Identify your audience
Who is your event aimed at? Do you want to reach a particular department or division? Do you want to attract students, researchers or academics? Or are you trying to attract a much broader audience? The more you focus on a specific audience and tailor your publicity accordingly, the more successful you will be.
The range of channels you can use to advertise your event will depend on the time you have available. To advertise in University-wide publications such as the Gazette or Blueprint, you will need to take into account submission deadlines and publication dates. If you only have limited time, make use of online events listings such as the Staff Events page on the Staff Gateway.
Use printed material
An eye-catching poster can be a very effective way of promoting an event. For maximum impact, use strong colours and keep text to a minimum - you can always direct people to a website for further information. Print at least 200 copies of the poster if you plan to send a copy to each department and college for their noticeboard. An A4 size in a portrait format is recommended. You may also want to consider flyers (such as a DL size leaflet or an A6 size postcard) so that people have individual copies to take away with details of the event.
The Design Studio in Public Affairs can design and print material, such as posters and postcards, for a small charge.
If you would like addresses for colleges and departments formatted for printer labels, please email firstname.lastname@example.org.
Choose your channel
|Staff Gateway||The Staff Events page of the Staff Gateway includes listings for lectures, seminars and meetings for members of the University, as well as concerts, exhibitions and talks open to the public.||All members of staff||Complete the online event submission form|
|Oxford Students||Oxford Students contains news and events listings for current students.||Undergraduate and graduate students||Contact the Academic Administration Division’s communications team at email@example.com|
|Divisional and departmental websites||Many departmental and divisional websites feature listings of events relevant to their discipline.||Departmental staff and students||Contact the webmaster of the site.|
|Gazette||The Lectures Supplement is a pull-out guide published with the Noughth week Gazetteeach term, which contains details of talks, lectures and seminars.||Academics, researchers and senior administrative staff||Contact and deadline information|
|Blueprint||‘What’s On’ is a section profiling events taking place over the next two months. Please note that space is very limited and inclusion is at the discretion of the editor.||All members of staff||Contact information and Publication dates|
|Local publications and newsletters||A range of newsletters and e-bulletins is produced for staff groups across the University, some of which include events listings.||Different staff groups||For information about publications and newsletters produced for staff across the University, see the Publications section of the Staff Gateway|
The UAS Conference is an information and training event for staff who work in University Administration and Services (UAS) or who work closely with UAS departments. It is organised jointly by Public Affairs and the Academic Administration Division’s communications team.
The conference was an initiative that resulted from a communications survey, carried out in December 2008, to assess the efficacy of internal communications across the collegiate University. Among the issues highlighted by the survey were the need for:
- More opportunities for individuals to provide feedback on current projects
- A more coordinated approach to sharing resources and best practice
- Better provision for inducting new staff at a University-wide level
- More networking events for staff from across the collegiate University.
Developing the conference
An information and training event about the University's administrative services and activities.
The first conference was held in September 2009. Its main aims were to: provide information about the range of services and projects within the University's administrative functions; offer staff an opportunity to discuss issues affecting their work; and allow people to learn new skills and meet colleagues from across the collegiate University.
In order to achieve these aims, the event was structured around five main elements:
- Short presentations to offer a quick introduction to a particular subject
- Workshops to allow people to discuss projects or learn new skills
- Networking events to enable people engaged in similar roles to meet one another
- Information stands to allow people to speak to departments and service providers on a one-to-one basis.
- Poster displays to provide an overview of a project or service.
The day consisted of six break-out sessions, in which participants could choose from 85 presentations and workshops of either 15 or 45 minutes in length. There were 31 information stands and 32 poster displays to browse during the breaks. 21 departments and 5 external organisations participated in the event, which was attended by approximately 700 people.
The 2010 conference followed a similar format to 2009, but with some minor changes in response to feedback. The day consisted of five break-out sessions, with 73 presentations and workshops of either 20 or 50 minutes in length. There were 39 information stands, and the day concluded with a Question Time session, featuring a panel of five senior University officers. The event was attended by approximately 660 people.
The 2011 conference consisted of four break-out sessions, with 67 workshops and presentations of either 25 minutes or 1 hour in length. There were also 33 information stands, and the day concluded with a Speakers’ Question Time featuring senior University and College officers. The event was attended by 780 people: 35% from UAS, 40% from departments, 18% from colleges, and 7% external presenters.
The 2012 conference comprised five break-out sessions, with 83 workshops, training sessions and presentations. There were also 34 information stands and 10 lunch-time activity sessions. The event was attended by 914 people: 41% from UAS, 41% from departments, 13% from colleges, and 5% external presenters.
2013/4 Conference series
The UAS Conference was developed into a three-part series over the 2013/14 academic year. The first event in the series, which was held on 1 October in the Examination Schools, comprised five break-out sessions, with 75 workshops, training sessions and presentations, together with 32 information stands. Two further half-day events took place on 4 February 2014 at the Saïd Business School and 26 June 2014 at the Mathematical Institute building on the Radcliffe Observatory Quarter.
2014/15 Conference series
There will be two full-day UAS Conference events in 2014/15: Wednesday 1 October 2014 at the Exam Schools and Tuesday 24 March 2015 at the Maths Institute. Further information about the conference series is at www.admin.ox.ac.uk/uasconference.
The Communications calendar (2014-15)
Details the publications and communications activity produced by Public Affairs, Alumni Relations and the Development Office during the academic year.
Head of Internal Communications & Deputy Director of Public Affairs
Tel: 01865 280657, email: firstname.lastname@example.org