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Event and Marketing Projects Requests
Process and Forms

Section 5: Marketing Project Types, Deadlines, and Marketing Provided
  1. Marketing Project Types, Deadlines and What We Provide - Click for Details
Section 6: Direct Links to Forms
  1. Event Request Form - Direct link
  2. Marketing Project Request Form - Direct Link
  3. Event Information/Details Form Direct link
Section 7: Questions?
  1. Zachary Hazelwood - Events Coordinator
  2. Sheryl Spann - Director of Marketing

Is this request for an event?

  1. If yes, start with the Event Request Form (scheduling the event, programs, and coordination related to that event).
  2. Then, you must complete the Marketing Project Request Form – for general marketing/PR, posters, flyers, etc – (click here for more information and important deadlines). This provides the marketing team with information they need to market your event properly.
  3. Then, complete the Event Details/Information Form one month before event (final details, program information, stage setup, etc).

Need marketing support (posters, flyers, etc)?

If your request is NOT for an event (or if you have already completed the Event Request Form) and you need general marketing (e.g., poster, flyers, website updates, photos taken), complete the Marketing Project Request Form.

Please read the rest of this page for more information on roles and responsibilities, which forms to fill out, which office handles which tasks, project phases, timelines, and deadlines.

Note: The deadline to submit marketing information about your event for our performance guides are as follows:

Fall Performance Guide – May 15
Spring Performance Guide – October 15

01

Objectives: What this process hopes to accomplish

  • Clarify the roles of the production and marketing and offices.
  • Simplify and formalize the process for requesting an event (production) and/or marketing or publicity support (marketing) to:
    • Outline the “Three Phase Process” for administration, faculty and staff to make events and/or marketing projects requests.
    • Set “Form Deadlines” for event and marketing requests.
    • Explain “Marketing Project Types” with completion times.
    • Gather all event and/or marketing project details digitally.
  • Improve communication between all key parties: the requestor, production, marketing and business offices plus vendors, venues, and service providers.
  • Increase the efficiency of event and marketing requests, greatly reduce the possibility of event error, incorrect photos or bios plus provide a digital copy of event or marketing project information.
  • To enable production and marketing better plan for, manage and support the large volume and flow of academic year events during the entire calendar year.

02

Results – How this process helps you and us

  • Helps production and marketing support CMDA and its events!
  • Notifies production and marketing of event and/or marketing projects in a timely manner and with accurate information, songs to be performed, photos, bios, etc.
  • Supports marketing creative for seasonal performance guide development, single event publicity, event advertising and other marketing support including web/digital marketing.
  • Places your project in the queue, provides accurate event/project information and notifies the requestor of the project status via three emails – request received, project in process, project complete.
  • Ensures CMDA production and marketing work as a team, streamlines the request process and provides administration, faculty and staff with better event and marketing support!

03

Roles: Who does what?

Event Operations — Zach Hazelwood

  • Responsible for scheduling the event and coordination related to that event (staffing, rooms, programs, etc.)
  • Responsible for event programs – covers, program information and headshots.

Marketing – Leonce Clement & Cullen Sadler

  • Responsible for managing CMDA brand marketing (Fall and Spring Performance Guides and CMDA web site), plus partnering with SOM Admissions and CMDA Development on marketing projects (ads, Salon Series, etc).
  • Responsible for managing School of Music brand and event marketing (ads for magazines, radio, TV, and newspapers; lobby posters; opera and special event program covers; media publicity; marketing promotions; SOM website and social media).
  • Partnering with the LSU Bands on various special event and marketing projects.

04

The Question to Ask, 3-Phase Process, Deadlines

Is this request for an event?

  1. If yes, start with the Event Request Form.
  2. Then, complete the Marketing Project Request Form.
  3. Then, complete the Event Details/Information Form one month before event.

If your request is NOT for an event but for general marketing, go straight to the Marketing Project Request Form.

Phase 1 – Event Request Form

Purpose of this form:

  • Provide basic information for scheduling events in the SOM events calendar and for booking event venues
  • Provide initial event information to alert marketing to upcoming event plus assist in planning the seasonal performance guide
  • Determine services/forms needed for the event (e.g., payee request, travel, parking, equipment moves)

Important Deadlines:

  • Fall semester – February
  • Spring semester – May

Phase 2 – Marketing Request Form

Purpose of this form:

  • Provides critical, detailed, accurate marketing information for scheduled events or special marketing projects supporting the seasonal performance guides, ads, posters, special event covers, department booklets, publicity and website.
  • Schedules marketing projects (based on type of project) with sufficient lead time to complete project with accurate information, photos, bios, etc.

Important Deadlines:

  • Provide Information about your Event for Fall Performance Guide – May 15
  • Provide Information about your Event for Spring Performance Guide – October 15
  • Other Marketing Projects – See Marketing Types + Deadlines section for deadlines

Phase 3 – Event Details Form

Purpose of this form:

  • Provide any last minute changes to the event
  • Provide program information so your program can be created
  • Provide staging setup information

Important Deadlines:

Must be completed one month before your event

05

Marketing Project Types, Deadlines and Marketing Provided to Faculty

Simple Project
(1-4 weeks before due)Basic Project
(5-8 weeks before due)Major Project
(8-12 weeks before due)Mega Project
(6-14 months before due)Where is the Marketing Form?Marketing Project Request FormWhat are the exact types of marketing we provide?Prestige Performing Arts Series
e.g.: Jonathan Biss, Diavolo Architecture in Motion

  • CMDA Performance Guide
  • Digital Billboards (CMDA lobby monitors, Union Box Office if performing in Union, Residence halls, Axis JPG)
  • CMDA Website and SOM Website
  • CMDA and SOM Lobby Posters
  • Print Ads
  • Publicity
  • Social Media
  • Fancy Program Covers (for operas and special programs)

String Quartet Series
e.g.: Logos String Quartet, Pacifica String Quartet

  • CMDA Performance Guide
  • Digital Billboards (CMDA lobby monitors, Residence halls, Axis JPG)
  • CMDA Website and SOM Website
  • CMDA and SOM Lobby Posters
  • Print Ads (part of monthly ads, no solo/individual ads)
  • Social Media
  • Publicity

Ticketed Guest Artist Series
e.g.: Tao Lin, Asian Guest Artist

  • CMDA Performance Guide
  • Digital Billboards (CMDA lobby monitors, Residence halls, Axis JPG)
  • CMDA Website and SOM Website
  • CMDA and SOM Lobby Posters
  • Print Ads (as part of monthly ads, no solo ads)
  • Social Media
  • Publicity

Tiger Performances
e.g.: Symphony Orchestra, Symphonic Bands, A Cappella Choir

  • CMDA Performance Guide
  • Digital Billboards (CMDA lobby monitors, Union Box Office if performing in Union)
  • CMDA Website and SOM Website
  • CMDA and SOM Lobby Posters
  • Some social media

Faculty Performances

  • CMDA Performance Guide
  • Digital Billboards (CMDA lobby monitors)
  • CMDA Website and SOM Website
  • CMDA and SOM Lobby Posters
  • Some social media

Lagniappe Events
e.g., Band, Symposium, Special Event and Other Events

  • CMDA Performance Guide
  • Digital Billboards (CMDA lobby monitors, Union Box Office if performing in Union)
  • CMDA Website and SOM Website
  • CMDA and SOM Lobby Posters
  • Print Ads (Symposium or Special Event Only)
  • Publicity (Symposium or Special Event Only)
  • Some social media

Website Projects

  • Webpage updates
  • New web page
  • New web site

Other Marketing

  • Photos
  • Videos
  • Audio clips
  • Surveys
07Questions?
Production – Zach Hazelwood, Production Coordinator
zhazelwood@lsu.eduMarketing – Sheryl Spann, Director of Marketing
sspann@lsu.eduAlice Stout, Digital Media Specialist
awack1@lsu.edu
New photo

Simple ad revision

Minor web change

Brochure/booklet/guide reprint

Event poster/flyer

Event print, radio, or television ad

New web page

The CMDA Performance Guide

Major international symposium

Special world-class event

CMDA Website redesign