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Music Intranet - Publicity and Promotions

Use the following for basic concert promotions:



Promotions Files

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

• Make a Facebook Event

  • Create it early (one month in advance)
  • Share it with the UC San Diego Music Facebook page
  • Include links to videos of your past performances (if applicable)

• Graphics

  • Title should stand out
  • Information should include: event date, time, and specific venue.
  • Please add the UC San Diego Department of Music logo
    1. You may download it off the Intranet> Publicity and Promotions
  • 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; send to in .jpg form
  • For Price Center Video Monitors
    1. Must be 1920 pixels wide x 1080 pixels high – 72 dpi
    2. Submit here:
      1. Video Monitors:
  • Social Media Graphics
    1. Facebook/Instagram/Twitter: 1080 x 1080 pixels
    2. YouTube (for virtual events only): 1920 x 1080 pixels
    3. Facebook and Instagram Stories: 1080 x 1920 pixels
    4. Submit graphics to Sherry An at

• Photos

  • Please send a square-shaped photo to 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)

• Program

  • You are responsible for creating your own program. Templates and assistance are available (find templates under “Promotions Files” above).
  • You may send the file to to have it printed (at least one week prior to your recital), or you may print it yourself and the department will reimburse you for up to $25
  • Please add the UC San Diego Department of Music logo to the bottom of your program
    1. 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


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

    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, register for one here:
      • 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
    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 
  • Is event registration requested or required? No (unless there is a cost)
  • Registration Website: Leave blank (unless there is a cost)
  • 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 150 x 150 PIXELS
  • Feature Image: MUST BE 800 X 380 PIXELS
  • Press "Submit this event"

CAMPUS EVENT LISTINGS - Student Events Insider

Student Events Insider —
  • Purpose
    • Student Events Insider provides UC San Diego students with weekly updates about upcoming events, programs, and opportunities on campus. The listserv messages are sent to all enrolled undergraduate and graduate students and serve as a newsletter to the campus population.
  • Process
    • The Student Events Insider website is updated Thursday afternoons each week and is sent out via email during the academic year, not including breaks. It covers the coming weekend (including Friday), the following week and beyond.
  • Deadline
    • Announcements must be submitted by 12 p.m. on Wednesdays to be included in the next day’s Student Events Insider newsletter email.
  • Message Criteria
    • Only events and information sponsored by UC San Diego and open to UC San Diego community members will be considered.
    • Should be for a specific event or program.
    • Must contain date(s) or deadline(s) and the sponsoring department/student organization.
    • Student Events Insider is not able to post announcements of general body meetings.
    • Priority is with UC San Diego departments and organizations. External sources will be reviewed on a case-by-case basis.
    • Student Events Insider reserves the right to refuse to post any material that it deems inappropriate and will notify the submitter that they may change and resubmit their request.
  • Submission Format
    • Do not use all caps in the title or the description text.
    • Limit the use of quotation marks and other special characters.
    • At the discretion of the Student Events Insider staff, announcements may be edited and included in the “Featured Events” section.
  • Ads should not contain …
    • False or misleading statements or exaggerations, visual or verbal.
    • Claims insufficiently supported or that distort the true meaning or practicable application of statements made by professional or scientific authority.
    • Statements, suggestions, or pictures to public decency or minority segments of the population.
    • Any inappropriate material or promotion of alcohol and tobacco.
    • Reflect a criminal act.
    • Disgrace, defame or libel others.
  • Image (required)
    • You must have an image with your announcement.
    • Please upload an appropriate image no larger than 220×124 pixels and 750×422 pixels for Featured events.
    • If you do not upload an image, one will be selected at the discretion of Student Events Insider staff.