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The Marketing Committee is responsible for conceptualizing and executing promotional strategies for all AMS projects. This includes planning and overseeing video and photo shoots, managing social media presence, calendaring and sharing promotional posts and announcements, and strategizing for audience exposure. The committee will work closely with the Creatives and Documentation Committees to ensure content aligns with project themes and engages the target audience effectively.
✍️ Roles and Responsibilities
✍️ Roles and Responsibilities
As a Promotions Associate, your primary responsibility is to develop and execute promotional strategies for the assigned project.
📱 For Online Promotions
📱 For Online Promotions
Conceptualize and create: DP blasts, posters and teasers, social media content (captions, short-form videos, spiels)
Manage the project’s social media accounts (Facebook, Instagram, TikTok)
Ensure timely cross-posting across platforms
Propose engaging online gimmicks and promotions to boost interactions and increase awareness before, during, and after the event
Coordinate with the Documentations and Publications Office for the review, scheduling, and posting of online publication materials.
📍 Onsite Promotions
📍 Onsite Promotions
Plan and produce messaging and content for tarpaulins, posters, and other printed materials
Organize onsite gimmicks (e.g., flash mobs, mini-games, interactive booths)
Coordinate with:
Programs Committee to align content with event flow
Logistics Committee for execution (e.g., lamp post placements and permits)
🎨 Coordination with Creatives
🎨 Coordination with Creatives
Ensure alignment of all promotional materials with event theme
Work closely with the Creatives Committee to oversee branding consistency, follow the brand manual, and get final approval for all publication materials
📃DocPub Office Request Form
📃DocPub Office Request Form
❗Heads up❗ These guidelines apply exclusively to Major Projects. For the step-by-step process, check this link.
Telegram Channel: Project Heads must create a channel with the DocPub Head for all DocPub-related communications.
Request Form: Submit the DocPub Office Request Form at least one (1) month before the event and ten (10) days before any blast, whichever comes first.
Approval & Assignment: Once approved, the DocPub Head will reserve blast slots and assign an event associate to the project. They’ll be added to the Telegram channel for coordination.
Event Associate Role: Handles all documentation and publicity. Project Heads must give them access to the event’s social media page to publish and respond to queries.
Posting on Official AMS Accounts: If posting on AMS FB/IG, the DocPub Head handles it. Otherwise, the event associate posts.
Mock Blast: At least 1 day before posting, the event associate must post a “mock blast” in the Blast FB Group. Posting is only allowed after the DocPub Head comments “approved.” This holds for every post, no matter what channel it will be blasted on.
Additional Posts: If new posts come up, Project Heads may request them via the Telegram channel (subject to approval).
Schedule Changes: Notify the DocPub Head and event associate at least twelve (12) hours in advance. New times must still be approved to avoid overlap.
Post-Event Docs: Upload event documentation to the AMS FB page no later than seven (7) days after the event.
📣 Managing Blasting and Post Scheduling
📣 Managing Blasting and Post Scheduling
Create a copy of the Blasting Plan and Calendar Template for all promotional posts to ensure that they are spaced out and aligned with the event timeline. This plan should ensure that promotional posts are consistent and timely without overloading the audience with too many posts at once.
You are also in charge of monitoring the progress of all promotional materials and make sure they are completed on time and in line with the overall event theme.
Recommended contents are the following:
Event Trailer Teaser. Hype video or sneak peek to build excitement
X-Days Left Countdown.Time-based reminders to maintain visibility
Main Poster. Official key visual of the event
Meet the Speakers/Guests. Short bios with visuals for familiarity
Registration Open/Closing Reminders. With links and instructions
FAQs or “What to Expect” Series. Quick guides addressing common questions
Call to Action Reminders. e.g., “Have you signed up yet?” or “Last chance to register!”
Blasting Protocol for Major Projects
Blasting Protocol for Major Projects
All project heads and designated core team members for publication should be included in the Facebook Blast Group, named [Insert name]. If you are not part of the group, you may reach out to Angelica Ramos (angelica.jasmine.ramos@student.ateneo.edu) and Deanne Algenio (deanne.algenio@student.ateneo.edu).
Step 1: DocPub Office Request Form Requirement
Submit the DocPub Office Request Form at least one (1) month before the event and at least ten (10) days before any scheduled post. More details can be found in an earlier section.
Step 2: Approval and Assignment
Once approved, the DocPub Head reserves post schedules, assigns an event associate from the office, and adds the associate to the Telegram channel.
Event Associate Responsibilities
Handles all documentation and publications
Gets access to the event’s social media page to manage posts and inquiries
If uploading to official AMS pages, the DocPub Head handles the posts
Step 3: Mock Blasting Requirement
A “mock blast” must be posted in the Official Blast FB Group at least 1 day before the scheduled post. It may only be posted once DocPub Head comments “approved.”
Step 4: Post-Event Documentation
A documentation compilation must be posted on the Official AMS Facebook Page within 7 days after the event.
Changes or Additional Posts
For new, unlisted posts: request via Telegram channel for DocPub Head’s approval
For changes in schedule: notify DocPub Head & Event Associate at least 12 hours before original schedule
New schedules also require approval to avoid overlaps
Blasting Protocol for Minor Projects
Blasting Protocol for Minor Projects
All project heads and designated core team members for publication should be included in the Facebook Blast Group, named [Insert name]. If you are not part of the group, you may reach out to Angelica Ramos (angelica.jasmine.ramos@student.ateneo.edu) and Deanne Algenio (deanne.algenio@student.ateneo.edu).
All content to be posted must be screened by the Documentations and Publications Office before it can be uploaded on any AMS account. The screening process will be as follows:
Step 1: Request for Publication
A request for publication must be submitted at most ten (10) days before the scheduled posting date. Any requests made later than this have no guarantee to be posted on the preferred blasting schedule, whether or not the post is ready. Through the specific telegram channel in your core team’s group, the project heads shall send a request for publication. The following format shall be used:
[BLAST REQUEST]
Project:
Date:
Time:
Type of Post: (Story/Pubmat/Video)
Platforms:
Step 2: Mock Blast Requirement
Once the request is approved and the content (spiel and pubmat) is completed, they must be posted in the Mock Blast Facebook Group for final approval. This must be done at most one (1) day before the scheduled posting date. Any posts made later than this have no guarantee of being posted on the preferred blasting schedule, whether or not the post is ready.
Step 3: Approval and Posting
Once the DocPub office gives approval (through the comment section of the Blast Group), the post will be scheduled for posting, to be uploaded to the necessary social media accounts on the requested schedule.
🧐 Promotion References
🧐 Promotion References
The Promotions Strategy Resource List serves as a comprehensive collection of ideas and trends designed to inspire and guide the Marketing Committee in creating effective promotional strategies for AMS projects. This list includes a variety of trending promotional techniques, including ideas for merchandise sales, online gimmicks, event teasers, and other creative promotional tactics. It is intended to be a go-to reference for brainstorming and developing strategies that will enhance audience engagement, expand event visibility, and drive participation across all AMS initiatives. While the list provides valuable suggestions, it is not exhaustive. Rather, it serves as a source of inspiration and a guiding framework that can be adapted to the specific needs of each event.
The list is designed to be flexible and adaptable to various event types, ensuring that the committee can select and tailor the most relevant strategies for each specific project. Whether looking to boost social media engagement, create buzz through interactive events, or develop visually impactful materials, the Promo Strategy Resource List will serve as a helpful tool for all promotional efforts.
💬 Responding to FB Inquiries
💬 Responding to FB Inquiries
⏰ Timeliness
Respond within 12 hours during peak project weeks (e.g., registration, event day, feedback period).
If unsure of the answer, acknowledge receipt and assure a follow-up:
"Hi! Thanks for reaching out. We’re confirming this with the rest of the team and will get back to you ASAP!"
Avoid ghosting. Even basic inquiries deserve a courteous reply.
Avoid replying late at night unless urgent. Respect boundaries.
🧭 Tone and Language
Be clear, concise, and courteous.
Use friendly but professional language.
Avoid slang or overly casual language unless it aligns with the project’s branding or identity.
Examples:
✅ “Hi! Thank you for your interest in Mathventure! Registration will open on October 10, and you’ll be able to sign up through our FB page at fb.com/mathventure. Let us know if you need help!”
❌ “Pacheck nalang po sa page hehe”
📝 Auto-Replies and Content
Set-up Inbox Automations. You may refer to this guide.
Do not guess. If unsure about a detail (e.g., deadline, eligibility), check first with your Project Head or the core team's point person through Telegram.
Avoid stating anything that isn’t finalized.
📸Event Documentation
📸Event Documentation
Request for a Documenter for Major Projects
Request for a Documenter for Major Projects
Step 1: Request for Documentation
Include the request in the DocPub Office Request Form, which is also explained above.
Step 2: Communication with Associates
Create a Telegram channel including the requester, the associate/s, and the DocPub head once the associate/s has/have been assigned. It is possible that events spanning over multiple days may have multiple associates depending on the availability of the office.
Step 3: On-the-Day and Post-Event Procedures
Documentation Associates shall be in charge of documenting the event and post-processing the photos. For posting of the photos, refer to the Blasting Protocol.
Request for a Documenter for Minor Projects
Request for a Documenter for Minor Projects
Step 1: Request for Documentation
Message the DocPub Head (@angelicaaramos) through Telegram no later than ten (10) days before the event to request for event documentation. Utilize the following format in making such requests:
[DOCUMENTATION REQUEST]
Project:
Date/s:
Time:
Documentation Package:
Number of Associates:
Step 2: Communication with Associates
Create a Telegram channel including the requester, the associate/s, and the DocPub head once the associate/s has/have been assigned. It is possible that events spanning over multiple days may have multiple associates depending on the availability of the office.
Step 3: On-the-Day and Post-Event Procedures
Documentation Associates shall be in charge of documenting the event and post-processing the photos. For posting of the photos, refer to the Blasting Protocol.
Documentations and Publications Office Processes
Documentations and Publications Office Processes
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