University of Texas at Austin

Communications & Media Relations

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Communications | Event Promotion


Event Coverage

It’s easy to overlook this critical piece when you are busy running the event but it can really make a difference. You are staging this event to reach a particular outcome so how will you record that outcome for future use? 

Photography: Whether you use a paid photographer or just do it yourself, you will probably want to do some sort of event photography. Keep in mind that this is some of the most difficult photography to do well. Decide how the photos will be used, and let that drive the resources you expend. For example, if you are using the photos in next year’s billboard ad campaign, you will want to use a professional. Try to seek out dynamic situations for your photographs as event photos can often seem bland in hindsight. If you wish to hire a professional photographer through University Creative Services contact Donna Coffelt at 512-475-6078

Services: Contact Media Services to check out equipment (digital cameras, laptops, etc.). They can even videotape or audio record your event for you.

Twitter and Live Blogging: Using social media during the event, and encouraging your event participants do to the same, lends visibility to the event. The potential audience that did not attend is always much larger than the one that did!

Two great options are using Twitter and/or live-blogging the event (which basically just means that people are blogging during the event). You can either do this yourself with an event-specific blog and invite comments from participants and others; or you can harness the power of attendees who may already be doing this by seeking out those bloggers during the event and pointing others to their URLs to learn more about what is happening.

Here are some tips on using Twitter for your next conferences or events.

  1. Start using Twitter weeks, even months, before your event to build followers, buzz and energy.
  2. Establish a hashtag for your event so that your followers can easily watch and search the conversations. Hashtags are a pound sign (#) followed by a term; for example, #sxswi for SxSW Interactive. It can be helpful to do a little research first, to find out if the subject you’re tweeting already has an established hashtag. You don’t need to do anything special to use a hashtag, just make one up and tell everyone to use it if you want them to tag their tweets for your event or discussion. Use Twitter Search and type in the full hashtag so you can track all the tweets related to that term.
  3. Use Twitter to collect participant information. Ask followers questions before and during the event and use their responses to adapt content as you go.
  4. Encourage your attendees to tweet during the live event, using the #hashtag you’ve established. Also, consider projecting the live text or Twitter stream during the event with an application like Wifitti, a live internet connection, laptop and a LCD projector.