Marketing and Event materials
EVENT BRIEF
An event brief should be sent to all key contacts involved in your event (speakers, VIPs, staff, and University bodies). Below are some suggested topics to be included, and can be adapted according to the person you are sending the briefing to.
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Welcome message
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Programme Schedule
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Faculty and Speaker information/bios
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Programme Logistics
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Accommodation
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Dining arrangements/venues
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Programme venue
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Additional Information
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About Oxford, travel, transport, map, parking
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Key person to contact/their details
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Format of presentation
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Equipment provided for them to deliver their talk (lectern, microphone etc.)
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Length of lecture/talk
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Whether the event will be filmed/recorded/photographed (you will need to ask all delegates/speakers to complete a consent form
PROGRAMMES
Key information to include in your programme:
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A brief introduction to the event
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Date, location, time
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University/Department/College Logo
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Speakers/benefactors/partners (and their branding)
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Schedule & location of events
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Images to help tell story of your event
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Venue map
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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.
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Physics Media Services (Physics Department)
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.
Branded items can also be ordered through the company Giftt.
Alternatively, if you don’t want or need branded stationery, you can order general unbranded note pads, pens etc. through the Accounts team. Again, you will need to give a minimum of two weeks’ notice.
SIGNAGE
If you are posting signs on 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.
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 these from suppliers such as Hunter Operations, who provide an end-to-end service. All you'd need to do is send the names, affiliations and logos in a spreadsheet, and they take care of the rest. You will receive the name badges assembled in a box, with some blank spares. You will be charged for printing, plastic name badges and delivery. Lead time is usually one week.
Another option is to print the badges via the University Print Studio. The cost is much lower, but they do not supply plastic badges. The output is the printed names on sheets and you would need to cut to size, source badges and assemble them.
If you do not have the budget to have the badges pre-printed you can ask the Accounts team to purchase 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.
Badge holders and lanyards can be ordered from the Accounts team. Please check for sizing before you order.
PLACE CARDS (NAME TENTS) & TABLE PLANS
PLACE CARDS
If you require place cards for dinners/workshop events you can ask the Accounts team to order them. You must provide the brand you want to use, the size of the labels/paper, paper thickness and the quantity required.
E.g. Brand name
A4 (x10 labels per sheet)
150 place cards
Printing place/tent cards can also be made with Hunter Operations and University Print Studio (details as above).
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 dinner host 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
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.
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 Events team.
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.