S5 Department - Event Promotion
| This is the Document Release Information | |
| Article Number: | 7CAV-DR-052 |
| Scope: | S5 Department - Branding Policy |
| Version: | Version 1.2 |
| Effective Date: | 16SEP24 |
| Last Modified Date: | 16SEP24 |
| Approving Authority: | ROO OIC |
| Point of Contact: | S5 1IC |
Purpose
The purpose of this SOP is to establish clear guidelines for promoting events within the 7th Cavalry Gaming Regiment. Effective event promotion is crucial to ensuring maximum participation, engagement, and visibility both within the regiment and to the broader gaming community.
Event Promotion Overveiw
Event promotion encompasses all activities related to advertising, marketing, and generating interest in 7th Cavalry events. This includes planning and executing promotional strategies across various platforms, creating promotional content, and tracking the success of promotional efforts.
Roles and Responsiblities
- S5 1IC: Oversees the overall event promotion strategy, ensuring that it aligns with the regiment's goals and objectives.
- S5 2IC: Manages the execution of the event promotion plan and coordinates with department leads to ensure all promotional activities are carried out effectively.
- Event Promotion Lead: Responsible for the creation and distribution of promotional content across all platforms. Coordinates with the Social Media Senior and Graphics Team for content creation.
- Social Media Senior: Ensures that promotions are posted on social media platforms according to the promotion timeline. Monitors engagement and reports on the success of the promotion.
- Graphics Team: Creates visual content for event promotions, ensuring all graphics meet the 7th Cavalry's branding standards.
- Event Organizers: Provide key details about the event, including objectives, timelines, and any specific promotional needs.
Pre-Event Promotion Planning
The following channels are recommended for event promotion:
- Discord: Post event details and updates in relevant Discord channels, including the 7th Cavalry main server and any event-specific servers.
- Social Media Platforms: Use platforms such as Facebook, Instagram, X (formerly Twitter), Reddit, and TikTok to reach a broader audience.
- YouTube: Create teaser trailers, event countdowns, or live streams to generate interest.
- Email: Send out email blasts to members and registered participants with event details.
- Website: Feature the event on the 7th Cavalry website, including a dedicated event page if necessary.
Promotion Timeline
- T-30 Days: Initial promotion begins. Announce the event on all major platforms, including a save-the-date notice.
- T-14 Days: Increase promotional activities. Release detailed information about the event, including schedules, key activities, and participation requirements.
- T-7 Days: Final promotional push. Remind members and the community of the upcoming event. Post countdowns and teasers.
- T-1 Day: Last-minute reminders and final details. Confirm any live-streaming or event coverage plans.
Content Creation for Promotions
- Graphics: Create eye-catching visuals that adhere to the 7th Cavalry branding standards. This includes banners, posters, and social media graphics.
- Videos: Produce promotional videos such as trailers or teaser clips to generate excitement.
- Written Content: Develop clear, concise, and engaging copy for event announcements, social media posts, and email blasts.
- Hashtags and Tags: Use relevant hashtags and tags to increase the visibility of promotions on social media platforms.
Event Day Promotion
- Live Coverage: Provide live updates on social media platforms during the event. This could include posting photos, videos, or commentary.
- Engagement: Encourage participants to share their own experiences on social media using a designated event hashtag.
- Stream Support: If the event is being live-streamed, ensure that links are shared widely, and promotional content is used to draw in viewers.
Post Event Promotion
- Highlights: Share event highlights on social media platforms, including photos, videos, and participant testimonials.
- Thank You Messages: Post thank-you messages to participants, organizers, and supporters.
- Recap Video: Create a recap video summarizing the event and showcasing key moments.
- Feedback Collection: Distribute surveys or polls to gather feedback from participants and use this data to improve future event promotions.
Non-Compliance and Consequences
- Missed Deadlines: Failure to meet promotion deadlines may result in a formal warning or reassignment of responsibilities.
- Inadequate Promotion: Substandard promotional efforts that lead to poor event turnout will be reviewed, and corrective measures may be taken, including additional training or reassignment.
- Unauthorized Content: Posting unapproved or inappropriate content may lead to immediate removal from the S5 Department.