Want to share information? Consider yourself an expert? Submit your information via one of these forms, and we’ll get the word out in the appropriate channels! Don’t be humble! If you aren’t sharing your good news, your story can’t be told! Be sure to submit news both internally and externally!
Fix your email signature: If it doesn’t look like this, you should update it
Is your email signature current and representing the school and university consistently? If it doesn’t look like this (font, logo, IU Indianapolis, style), it should be updated. Please use the IU email signature generator to create a new one in fewer than five minutes. An option for IU Indianapolis now exists.
Marketing events staff plans events on behalf of the dean's office and at the dean's direction. Departments are responsible for planning and executing their own activities; once events are planned, marketing can assist with promotion.
Events require time and attention to detail. To assist you with planning, we developed a checklist. You can continue to update your checklist as you plan if you submit along the way and keep your emails. Uncheck boxes as you complete them, and your list will diminish as your tasks are completed. Once you review the checklist and develop your plan, please submit the event support request above for promotion.
University event permission required for 50+ guests
Service of alcohol (chancellor’s office approval required regardless of event location)
Raffles, contests, drawings, prizes
Special event permits (closing/blocking streets, setting up temporary structures)
Event photography request (for event documentation/guests; not for marketing)
Parking and validation requests
On-campus form to order electricity
On-campus tent rental (Taylor Courtyard and Vermont Street)
Campus center room reservations
Writing text for your promotions, programs, and invitations
All alumni lists: These require a minimum three-week turnaround time and should be requested from development office staff (Adam Van Zee and Ally Fields). Departments and programs should not maintain their own lists. If you have an alumni activity and need recurring invitations and reminders, please work with Ally directly to get your list requested with recurring frequency before requesting email invitation distribution from marketing.
Student communications: We strive to streamline and minimize student communications. We will consider current distribution means before new communications are created; lists for students are generated through OSES (Anna Droste-Glowinski) from IUIE.
List storage, usage, and information collection: Please be sure to follow these guidelines to protect constituent data.
Group emails: If you are sending emails to a significant number of people, you should submit requests through the marketing intake or events form and utilize the university’s Salesforce marketing cloud platform. Federal law requires unsubscribe options for end users. Working with marketing and utilizing this platform keeps your batch emails compliant.
If you are wanting to host an event in the gymnasium, you need to coordinate through Rose Baker, who will ensure no conflicts exist with SHHS courses, athletics, and the natatorium.
Ed Merkling is a tremendous resource for events on the concourse or outside the building. The natatorium has a significant number of tables and chairs you can arrange to borrow in advance. If you are having an event on the concourse, it’s also important to be sure there are no conflicts with swim events. Ed can help. Be sure Rose knows about your activities, too.
Be sure to reserve your space. Talk to Erin Lamar about space reservations and additional considerations. Reserve digital signs for your event through Rachel Hammes.
For your events, be sure to develop a registration form and, at a minimum, collect names and email addresses. This is imperative for room changes or last-minute cancellations, plus know-before-you-go emails. All SHHS staff can help with simple registration creation in MachForms, which can be embedded on web pages (all marketing forms listed above are MachForm samples). Other registration options include FireForm (for critical data collection), and Qualtrics. These tools are data storage compliant.
IMPORTANT: If you are collecting funds, please coordinate with the development department (Adam) or finance and administration (Connie).
Visit the residence hall site for information.
To keep your project on track and in line with university policies, please follow guidelines established by University Communications and Marketing, including editorial style and visual representation guidelines. Be aware that you may need to collaborate internally and externally with IUAA, IU, and others to follow university guidelines related to data usage, storage, and list management. By working with SHHS marketing, your project will be compliant.
Visit these university resources for clarification on concerns such as capitalization, credentials, formatting, and so forth, as well as visual representation and the importance of accessibility. If you choose to develop your own promotional items, please pay careful attention to the university style guide, which may be different than you are accustomed to for grant writing or teaching.
Logos: Most individuals within the school should use lockups for their work (unless official letterhead). All staff members have access to the lockup folder in Teams and can help you. Also within this folder are social media avatars and digital letterhead. If something can’t be found, please email Laura Klaum, and she will order for you.
Printing: We work regularly with a few vendors and can put you in touch with contacts. Document services is an affordable centralized IU service that provides resources such as posters, postcards, envelopes, pull-up banners, yard signs, and more. They are our source for letterhead, business cards, envelopes, and other items. They courier directly to us, utilize internal billing, and return most items within a week. For printed materials, stickers, magnets and buttons, we also work regularly with George, Printing Partners. You are not required to work with these vendors, but we frequently find them to be the most affordable quality options.
Merchandise: Some offerings are available through the SHHS store. By utilizing the store, you are using a licensed vendor who has approval for product already through licensing. You can utilize a pro-card for purchases. These items ship directly to you from the vendor; all licensing considerations are met.
Provided you follow all IU policies and guidelines for marketing and utilize licensed vendors, you are able to order your own merchandise. Three licensed vendors SHHS has relationships with include:
We aren’t endorsing these vendors or preventing you from working with other IU licensed vendors. However, all three are licensed and have worked with SHHS for several years.
Photography and videography used for marketing: Waivers are required.
Student groups: Several entities and guidelines are available to assist student groups with ordering and designing merchandise and printed pieces. If you have questions, please contact Rachel Hammes.
Can’t wait? All SHHS staff have access to school, department, and program lockups. Talk to your staff support person for help. You also can visit University Communications & Marketing for customizable, downloadable resources such as event fliers, posters, video intros/outros, lower thirds, name badge templates, and more.
Need help ensuring your marketing is on-point, your communications crisp, and your look brand compliant? Want to brainstorm or talk through options? Please schedule a meeting with us by utilizing Outlook. Our calendars are kept current, and it’s a great way to talk through orders and requests.
Sophie Chadderton, Social Media & Event Specialist
For event promotion and social media support
Rachel Hammes, Visual Brand Manager
For graphic design, brand assets, simple materials such as fliers or posters, photography, or videography
Laura Klaum, Marketing & Communications Director
For larger print publications or series updates, sponsorships, advertising, tabling and event support, public relations/news outlets, and IU communications and marketing requests
Laura Ryle, Digital Communications & Web Specialist
For emailed newsletters, digital signs, and website updates
