Visual communication of an event

VISUAL COMMUNICATION OF AN EVENT – COM-PRO-004-B

Version: 1.0  |  Last update: 31/10/2025  |  Department: Communication & Marketing

🎯 Objective

Ensure coherent, high-quality visual communication for all institutional and promotional events, from concept to publication, in line with the Group’s graphic charter and communication standards.

👤 Who

Communication Officer / Graphic Designer / Social Media Manager

🧭 What

This process covers the design, validation, and dissemination of all visual assets (posters, banners, social media visuals, and digital content) related to internal or public events.

📋 Steps – How

1️⃣ Brief and Planning

  • Create a new task in Zoho Projects with event details (title, date, location, target audience).
  • Define deliverables: poster, digital banners, stories, video teasers, etc.
  • Validate the concept and communication tone with the Director of Communication.

2️⃣ Design Production

  • Use Adobe Photoshop and Illustrator for static visuals, InDesign for printable versions.
  • Follow the brand guidelines (colors, fonts, logos) defined in the Corporate Visual Identity Manual.
  • For animated visuals or reels, create short video content in Adobe Premiere Pro or After Effects.
  • Use Envato Elements when stock visuals or templates are required (license verification mandatory).

3️⃣ Validation and Approval

  • Submit visuals via Zoho WorkDrive for review by the Quality Officer and Communication Director.
  • Check all legal aspects: logo use, copyright, image rights of participants.
  • Approve final versions before publication.

4️⃣ Publication and Distribution

  • Publish on official channels:
    • Website: news or event section (via WordPress/Elementor)
    • Facebook & Instagram: feed + stories
    • TikTok: short-format teaser
    • X (Twitter): concise update with link
  • Schedule posts through Zoho Social or native platform planners.
  • Store all media and communication assets on Zoho WorkDrive (folder: Events & Communication / Visual Archives).

5️⃣ Post-Event Follow-up

  • Update the visual archive with event highlights and metrics (reach, engagement, impressions).
  • Report performance in Zoho Analytics and share results with management.

🗂️ Tools and Documents

  • Zoho Projects / Zoho WorkDrive / Zoho Social / Zoho Analytics
  • Adobe Photoshop / Illustrator / InDesign / Premiere Pro
  • Envato Elements
  • Office 365 – Word / Excel (reporting)

🕓 Frequency

For every event requiring visual communication, whether internal or public.

📋 Quality Indicators

  • All visuals delivered within the approved timeline
  • Visual compliance with brand identity ≥ 95%
  • Average engagement rate ≥ 10% on social platforms

Prepared by: L. Vessiere – Director
Validated by: H. Maniveau – Quality Manager
Approved by: H. Diaz – President

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