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Music Intranet - Publicity and Promotions Hub

 

 Welcome to the Publicity & Promotions Hub! This is your one-stop shop for all tools, forms, and resources to successfully promote your projects or concerts with the UC San Diego Department of Music. If you have any questions, please contact our Marketing & Promotions Coordinator Natalie Calderon-Hansen at n1calderon@ucsd.edu.

 

Popular Forms

Concert Calendar Submission

You must fill out this form to get your concert on the department calendar and participate in basic promotion.

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Concert Program Submission

Submit your programs here. Every concert requires a program, even if it's not for the audience. We need it for our records.

Start

Digital Signage Submission

Submit artwork/graphics for your concert. Dimensions listed in the form.

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Publicity and Promotions Guide

• Always use correct department verbiage for the university and location:

  • University of California San Diego (first reference)
  • UC San Diego (all subsequent usage, NOT UCSD)
  • School of Arts and Humanities
  • Department of Music (NOT Music Department)
  • Conrad Prebys Music Center (NOT “CPMC”)
  • Conrad Prebys Concert Hall
  • Conrad Prebys Music Center, Experimental Theater
  • Conrad Prebys Music Center, Recital Hall

• Graphics

  • Title should stand out
  • Information should include: event date, time, and specific venue.
    • Ticketing and livestream information should also be included:
      • RSVP: music.ucsd.edu/tickets
      • Livestream: music.ucsd.edu/live 
  • Please add the UC San Diego Department of Music logo
    • You may download it off the Intranet> Publicity and Promotions
  • Graphic Design software recommendations: Canva, Photoshop, Illustrator
    • If you do not have graphic design experience, Canva is a free online application that is very easy to use: https://www.canva.com
  • For Conrad Prebys Music Center
    1. Must be 1920 pixels wide x 1080 pixels high – 72 dpi / RGB
    2. Can be posted on screens as early as two weeks before your event; submit to the Digital Signage Submission Form.
  • For Price Center Video Monitors
    1. Must be 1920 pixels wide x 1080 pixels high – 72 dpi
    2. Submit graphics for Price Center digital monitors
  • Social Media Graphics
    1. Facebook/Instagram/Twitter: 1080 x 1080 pixels
      1. New Instagram Dimensions: 1080 x 1350 pixels
    2. YouTube (for virtual events only): 1920 x 1080 pixels
    3. Facebook and Instagram Stories: 1080 x 1920 pixels

• Photos

  • Please submit your photo through the Concert Calendar Submission Form to go along with your event listing on the Department of Music’s online concert calendar
  • Images must be 1080 x 1080 pixels, 72 dpi, RGB.
    • Any other pixel size will be resized to a square-shape. 

• Blurbs

  • It is imperative to have a blurb prepared for your performance as early as possible
  • Try to provide three different lengths
    1. Short (100-200 words)
    2. Medium (300-400 words)
    3. Long (500-600 words)
  • Information to include
    1. What’s the hook? What’s so interesting about you and your upcoming performance? Why should people come to watch?
    2. Recent album/record release dates (if applicable)
    3. Inspiration behind the performance
    4. Collaborations with UC San Diego Department of Music faculty, composers, or performers of note
    5. YouTube channel or alternate videos featuring your work (if applicable)

• Facebook Event

  • The UC San Diego Music Facebook page will create the event for you.
  • The sooner you send your digital signage graphic and description, the sooner the event will be created. (1 month in advance preferred, no later than week before)
  • Include links to videos of your past performances (if applicable)

• Program

  • You are responsible for creating your own program for online view via pdf. Templates and assistance are available (find templates under “Promotions Files” below).
  • Please submit your program to the Concert Program Submission Form at least one week before your event.
  • Pdfs of concert programs will accompany the concert calendar listings as well as the livestream page.
  • As the department has gone paperless, 100% of all printing costs are the responsiblity of the concert producer (you). 
  • Please add the UC San Diego Department of Music logo to the bottom of your program
    • You can download the logo off the Intranet > Publicity and Promotions

• Social Media

• E-mail UC San Diego Department of Music list serves

  • You may email department list serves only once about your upcoming event
  • Send your promotional “invitation” message one to five days before your event 

Promotions Files

Outside Events Calendars

You may submit your event to outside event calendars for more publicity. You will have to sign up for an account(s) with:

CAMPUS EVENT LISTINGS - UC San Diego Events Calendar

  • https://calendar.ucsd.edu/
    1. Hover over User Tools to sign in to create a new event entry or register for an account.
    2. If you do not have an account, sign up for the UC San Diego Events Calendar.
      • Mail code: 0099
      • Department: Music
  • Event Title - 100 characters
  • Event Category and Date:
    1. Calendar - Concerts, Performances and Exhibitions 
  • "Short Description" is only 250 words
    1. If you only have one long blurb, take a piece from there and put it into the short marketing blurb section
  • Enter the entire blurb into “Long Description”
    1. Add location information as well (e.g. Conrad Prebys Music Center Experimental Theater)
  • Event Website
    1. Go to https://music-web.ucsd.edu/concerts/cms_index.php
    2. Click on the picture of your event and link to that page
  •  Location:
    1. Conrad Prebys Music Center Experimental Theater
    2. Conrad Prebys Music Center Recital Hall
    3. Conrad Prebys Concert Hall
  • Map URL:
    1. Link to Conrad Prebys Music Center from https://act.ucsd.edu/maps/ 
  • Is event registration requested or required? Yes 
  • Registration Website: https://music.ucsd.edu/tickets 
  • Registration Deadline: Leave blank 
  • Event Fee: Free (unless there is a cost)
  • Add your contact information
  • Audience (Faculty, Staff, Students, The General Public): check all that apply
  • Event Host: Department of Music
  • Thumbnail Image: MUST BE 250 x 250 PIXELS
  • Feature Image: MUST BE 800 X 380 PIXELS
  • Press "Submit this event"

CAMPUS EVENT LISTINGS - University Centers Events Calendar

University Centers Event Calendar: This Week @ Your Student Union - https://universitycenters.ucsd.edu/arts-and-entertainment/event-calendar.html
  • Event Calendar
    • Press the Submit Event button and fill out event information
    • In addition, the Student Events Insider newsletter is sent out weekly to 40,000+ students that advertises featured campus events. 
  • Things to Know
    • Submit anytime, there is no weekly deadline!
    • Submissions reviewed daily and posted.
    • Submission must include a date, time and be OPEN TO ALL STUDENTS.
    • The Student Events Insider Student Life committee has the right to deny postings if deemed inappropriate.
  • Questions?