The UCLA Arts Strategic Communications team collaborates on the promotion and documentation of events and special projects that elevate the school’s visibility and support its mission. Our role is primarily focused on strategic content development, communications planning, and marketing support. For select high-impact, schoolwide, or Dean’s Office-led events, we may also provide day-of support or limited production assistance. Whether you’re hosting a public program, launching a new initiative, producing a performance, or coordinating an exhibition, we encourage you to connect with us as early as possible in the planning process. ## **What We Do** Our team supports events and special initiatives across the school in a variety of ways, including guidance on promotional strategy, messaging, event listings, and the design of print and digital materials such as flyers, posters, and web banners. We coordinate documentation through photography or video when possible. For select schoolwide or Dean’s Office-led events, we may provide guidance and/or assistance with light production needs such as signage, scripts, presentations, or run-of-show planning. Our goal is to support you in positioning your event or project effectively, aligning promotional materials with the UCLA Arts brand identity, and helping it reach the right audience through appropriate channels. To ensure your event is on our radar, add it to the [UCLA Arts Events and Attendance Spreadsheet](https://docs.google.com/spreadsheets/d/1xcdMtpOS3nHCG74Mmf9o1kN17dIadgPxw8shL7An52E/edit?usp=sharing). We use this document to identify opportunities for storytelling and to coordinate efforts across our promotional platforms. To request support with promotional efforts or other special initiatives, please use the [Strategic Communications Request Form (SCRF)](https://form.asana.com/?k=Vo6Eh2oqnHnnlC1LqM5_1Q&d=134753301162464) so we can learn more and follow up accordingly. ## **When to Reach Out** We recommend submitting your event to the [UCLA Arts Events and Attendance Spreadsheet](https://docs.google.com/spreadsheets/d/1xcdMtpOS3nHCG74Mmf9o1kN17dIadgPxw8shL7An52E/edit?usp=sharing) by the start of each academic quarter or contacting Strategic Communications no fewer than eight weeks in advance for standard requests. This ensures we have time to incorporate your event into our promotional content calendar and support the development of marketing materials. ## **Editorial Deadlines for Event Promotion** Submit your event to the [UCLA Arts Events and Attendance Spreadsheet](https://docs.google.com/spreadsheets/d/1xcdMtpOS3nHCG74Mmf9o1kN17dIadgPxw8shL7An52E/edit?usp=sharing) as early as possible. From this listing, we generate event roundups that are published in our Weekly and Monthly newsletters, visible on digital displays on campus, shared on our social media accounts, and included on the [GO ARTS](https://goarts.ucla.edu/) website.  - **Weekly Newsletter:** published every Monday - **Monthly Newsletter:** published at the top of each month - **Social Media:** events roundups posted every Monday - **Digital Displays:** updated weekly ## **Event Production and Day-Of Support** While our capacity for event production and on-site involvement is limited, we may be able to assist with: - Vendor recommendations - Run-of-show templates and university guidelines - Supporting the development of signage and printed materials - Coordinating a photographer or videographer - Amplifying existing social media content, when possible For most events, we are not able to assist with general event logistics (e.g., check-in, catering, A/V, set-up/breakdown) unless the event is produced or co-produced by the Dean’s Office or designated as a schoolwide priority. ## **I’m Not Sure If My Event Qualifies** Not every event needs promotion from our office. Smaller invite-only events or class-specific gatherings may be best promoted through internal channels. That said, if you’re unsure, reach out. We’re happy to advise on the best course of action and suggest alternate avenues when needed.