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DEVELOPyour Vision

The School of Medicine and Health Sciences Communications and Marketing department serves as the official communications link between its communities, including faculty, staff, students, alumni, media, and friends. SMHS Communications and Marketing manages the strategic communications and overall promotion of the School of Medicine and Health Sciences as a world-class academic and research institution across the country and around the globe.

Quick Links

Logos For the proper marks for your planning documents, invitations, and for your day-

of documents, contact SMHS Communications and Marketing: SMHSNews@gwu.edu, 202-994-2904, or 202-994-8110

Planning to do a PowerPoint presentation? Need a template? http://smhs.gwu.edu/communications/

VenuesRoss Hall – Classroom Services, emehari@gwu.edu, 202-994-2856Weingold Conference Center – Resource Management, holumilu@gwu.edu 202-994-4281GW Hospital Auditorium – Tekoa McDaniel, Tekoa.mcdaniel@gwu-hospital.com, 202-715-4332Any other on campus venue – events-venues.gwu.edu/ Photography, Signage, Handouts, & BrandingContact Biomedical Communications at 202-994-2904 or medphoto@gwu.edu. *There may be charges for weekend events.Please contact us for information.

Media Relations/ External AffairsTo work with our media relations staff, please contact Lisa Anderson, media relations coordinator, at lisama2@gwu.edu.

Internal CommunicationsContact SMHSnews@gwu.edu or Thom Kohout, director of publications, at tkoho@gwu.edu

Want your event on the digital signs in Ross HallContact SMHSnews@gwu.edu or Adam Leighton, web developer, at leighda1@gwu.edu.

Communications & Marketing

Office of Communications & Marketing2030 M Street, N.W., Suite 4021

Washington, D.C. 20036202.994.2555

smhs.gwu.edu/communications

EVENT PLANNING guide

The SMHS Communications and Marketing office is here to help make your event as successful as possible. We’ve compiled a list of important things to remember when planning, as well as the appropriate contacts, so that your event has a high level of professionalism and represents the school and your group in the best possible way.

LogosProper branding is critical! Need the new logo? We can help. For the proper marks for your planning documents, invitations, and for your day-of docu-ments, contact SMHS Communications and Marketing: SMHSNews@gwu.edu, 202-994-2904, or 202-994-8110

Planning to do a PowerPoint presentation? Need a template?smhs.gwu.edu/communications/

VenuesWhen planning an event, you’ll need to find the right venue that will ac-commodate the size of your group. Below is a listing of some of the venues within Ross Hall or on the GW Campus.

Ross Hall – Classroom Services, emehari@gwu.edu, 202-994-2856Weingold Conference Center – Resource Management, holumilu@gwu.edu 202-994-4281GW Hospital Auditorium – Tekoa McDaniel, Tekoa.mcdaniel@gwu-hospital.com, 202-715-4332Any other on campus venue – events-venues.gwu.edu/

Photography, Signage, Handouts, & BrandingIt is important to remember that your guests need to be able to find your event upon arrival, and it’s your opportunity to remind them who is hosting the event. You should ensure that visitors know that the event is backed by SMHS by including the school branding on all materials.

Did you know that SMHS has a graphic designer and large-format printers that can make your event look fantastic? Also, when your guests sit down to read your program, any spelling, grammar, or consistency mistakes will be obvious – have a fresh set of eyes review your materials. The Communica-tions and Marketing staff can also review and copy-edit your materials.

Capture the moment for your attendees and your website. Fill out the event services request form and our talented team of photographers will follow up.Contact Biomedical Communications at 202-994-2904 or medphoto@gwu.edu.

Media Relations/ External AffairsDo you want to see news coverage of your event? Do you want to invite members of the media to your event to get the word out? The SMHS Com-

munications and Marketing staff can create a media plan for you to get optimal attention for your event and ensure you have the proper materials available for guests and the media. To work with our media relations staff, please contact Lisa Anderson, media relations coordinator, at lisama2@gwu.edu.

We will work with you to develop the appropriate materials:Media advisories – Giving reporters the “Who, What, When, Where, Why, and

How” of the event.Media pitching – Our staff will contact the appropriate media to ensure they

are aware that the event is taking place and address any of their needs prior to the event. (i.e. special access to the building for set up, audio plug in, etc.)

Press releases – Our staff will work with you and any partner organizations to create a press release for your event and work with you on a media strategy for optimal coverage.

Media relations – Our staff will be on the front lines with media contacts. If a member of the media wants to speak with you about your event or has questions for other attendees, we will work with the reporter to find out exactly what they are looking for and facilitate the interview. We will also send any materials to reporters following the event, if needed.

Multimedia – If there is a need to capture video at the event or have a video for the event, we can work with you and GW external relations to realize this idea.

Web presence – For optimal visibility, the media materials will be put on the SMHS website and available for reference by internal and external audi-ences. Your event will also appear on the SMHS event listing and calen-dar (see smhs.gwu.edu/events and smhs.gwu.edu/events/calendar/month).

Social media – If appropriate, we will push you out through the SMHS social media channels to reach our friends, followers, and contacts.

Internal CommunicationsWant a story to appear in the SMHS e-Newsletter, Medicine + Health, on your site, in GW Today, or in any other publication? The SMHS Communica-tions and Marketing office can help match your story with the best com-munications vehicle to reach your audience. We can also pitch this story to other campus communicators, such as the editors of GW Today, to see if they’d want to cover your event as well. Contact SMHSnews@gwu.edu or Thom Kohout, director of publications, at tkoho@gwu.edu with all of the critical information about your news and events.

Want your event on the digital signs in Ross Hall?Get the word out to the SMHS community through our six-screen array of digital signs. Contact SMHSnews@gwu.edu or Adam Leighton, web devel-oper, at leighda1@gwu.edu.

MULTIMEDIA WEB SERVICES POSTER PRINTING EVENT PLANNING DIGITAL IMAGING PHOTOGRAPHY DUPLICATION GRAPHIC DESIGN SOCIAL MEDIA PRESS RELEASES MEDIA ADVISORIES