KCLSU Student Groups: Event Promotion
Introduction ................................................................................................................................................................................1
Event listings ...............................................................................................................................................................................1
Additional promotion ..................................................................................................................................................................1
What next? ................................................................................................................................................................................. 2
Get in touch ................................................................................................................................................................................ 2
Event Promotion Form ............................................................................................................................................................... 3
Introduction
If you’re a part of a KCLSU student sports club, activity group or society and want to spread the word about an event you’re
hosting, the KCLSU Marketing Team can help.
Simply complete and return the form at the end of this document to marketing@kclsu.org at least three weeks before your
event, and within two days (Monday to Friday) your event will be publicised on kclsu.org.
If you’re thinking about planning an event but don’t know where to start, or maybe you’d just like to run your idea past
someone with experience, Matt Fryer, our Entertainments Development Manager is full of useful advice. Just email
matt.fryer@kclsu.org.
Event listings
Event listings on kclsu.org include:

Image or logo (123 x 98 pixels, JPEG or PNG file format)

200 word event description

Online ticket sales (free and paid for ticket options)

Daily ticket sales report sent by email to event organiser

Full list of ticket purchasers sent by email to event organiser one hour before event
Tip: Even if your event is free, it’s a good idea to have a ‘buy ticket’ option. It doesn’t cost anyone anything to do. That way
you’ll have the names of the people who are intending to come. Also sometimes event plans change. By having a list of names
we can contact attendees on your behalf and let them know about any changes. It also helps you manage capacity and get an
idea of the demand for your event.
Additional promotion
As well as running your event on kclsu.org we’ll:

Add your event to our till system so tickets can be sold at KCLSU Student Centres

Share your event listing on the KCLSU Facebook page a minimum of one week before your event

Share your official sports club, activity group or society Facebook page on the KCLSU Facebook page

Include your event listing in the President’s Update email sent to all students the Friday before your event

Display A4 sized posters in at least two of our campus poster sites and in our Student Centres at The Lobby (Strand
Campus) and The Spit (Guy’s Campus)
Note: You are responsible for the design and production of any A4 posters you want displayed. Posters must be delivered to the
KCLSU Marketing and Communications Team (Macadam Building, Strand Campus) at least two weeks before your event.
Student Media
Make the most of the free skills and expertise on offer from Student Media groups. Ask them to spread the word about your
event, or maybe invite them along and get great coverage you can share afterwards. We’re on-hand to help with any media
project you’re work on. We’ll give you free access to equipment and dedicated space for media.
Student Media groups are:

KCL Radio

KingsTV

Photography Society

Roar! Newspaper
Find out more at kclsu.org/studentmedia or get in touch with Matt Capon, Student Media Coordinator by emailing
studentmedia@kclsu.org.
What next?
Complete the Event Promotion Form at the end of this document and email it back to marketing@kclsu.org at least three
weeks before your event. Someone from the KCLSU Marketing and Communications Team will then be in touch to confirm
we’ve received your form. If we’ve got any other useful suggestions for you for communicating your event we’ll let you know.
Get in touch
If you’ve got any questions about how to get your event promoted contact the KCLSU Marketing and Communications Team
by emailing marketing@kclsu.org or calling 020 7848 1906.
Remember if you’d like some advice on how to organise an event, Matt Fryer our Entertainments Development Manager is onhand to help. Just email matt.fryer@kclsu.org.
Event Promotion Form
To give your event the best chance of promotion we recommend sending your form to us at least three weeks before your
event.
About you
Name of student sports club, activity group or society
KCLSU Department Code for student group (3 digits)
Event organisers name
Event organisers committee position
Event organisers email address
Event organisers telephone number
Event details
Event title
Date
Start time
End time
Venue (include full address and contact details)
Event description (200 words max)
Facebook page address
Website address
Will you be supplying an event image/logo to KCLSU?
If yes, please attach it with your form
Yes/No
Will you be supplying A4 posters to KCLSU?
Yes/No
Ticketing
Would you like KCLSU to sell tickets on your behalf via
kclsu.org and Student Centres?
Yes/No
Ticket types and prices e.g. Early Bird £4; Standard £6
Number of tickets available (by type)
Maximum number of tickets per person (if applicable)
Additional information for email receipt (if applicable)
e.g ID required on entry; Dress code; Over 18s only
Return your completed form to marketing@kclsu.org. We hope you have a successful event.