Cherry Blossoms

Event Digital Communications

CAS Advancement provides support (registration, promotion, best practices and consultations) for Advancement events and communications that align with the College's broad-based engagement and Advancement priorities. We are not able to support events and communications that are for internal academic audiences. This page provides an overview of resources and information needed specifically for working with us on your event. 

If you are in the initial stages of planning your event, check out the Events Toolkit that focuses primarily on CAS-specific resources and special considerations for most aspect of the event planning process. 

If you are planning a non-Advancement event, Merchant Services (within UW Finance) manages two University-approved options for event and meeting registrations: TouchNet Event Sites and Cvent. An overview of these platforms can be viewed on the Merchant Services website.

Best Practices for Event Digital Communications

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  • Send an initial invitation at least six weeks before your event
    • Send a registration reminder to those who haven't registered at least two weeks before
  • Utilize a registration tracking mechanism. Preferably Cvent for broad-based engagement events. 
  • Be thoughtful about your audience for the event.

Request Event Communication Support

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Submit a Project Inquiry Form (PIF) 

  • REQUIRED: 8-week lead-time before your first invitation is sent, NOT 8 weeks before your event date
  • You don’t need to have event details finalized to submit a PIF
  • You can PIF multiple requests at a time
  • PIF early to secure your space
  • Submit your PIF today!

Event Content Requirements

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  • Promotion Only
    • Event title and brief description/summary
    • Date/time/technology (Zoom, other) and/or location
    • Link to event registration landing page
    • Any diagram or photo that relates to the lecture/event/speaker (DO NOT SEND A PHOTO OF A POSTER)
       
  • Marketo Event Invitation only (8-week lead time required - this means 8 weeks before your first invitation is sent, NOT 8 weeks before your event date)
    • Event title and brief description/summary
    • Date/time/technology (Zoom, other) and/or location
    • Event landing page/registration link - a page on your website that includes a registration mechanism
      • Trumba calendar
      • ArtsUW ticketing
      • Cvent 
    • Speaker name(s) and brief bio (if applicable)
    • Photo of speaker (if applicable)
    • Any diagram or photo that relates to the lecture/event (optional)
    • Information about the lecture series (if applicable)
    • Any other information to add (reception, recording available after the event, etc.)
    • The email address to be used as the reply to for the “Contact Us” link at the bottom of the page
       
  • Cvent Registration Page or Marketo and Cvent Registration (8-week lead time required - this means 8 weeks before you will start collecting registrations, NOT 8 weeks before your event date)
    • Event title and brief description/summary
    • Date/time/technology (Zoom, other) and/or location
    • Link to virtual event site and any supporting information
    • Speaker name(s) and brief bio (if applicable)
    • Photo of speaker (if applicable)
    • Any diagram or photo that relates to the lecture/event (optional)
    • Information about the lecture series (if applicable)
    • Any other information to add (reception, recording available after the event, parking info, etc.)
    • The email address to be used as the ‘reply to’ for the “Contact Us” link at the bottom of the page
    • How long before the event do you want to have the Cvent registration close for new RSVPs? (date/time)
    • How many tickets do you want to offer? (what does your software license allow (100, 300, etc) and/or what is the audience capacity of your space)
    • How many tickets would you like each person to be able to reserve at a time?

Registration & Tracking

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Tracking RSVPs and event attendance and uploading this information to Tandem, University Advancement’s database, allows our fundraisers, prospect development, and departments to get a better picture of our constituents’ engagement with the university. 

We highly encourage our unit partners to use Cvent for registration because event registrants/attendees will be synced with Tandem. If you choose to use a different tracking method (e.g. Microsoft/Google forms, sign-in sheets, etc.), be sure to request that your event lists be uploaded to Tandem using the Event List Upload form on the Support Portal.

Microsoft Forms - CAS Template

Event Changes

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  • Reporting Event Changes 
    • Email event changes to asinfo@uw.edu and casadser@uw.edu
    • Update the event listing on your department's webpage, calendar, social media, and any other promotion channels                                                                                                                                                       

Please contact the Advancement Services team anytime at CASadser@uw.edu with questions or for more information.