Events

Once you have the date of the event set, please follow these steps:

1. For social media, please email the Senior Marketing Manager, Anna Regan, if you would like support promoting this event on OEDIT’s channels. If you manage your division’s social media channels, please coordinate the timing and provide the direct link to the posts.  Otherwise, please make sure to include:

          a. Date and time of event

          b. Event description

          c. Who you want to attend the event (audience)

          d. Cost associated with event

e.    Assets for the post

i. If you need support creating assets please reach out to the Senior Marketing Manager, Anna Regan, in advance to collaborate on next steps.

f.    Your marketing and/or communication needs

2. For monthly newsletters, please complete the spreadsheet with your information. The Marketing and Communications Coordinator, Trey Anderson, sends monthly emails and reminders with the timing.  

3. The MarComm Team has an OEDIT branded tablecloth and events supply box available for check out.  Please contact the Marketing and Communications Coordinator, Trey Anderson.

4. You will either need to use Google Forms or Zoom to capture event registrations for smaller events. For larger events, you will need to use Cvent. OIT does not allow the use of Eventbrite, as they do not meet the state's terms and conditions for data privacy.

Requests for Governor’s Participation in Events, Videos & Photo Ops

OEDIT program managers and OEDIT partners interested in having the Governor participate in an event or record a video or do a photo op in support of a program should use the official scheduling request portal. Please note: 

• These requests should come directly from you or the third party partner arranging the event. The Governor’s team prefers to work directly with the event organizer.

• The Governor’s team also requests that you submit these requests a month or more ahead of time. 

• The Governor's Scheduling Office will contact you 2-4 weeks prior to the requested event or meeting to notify you of the Governor’s availability.

OEDIT currently utilizes Salesforce Marketing Cloud as our email marketing platform. Marketing Cloud is Salesforce’s digital marketing platform that can automate multi-channel marketing efforts like email, SMS, digital advertising and more.

If you would like to become a user in Salesforce Marketing Cloud, contact OEDIT’s Salesforce team to have an account created. After your account has been created, please contact OEDIT’s Marketing and Communications Coordinator and set up an hour-long meeting. In that meeting, you will be trained on the platform, email best practices, and the basic setup of the platform.

Please review the OEDIT Newsletter Guide for more information.

The following staff have access to Salesforce Marketing Cloud:

• Business Funding and Incentives: Jack Tiebout

• Colorado Creative Industries: Victoria Gonzalez

• Global Business Development: Rama Harris

• Employee Ownership Office: Danelle Chinook

• Colorado Office of Film, Television and Media: Skylar McKelvey

• Colorado Outdoor Recreation Industry Office: Frida Silva

• Colorado Tourism Office: Miles Partnership

• MarComm: Keri Ungemah, Anna Regan, Trey Andreson, Alissa Johnson, Daniela Santos

• Minority Business Office: Danelle Chinnock

• Small Business Development Center Network: Guadalupe Hirt  

• Rural Opportunity Office: Kami Collins

• Cannabis Business Office: Danelle Chinnock

Please work with state approved IDS for design. They provide large format design for trade shows, reports, graphics, and more. Each division is responsible for finding their own state approved vendor for design needs. Please review the DPA Price Agreement Vendors for Marketing and Advertising for additional vendor options. If you have any follow up questions please reach out to Keri Ungemah - OEDIT.. We have included additional information below about the timeline, cost, who to reach out to and what to expect throughout the process.

Timeline

Every design project’s timeline and deadline will vary. Below is a general timeline of what to expect for each project:

• Annual Reports 170 pages: ~64 hours

  • Allow 8 weeks to complete

  • Once approved, allow a week to complete the file accessibility and provide the asset.

• Banner (Retractable Pop-up banner): ~1.5 hours

  • Allow approximately a few days for the design of the first proof.

  • Once approved, allow a week for production/delivery.

• Fact sheets (8 fact sheets with charts and infographics): 10 hours

  • Allow approximately one week for the design of the first proof.

  • Allow a week for your review and for us to make any edits.

  • Once approved, allow a day to complete the file accessibility and provide the asset

• Performance Plan (52 pages with charts and infographics): 28 to 41 hours

  • Allow approximately two weeks for the design of the first proof.

  • Allow at least a week for your review and for us to make any edits.

  • Once approved, allow a week to complete the file accessibility and provide the asset.

The cost for a project is based on the hourly work. It’s possible that cost could vary, but can expect the hourly cost to be $70/hr, double check with IDS before starting the project so you can budget accordingly.

Cost

The cost for a project is based on the hourly work. It’s possible that cost could vary, but can expect the hourly cost to be $70/hr, double check with IDS before starting the project so you can budget accordingly.

There is no cost for a rush job cost but please ensure that we are being good partners with IDS and DPA; so we ask that all OEDIT-ers plan ahead when factoring in design needs into your project timeline.

Using Photos in Your Report or Asset?

Please be sure to include this information when submitting your project but you should plan to send images that have a minimum dpi of 300 but 600 is preferred. Marketing and Communications has a subscription to Adobe Stock. If you would like access to the account, please contact the Marketing and Communications Coordinator. 

Submitting Your Project to IDS

When you are ready to submit your order, you will need to fill out the IDS Order request form. Please fill out as much information as possible (ie: timeline, number of pages, pictures, graphs, charts etc.). Order form will need to be filled out with the nine digit CORE code before Mel sends the order to the designer. Once the designer receives the order, Mel and the designer will notify you on the timeline and desired dates. Please submit your project request to melissa.wilkerson@state.co.us. Due to an increase in IDS project requests please allow 72 hours for a response from Mel. 

Each division is responsible for maintaining their division’s pages. A division’s Power User is responsible for maintaining their pages. OEDIT Power Users are listed in the How to become a new content editor section in the OEDIT Website, Accessibility, and Resource Guide, (Google Doc). For more information, please review the OEDIT Website, Accessibility, and Resource Guide, (Google Doc).

Do you need to make edits to the website?

Please review Making Edits to Existing Pages, (Google Doc) in the OEDIT Website, Accessibility, and Resource Guide, (Google Doc). 

If you would like to become a content editor, please connect with your Division Director and the CMO and review How to become a new content editor section in the OEDIT Website, Accessibility, and Resource Guide, (Google Doc). 

The SeniorMarketing Manager and the MarComm team manages all OEDIT channels including LinkedIn, Facebook, Instagram, and X. We are happy to promote events, programs, and application deadlines through our channels. Please email the Anna Regan - OEDIT with your request. 

We utilize a software called Sprout Social to schedule and post across all channels. We can provide strategic support, competitive analysis, and general advice for all departments seeking to improve their social presence. We have a limited number of seats through Sprout Social which includes  Anna (MarComm), Lupe (SBDC), Frida (OREC), Skylar (Film), and Victoria (CCI) , where you can schedule out posts for your department's social accounts.

Please reach out to Anna Regan - OEDIT  if you need support or have any questions. OEDIT’s social channels are planned 1-2 weeks out so we ask that you give us 2-4 weeks notice about an event. We understand that events or new information pops up, and ask that you reach out as soon as you know about an event so we can plan accordingly. 

Our Marketing and Communications Coordinator  manages all OEDIT forms via FormAssembly. If you need to have a form built outside of SalesForce for inquiries, sign ups, etc. please contact the Marketing and Communications Coordinator. 

Please reach out to the Marketing and Communications Coordinator if you need support or have any questions.