Marketing & Materials

IN THIS SECTION...

BRIEFING PACKS

A briefing pack should be sent to all key contacts involved in your event (speakers, VIPs, staff involved, University bodies involved).  Below are some suggested topics which you might want to include, this should be adapted depending on who you are sending the briefing to.

  • Welcome message
  • Programme Schedule
  • Faculty and Speaker information/bios
  • Programme Logistics
  • Accommodation
  • Dining arrangements/venues
  • Programme venue
  • Additional Information
    • About Oxford, travel, transport, map, parking
    • Key person to contact/their details
    • What format their presentation should be in
    • Equipment provided for them to deliver their talk (lectern, microphone etc.)
    • How long they will be speaking for
    • Whether the event will be filmed/recorded/photographed (you will need to ask all delegates/speakers to complete a consent form – please contact the Communications Manager

PROGRAMMES

Key information to include in your programme:

  • A brief introduction to the event
  • Date, location, time
  • University/Department/College Logo
  • Speakers/benefactors/partners (and their branding)
  • Schedule & location of events
  • Images to help tell story of your event
  • Venue map
  • Social media custom hashtags (if appropriate)

LOGOS

When hosting an event remember to include your benefactors/sponsors/partners logo(s) or some form of company branding alongside your own department logo – after all, they are helping you make the event happen.
Logos for the Faculty of Law and instruction on their use.


POSTERS

If you want to create posters to advertise your event there are a few options, the cheapest being creating and printing them yourself if the event is not overly formal. 
If you have the budget/need you can pay for in-house design and printing from University providers.  

Alternatively, you can outsource if desired.

Posters can be pinned onto the Law Notice Board by FM if requested.
 

STATIONERY

If you would like to provide University branded conference items and merchandise at your event, this can be purchased through the University Public Affairs website.  They offer a range of notepads, folders, wallets, pens, carrier bags, business cards etc. which you can add branding to if desired. 
** You need to give at least two weeks’ notice when ordering.

Alternatively, if you don’t want or need branded stationery, you can order general unbranded note pads, pens etc. through the Finance Assistant.  Again, you will need to give a minimum of two weeks’ notice.
 

SIGNAGE

If you are sticking signs to walls check with your venue to see if there are restrictions around where you are allowed to stick the signs, on which surfaces, and which material you have to use on each surface (cello-tape on brick / blu-tac on glass or wood).

Some display boards and signage stands are available upon request to the FM.

EXTRA TABLES

If you need to display name badges/programmes/drinks/food etc. request additional tables from FM.

TABLE CLOTHS (BRANDED/PLAIN)

If you require a table cloth to cover a reception/drinks tables etc. speak to FM or EA to the Dean.  Both have branded table clothes (University branding and Faculty branding), FM can also provide white paper table cloths if preferred, these can also be used for meetings allowing attendees to write ideas down on the table cloth.

POP-UP BANNERS

Pop-up banners with the Faculty logo on can be borrowed from the Faculty of Law – please contact the Web Development and Support Officer. 

If you are using pop-up banners these should be placed behind the Speaker(s) so they are visible in filming/photographs, and outside the room where delegates will enter.

ADVERTISING

The Range of outlets you can use to advertise your event will depend on the time you have available. Some suggested avenues and their target audience are available on the University Public Affairs website. You should start advertising your event at least 8 weeks before the event date. 

FACULTY OF LAW MAILING LISTS
To advertise via the Faculty mailing lists contact the TEA.  Provide the key details of your event and who you would like it advertised to (i.e. All staff and students / postgraduates only / undergraduates only). The Faculty Events email goes out once a week on a Monday - if you would like your event advertised you must tell the TEA by the Friday before the Events email goes out at the latest.

FACULTY OF LAW EVENTS PAGE
To advertise via the Faculty Events webpage you can create your own event page (you will need to sign in with your SSO).

Information required to set up a new event page:

  • Title of Conference/Workshop/Seminar
  • Conference Leader’s name, group, or organisation
  • Do you want pictures on the webpage?
  • Is the event open to the public or only to members of the University?
  • Information you want delegates to know about the conference
  • A link to the registration/payments page and accommodation page (they may be separate links)
  • Do you want papers uploaded to the website?
  • Do you want the conference programme to be uploaded to the website?


MAIN UNIVERSITY EVENTS PAGE
If your event is open to the public you can also advertise on the Main University Events Page.  Do not advertise on this page if your event is only for members of the Faculty of Law/your college.


GAZETTE OR BLUEPRINT MAGAZINE
To advertise with either of these publications you will need to take into account their submission deadlines and publication dates.

  • Gazette
    The Gazette is published on Thursdays during term. The usual deadline for submitting copy for each issue is noon on Wednesday of the week before publication (ie eight days before publication.
  • Blueprint
    Blueprint is the magazine for staff at the University of Oxford. Published once a term, Blueprint carries a mix of news and features, plus staff interviews and other aspects of University and college life.

 

SOCIAL MEDIA

Twitter

If you are using Social Media to publicise you event, consider creating a hashtag especially for the event.

  • Use it on your delegate/speaker packs, posters etc.
  • Add your hashtag and twitter handle to a PowerPoint welcome slide as a visible reminder.

If you use Twitter and you want the Faculty to retweet your event announcement/news, please mention @oxlawfac in your tweet so it is easy to find for our Communications Manager.

NAME BADGES

When creating name badges for delegates pay close attention to detail – this is where spelling mistakes matter most. 

If you have the budget you can order perforated card with specified logos ready printed for your event from suppliers such as Nicholas Hunter ltd.  You can buy name badges either with the names/companies pre-printed or blank ready for you to print the names/companies onto them yourself. 

If you do not have the budget to have the badges pre-printed you can ask the Finance Assistant to buy perforated paper which you can then add logos/names to as desired.  Always check the measurements of the paper to ensure you are buying the correct size to fit into the badge holder.

Do you have lanyards/badge holders available or will you need to order some in advance?

Badge holders and lanyards can be ordered from the Finance Assistant.  If you are ordering in badge holders check the measurements against the measurements of the perforated paper you are buying.  A common error is forgetting to check this and finding that your paper does not fit your badge holders.

 

PLACE CARDS (NAME TENTS) & TABLE PLANS
 

PLACE CARDS
If you require place cards for dinners/workshop events you can ask the Finance Assistant to order them.  You must provide the brand you want to use, the size of the labels/paper, and the number you need so these can be ordered for you. 

E.g. Nicholas Hunter ltd
        A4 (x10 labels per sheet)
        150 place cards


TABLE PLANS
Table plans are not always necessary, it will depend on how formal the event is and whether you have a specific goal in mind for guests networking. The host of the dinner should have the final say on the seating arrangements.Once you have created a table plan, provide a copy to the venue/catering team in advance of the event (usually when you submit your final dinner guest numbers). Display the table plan at the entrance to the dinner venue so that guests can identify where they are sitting, or provide name cards with the table number on them.  Ask the venue for a table or board to display these on.
 

DIETARY LABELS - see catering section

 

GIFTS

Flowers

University Shop

Bodleian Shop – the Faculty has an account with the Bodleian Library shop which allows a 40% discount.

Goody Bags – branded sponsor provided or unbranded general stationery etc.

 

OTHER RESOURCES

PUBLIC AFFAIRS DIRECTORATE (PAD)
The PAD is responsible for developing public understanding of the aims and activities of the collegiate University, and for promoting effective internal communication in a large and dispersed institutional structure.

EVENTS MANAGEMENT TOOLKIT
The University Events Office have a useful Events Management Toolkit which provides hints, tips and templates to help you organise your event.

BRANDING TOOLKIT
The University Public Affairs Office have a useful Branding Toolkit which provides templates and other helpful downloads, and a link to University branded conference items and merchandise which can be purchased.

 

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