Use this toolkit to plan and promote CBE events, create calendar listings, prepare registration and communications, and find templates and other event resources.
If you need MarCom support for an event, submit one event request. You do not need separate requests for email, social media, registration or design. MarCom will help determine the appropriate support based on the event, timeline and needs.
Getting Started
Before promoting an event, gather the core information people will need to understand the event and take action.
Have the following ready:
- Event title
- Date, time and location
- Brief event description
- Intended audience
- Registration information and deadlines, if applicable
- Speaker, presenter or participant information
- Relevant images or promotional assets
- Primary contact and required approver(s)
Finalize the event details and registration destination before beginning broader promotion whenever possible.
Calendar & Registration
Use the guidance below to publish events to CBE calendars and determine the appropriate registration approach.
Trumba Event Calendar
UW uses Trumba as its shared event calendar system. CBE uses Trumba to publish events to College and department calendars and for straightforward event registration. If you need access to Trumba, submit a request through the CBE help form.
Publishing a CBE Event
- Create the event on CBE Internal Planning.
Create the event only on the CBE Internal Planning calendar. - Select the CBE Template.
Choose CBE Template from the template dropdown. - Publish it to the CBE calendar.
Under Also shows on, select College of Built Environments to make the event publicly visible. - Choose the appropriate CBE categories.
Under CBE Categories, select your department so the event appears on the department calendar. Select any additional relevant categories for the event and its audiences.
Before Publishing
Confirm the event title, date, time, location, description, registration information and links before making the listing public.
Event Registration
CBE primarily uses Trumba and Cvent for event registration. The right platform depends on the complexity of the event.
Trumba
Best for straightforward event registration and CBE/UW calendar listings.
Examples may include lectures, exhibitions, information sessions and other events that need a simple RSVP or attendee list.
Cvent
Best for more complex registration needs, including ticket sales, multiple registration types, custom questions, attendee management or more detailed reporting.
Cvent events also receive a basic Trumba calendar listing so the event can appear on CBE calendars.
Need Registration Setup?
If you are unsure which platform to use or need MarCom to set up registration, submit an event request.
Writing Event Content
Event information should make it easy for someone to quickly understand what the event is, why it matters and what they need to do next.
Event Title
Use a clear, descriptive title. Avoid titles that require additional context before someone understands what the event is.
Event Description
Lead with the most compelling information rather than logistics. Briefly explain what attendees can expect and why the event may be relevant to them.
Include:
- Topic or purpose of the event
- Speaker or participant names and affiliations, when relevant
- Who the event is for
- Registration or attendance information
- Any important deadlines or requirements
Keep Logistics Easy to Find
Clearly identify the date, time, location and registration link. Do not place essential event information only inside a flyer or graphic.
Event Promotion
Start with a complete calendar listing and registration destination. Those provide a reliable source to link to from other communications.
Depending on the event and audience, promotion may include:
- Trumba calendar listing
- Email invitation or reminders
- Social media promotion
- Event flyer or graphic
- Department or partner amplification
- Know Before You Go information for registered attendees
- Post-event follow-up
Use Existing Resources
Use CBE templates rather than creating new event graphics from scratch whenever possible.
View event and promotional templates in the Brand & Design Toolkit.
For social media guidance, visit the Social Media Toolkit.
Event Best Practices
- Plan early. More lead time allows for stronger promotion and coordination.
- Create one source of truth. Keep event details consistent wherever they’re published.
- Make registration clear. Use one primary registration or event link whenever possible.
- Write for the audience. Lead with why someone should attend, not internal event context.
- Use accessible content. Include alt text, readable graphics and accessible event information.
- Design for mobile. Make dates, locations, registration links and key details easy to find on a phone.
- Keep graphics simple. Put essential details in the event listing or webpage, not only in an image.
- Coordinate changes. If event details change, update the calendar and registration information before promoting the change elsewhere.
Additional Resources
- UW Trumba — CBE and UW event calendar system
- Brand & Design Toolkit — event flyers, signage and promotional templates
- Social Media Toolkit — social media strategy, publishing and accessibility guidance
- CBE Image Library — College photography for event promotion
- UW Visual Asset Collection — University photography and visual assets
Need Help?
Need registration setup, promotional support or help determining the best approach for an event? Submit one event request and MarCom will help coordinate the appropriate support.