How to Publicise Activities and
Events
INTRODUCTION:
Publicising your activities and events is one of the most important things you have to do as a Club or
Society Leader. There are various ways to publicise your events and activities, and this guide explains
most of the major ones. However, you should always be creative with your publicity methods – try and
think of new and original ways to publicise events, but do make sure that you don’t break the regulations
on the Publicity Statement!
STEP 1:
Printing and displaying Posters and Flyers are traditional methods of marketing your events. You can
either choose to print your posters with an external printer, or at the UCLU Reprographics Services.
To use an external printer, you should use the procedures outlined in the guide on How to spend
money from your Club or Society Account. This may involve using an ORDER REQUEST FORM or a
PAYMENT REQUEST FORM. Obviously you also need to make sure your expenditure has been
approved (if necessary) – this may involve the completion of an EVENT AND BUDGET APPROVAL
FORM.
To use the UCLU Reprographics Services, visit the http://uclu.org/print to view the range of services and
prices.The Union can provide single and double sided, black and white and colour copying and it offers a
range of different paper colours as well. Print requests must be submitted online by uploading your file to
the online form (http://uclu.org/print/request). When the job is completed, you will receive an email and
can collect the job from the reception desk in Lewis’s building.
In terms of displaying posters, you can hand up to10 A3 posters in to the Marketing Department in the
Lewis Building if you want your posters to be displayed on the poster boards around the Union. If you
print through the UCLU Reprographics Services you can select this option on your form so there is no
need to collect your posters as they will automatically be included in the next poster run. These can be
displayed for two weeks so make good use of this opportunity and submit your posters in time. You can
also use the Club and Society Flyer Racks outside Gordon’s Cafe for Flyers. There are 3 large purple
poster boards in the CSC, which can be booked to advertise your events. To use one for a maximum of
2 weeks, e-mail the Activities Assistant on bikram.bains@ucl.ac.uk with Show Off in the subject bar.
Displaying posters and flyers in college departments or in other places is possible, but be sure to have
permission before you put them up. Fly-posting (putting up posters in unauthorised locations) is not
allowed around UCL..
STEP 2:
UCLU has numerous printed publications which you can advertise your events in. These include
“What’s On” guide
Submit your event details to the UCLU Online Events Calendar by filling the online form at
http://uclu.org/whats-on/submit
You could also ask RareFM for shout-outs or publicity during their broadcasts.
STEP 3:
There are numerous Digital and Online ways to advertise your events. Most importantly, submit all your
events onto your GroupSpaces Events Calendar You can also use Twitter and Facebook. Finally,
make sure your website is kept updated, as well as your entry on the UCLU Website Directory.
How to Publicise Activities and
Events
In addition, if your club or society has done something noteworthy or had a big event or speaker, do
consider writing a news article for the UCLU homepage. Articles can be 200-400 words in length and
should be accompanied by a photo. Please send to the Marketing & Communications Coordinator at
a.breen@ucl.ac.uk for consideration for publication.
The Democracy and Communications Officer also sends out all student e-mails every week, so ask if
your event can go in by emailing your event details to dc.officer@ucl.ac.uk.
STEP 4:
You can also get banners printed and put on display outside 25 Gordon Street. To order your banner,
follow the procedure outlined in the guide on How to spend money from your Club or Society
Accounts and make sure that your expenditure has been approved if necessary. You should then
contact the Union Marketing Department to make sure that the banner space is available when you
want it. View stall and calendar availability online at http://uclu.org/marketing/calendar and book a
slot using the form at http://uclu.org/marketing/booking. This is just a request form, you will receive a
confirmation email for the date(s) and the resource(s) you requested. To put up banners elsewhere
around UCL, please contact UCL Room Bookings.
STEP 5:
To put up promotional images or videos on the screens around UCLU, please follow the
specifications below and e-mail your poster to the Graphic Designer at o.buck@ucl.ac.uk. Please
note that you must meet the technical requirements for your image/video, otherwise it will not go up
on the screens.
How to Publicise Activities and
Events
STEP 6:
Finally, get creative with your marketing! You can do some crazy and fun things to draw attention to
your events. These include:
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Handing out freebies
Dressing up
Getting on the loud speaker or pa system
Setting up a stall in the quad or on campus
Flash Mobs
Setting world records
Using the UCLU YouTube channel
If you need help or advice then you can contact the CSC or the Union’s Marketing Department.