Below is information on event promotion timelines, graphic design (with new Canva Event graphic templates!), messaging, where to promote, and what to do after your event.
Questions? Contact:
Barbra Braatan
Statewide Communications Specialist
bbraaten@ucanr.edu
(530) 203-8590
Timeline for promotion
Start promoting your event 4-6 weeks before it happens. This gives people time to plan and gets them excited. As the event gets closer, you can start promoting more often.
Remember to tag the statewide office (@UCMasterGardeners on Instagram and Facebook) in any social media posts the week of your event. We’ll share your event in our stories. We also post weekend events on Instagram and Facebook stories every Friday morning.
Creating a great flyer or social media graphic
Whether making a printed flyer or a social media graphic, it’s important to keep things clear and straightforward. Focus on the key details so people can easily understand what they need to know.
Tips for printed flyers:
- Use bright, clear photos that grab attention.
- Include the date, time, and location of the event.
- Keep the description short and focus on what people will gain by attending.
- Add a QR code for easy registration or more info.
- Stick to 2-3 fonts for easy readability.
- Don’t overcrowd the flyer—leave some blank space to make it more appealing.
Tips for online graphics:
- Use bright, clear photos.
- Include the event’s date, time, and location.
- Don’t put a link or QR code on the graphic itself.
- Stick to 1-2 fonts to keep it simple.
- The graphic should be clean and minimal, with all the details and links included in the social media post, event description, or newsletter.
Event flyer and web templates
To make creating your event flyers and social media graphics easier, we have a variety of Canva templates from which you can choose. Canva is a free graphic design platform, they do offer Pro Accounts with more tools but you can update and edit these templates in the Free version with no problems. The template links below will take you to Canva, where you can edit these to work for your county events. Each style comes in an 8.5” by 11” flyer designed to be printed and a square graphic for online use. The square graphic will work on Instagram, Facebook, and your website. The flyer should not be used online. In the Canva file is a page explaining how to update and download the graphic.
Picking the perfect event photo
A strong photo can make your event stand out. Here’s what to keep in mind:
- Pick a photo that represents your event.
- For recurring events, use a photo from a previous year.
- Choose a clear, high-quality image that shows what the event is about (e.g., a compost bin for a composting class).
- Always give credit to the photographer.
- Add ALT TEXT when using photos online to describe the image for those who can’t see it.
Writing your message
Keep your messaging simple and to the point. Flyers and social media graphics don’t have much space, so use short, clear text. For social media, limit the text on the graphic itself—include the full details in the post’s description. The goal is to get people to your website for more info and registration. Your writing should be friendly and approachable but still professional.
Non-discrimination Language
While USDA funding requires us to include nondiscrimination language in certain communications, UCANR doesn’t require it on one-page flyers or promotional materials. It’s only needed for larger documents like brochures, manuals, or guidebooks. You can find more information on the UCANR Strategic Communication Website.
Keeping things consistent
Make sure your messaging and branding are consistent across all platforms. Use the same colors, fonts, and key messages so people recognize your event no matter where they see it.
Creative ideas to engage your audience
Sharing just a graphic might not be enough to get people excited. Here are a few fun ideas to create buzz on social media as your event gets closer:
- Post a countdown on social media.
- Share behind-the-scenes photos or videos of event prep.
- Highlight key speakers or special activities.
- Use polls or questions on social media to get people involved.
Using event hashtags
If you’re promoting your event on social media, using a hashtag can help boost visibility. A unique event hashtag encourages attendees to engage and share their experiences. Include it in all your posts to help people follow along.
Where to promote your event
Once you’ve created your graphics and planned your content, it’s time to start promoting! Here’s where to share your event:
- Website: List the event on your website so people can easily find details. We recommend adding all your events to your website’s calendar.
- Newsletters: Include a list of upcoming events with links to your website for more details.
- Social Media:
- Facebook: Create an event and post updates with graphics.
- Instagram: Post a simple graphic and include a link to your website in your bio. You can also create a short video to promote the event.
- Twitter: Share a link to the event page on your website.
- Online calendars: Post your event on local event calendars like those from newspapers or visitor centers.
- Nextdoor: Post about the event on Nextdoor to reach neighbors and local communities. If you’re in a large area, have multiple people post in different neighborhoods.
- Community centers: Ask if you can post flyers on bulletin boards at community centers, libraries, or coffee shops.
Don’t forget post-event follow-up
After your event, keep the momentum going! Share photos, videos, or highlights to keep your audience engaged and interested in future events. Thank your attendees and encourage them to share their own photos using your event hashtag.