Events Communication Guidance.pdf

Events Communication Guidance.pdf

Events

COMMUNICATION GUIDANCE

Produced by the Faculty Marketing Team · [email protected]

INTERNAL COMMS APPROACH This guide outlines the steps to be taken by the events/marketing team and the members of staff seeking to communicate their upcoming event/activity to the faculty and wider. Previously, there has been no streamlined approach to messaging, brand, templates or sends and this has led to multiple people sending emails and events information getting lost in the masses. The objective moving forward is to simplify this approach and condense into one weekly event update email for the faculty (to start with but with the aim to monitor and review whether more than one send is appropriate in the future/if event volume increases).

AIMS

• School of Law : Lyn Ryland (sends regular Mailchimp emails; manages SoL events google calendar) • School of Social Sciences: Sarona Turner (sends regular ad hoc emails; also produces SoSS newsletters) CURRENT KEY EVENT COMMS SENDERS

• Inform staff of events/activities across the faculty in a streamlined approach that resolves duplication and multiple messages from various colleagues to staff • One unified brand/template for consistency • Implement a uniformed approach to bilingual communication • One point of contact for events messaging (faculty email address: [email protected] ) • Event comms to sit effectively alongside faculty newsletter (currently produced by Sarona Turner) and research bulletin (updates provided by Amy Jones and the faculty research team) • Opportunity to repurpose content for external promotion (eg: website news feeds, press releases, social media, digital screens on campus, etc) • Make adding events to calendars (internal and external) a simpler process by gathering necessary information in one pro forma • Decommission multiple events calendars online (eg: Law and SoM currently have their own) and instead use a faculty calendar to promote private/internal activities not to be shared widely and the central events calendar for events to be highlighted/promoted to external and internal audiences ( events.swansea.ac.uk )

• School of Culture and Communication: Sharron Stewart (sends regular ad hoc emails)

• School of Management: Sam Ward-Jones (previously sent weekly Mailchimp emails; managed SoM events google calendar)

• Faculty: Nic Hughes (sends regular ad hoc emails) Amy Jones (sends regualr research updates) Gaynor Parry (sends SoM updates)

NEW PROCESS

• Event comms to be templated and sent from [email protected] regularly to FHSS staff (based on the information staff sends through by COP the previous week) • Emails will be bilingual – to Welsh Language guidelines/standards • Emails will be created in Mailchimp following Swansea University branding • Template to cover all FHSS Schools/Departments in one – so staff have sight of activities across all areas NOTE: This approach will be the main form of sending events updates. Any staff requesting individual event updates will be directed to send information to the FHSS events mailbox for inclusion in the faculty email.

RESPONSIBILITIES FOR FACULTY STAFF

• Direct all event communication queries to [email protected] mailbox • Complete proforma bilingually. Content under 100 words can be sent to [email protected] for translation. The team can return content in up to 24 hours • Send bilingual content to [email protected] by COP every Wednesday to ensure inclusion in the next week’s Faculty events email • Note clearly on proforma whether the event is internal or externally focussed to determine whether it is to be included on calendars for further promotion (note: inclusion on the central events calendar means that the event will be included in central’s all staff Friday events roundup email the week before the event takes place) and potentially used in other promotional outlets (eg: social media, website, etc)

RESPONSIBILITIES FOR FACULTY EVENTS COMMS TEAM

• Provide support to staff and answer queries/offer advice in a timely manner • Create and send regular events update emails in Mailchimp • Use content in proformas to also add events to relevant internal (FHSS) and external (central events) calendars / externally promote where relevant • Ensure the staff distribution list is kept up to date

• Collate planned events in FHSS calendar to inform of date / resource availability • Update all FHSS events in the University wide planner for the events working group