Target the right audience with best possible content
Communication plan. Create a simple communication plan or checklist to market the event, including a timeline for different marketing & communication activities, target audiences, and channels. Use communication plan template to create your own plan.
General writing guidelines for EnglishContact the communications unit. The communication of the event should be planned accordingly. The school’s communications teams can provide support. It is recommended that you go through the communication plan and event contents with the communications team well in advance. Social media posts must be planned well in advance in co-operation with the unit’s communication specialist(s). In larger and strategic events, the news and media contacts are a vital part of the communications plan.
Contact communications via e-SupportTarget the right audience. Invite the target group to the event well in advance, and always provide your contact information.
Communicating about an eventAalto.fi's events calendar. The university's calendar gives you the opportunity to publish your eventin both languages (fi/en), preferably also in Swedish. When publishing an event on the webpage, consider all relevant hubs and research groups, including platforms. It is recommended that all events at the university are posted in the events calendar.
Event calendarVisual guidelines. Make sure the communications and marketing of the event is in line with the university’s visual guidelines found in the Brand Library.
Brand LibraryAalto University official templatesMaterial bank Translation. All event communication should be provided with awareness of the university's language policies, as much as viable.
University’s language policy Proofreading or translation services provided by Learning Services
Social media. When promoting an event in social media, decide who creates or hosts the event in the different channels. The school's communication team can be contacted for support.
Contact information of the communications teamChannels. The univerity has official channels on Twitter, Facebook, Instagram, LinkedIn and YouTube, all found with the handle @aaltouniversity. Some school's, departments and units have their own channels. Refer to your closest communication unit for more information on how to utilize the channels for your event.
Creating a website. It is possible to create an event website under aalto.fi. Opening a hub or a subpage requires consideration, and it can be justified, for instance, due to the significance of the event for the entire university, or due to the event being organized annually.
Create a website on aalto.fi
Content production. The organising team is responsible for the content of the event and the accuracy of the event website. The school's communication team can be contacted for support.
External domain. When in need of an external website domain, check if the desired address is available. All external web domains should be consulted via the university's communications team.
Photography. News and photos from the event need to be planned in advance. Photos of the events are uploaded to the Material Bank by the photographer after the event, and then moved by the event owner to the appropriate folder. Request the contact information for a freelance photographer and/or videographer from the communications unit.
Communications unit, services & contactCopyright and permissions regarding photography and videoPhotography guidelinesStreaming and video. A streaming service might be an option for events in order to have people follow the event programme remotely or afterwards, especially with large & international events. Useful contacts include Unigrafia, student association Montaasi, Aalto Studios, who can help with contacts to suitable suppliers and how to request quotes from them, e.g. Bright, DC, MediaHub, Pioneeri Production, Reload, Stremia.
Unigrafia Montaasi Aalto StudiosSupplier partnershipsImage and video copyrights and data protection. Proper permissions should be acquired in advance to photograph/ record, distribute and publish images, video recordings or webcasts. The speakers and performers should agree to the distribution early on, before the event. The photographing has to be informed in the event communications channels. A sign about the photographing in the venue is courteous.
Copyright issues relating to images, recordings & webcasts