academic symbols of the university and the excellent academic and research reputation of Florida State University will become one and the same in the mind of the beholder.

For complete Integrated Identity Guidelines, visit: <www.identityguide.fsu.edu>.


Additional Printing

• Nametags
  • Decide if you wish to have them printed ahead of time or hand-written at door. If printing them, remember to take extra blank tags with a pen.
• Menu cards
  • Provide cards at each place setting for formal dinners.
• Place cards
  • Place the guests' names at their seat for formal dinners.
• Food identifiers
  • On buffets, these are cards that identify what is being served. Make sure that the font is large enough to read when standing at the buffet, and don’t forget to note dishes that include seafood or other foods that can cause severe allergic reactions.
• Seating chart and table numbers
  • Have an alphabetical list of the guests with their designated table numbers at door or check-in table. You may want to print numbers on cardstock to be placed on the appropriate tables for easier visibility.
  • When seating a dinner, remember that traditionally:
    • The host or hostess is always in the front and center
    • The male guest of honor sits on the hostess's right
    • The next most important male guest sits on the hostess's left
    • The female guest of honor sits to the host's right
    • The second most important female guest sits on the host's left
    • When possible, avoid seating two men and two women next to each other
    • Guests not seated at the head table should be positioned so that the more important guests are closest to the head table

Gift Items and Special Presentations

It may be appropriate to present a gift during or following the event. Choose something appropriate for the recipient. For example, a gift such as a plaque, which thanks a presenter for his or her contributions, is considered appropriate. You may want an item that is FSU-specific. If you choose to do something more personal, you might consider the person's hobbies or interests.

If your event will include the presentation of a gift, consider the following:

• Order the gift enough in advance to allow for corrections (such as engraving)
• Determine where you will place the gift before presenting it
• Plan how the gift will be presented ahead of time
• Practice a run-through of the presentation to allow for any necessary adjustments
• Inform the photographer of the presentation
• Decide if the lights need to be dimmed

News and Public Affairs

The FSU News and Public Affairs Office is the university's official public relations and publicity office. The staff promotes hundreds of conferences, lectures and events each year. Priority is given to those that feature a prominent speaker, a timely subject or local angle.

If your event is of university-wide significance, contact the News and Public Affairs Office for assistance with publicity and promotion.

The News and Public Affairs staff should receive information on your event two weeks in advance to plan and implement effective publicity. For more information call 850.644.4030.

Photo Lab

In order to record your event for posterity or to offer your donors and special guests a nice memento, the FSU Photo Lab offers full photographic coverage of your event. They can also provide on-site pictures with templates designed for your specific event. Hourly rates apply. For more information, call 850.644.1066 or visit <www.fsu.edu/~unicomm>.

Video Recording

The Office of Visual Media and Promotions offers video and promotional support services to the university community, including videography, creative services, dubbing and editing. The office produces official institutional radio and television messages, promotional programming videotapes and other special features. For more information, call: 850.644.1360 or visit: <http://www.fsu.edu/~unicomm/pages/VisualMediaPromotions.html>.

Signage

Signage is very important at an event because it can help direct guests when the staff is not available. Walk through all possible entrances guests might use, and think about what they will see first. Determine what signs they would need to get where they need to go. Walk through all scenarios your guests might encounter, such as walking into the hallway looking for the restrooms. Design signs with all scenarios in mind.

Suggestions for directional signs and locations:

• Outside, guiding them to the parking lot
• To special reserved spaces in parking lot
• To the building entrance
• Inside the building (down the hall, to the elevator, etc.)
• Inside the elevator
• As one gets off the elevator
• Leading toward restrooms

When using a podium at an event, it is preferable to place the FSU seal on the podium because it helps to promote our identity at the event and in all photographs and video coverage. Please see the Integrated Identity Guidelines <www.identityguide.fsu.edu> for information on use of the FSU seal.

Another type of sign to consider at an event is a banner. Banners can be very effective in promoting your event ahead of time when hung in a prominent place. Check with the Department or Facility Manager at the event site for guidance on obtaining permission to hang a banner. Contact the Service Center at 850.644.2424 to place an order to hang the banner securely.

When holding a multi-room event, such as several committee meetings at the same time, it is helpful to place a large sign with all the information on an easel at the entrance to the building. Do this in addition to signs throughout the site.