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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 in your President and Treasurer contracts.

What’s On Calendar

You can add any club or society event to the What’s On Calendar on the website. This is a great way of letting students know what your club or society is getting up too!

If you are not sure how to create a What’s On Calendar event, take a look at our What’s On how to guide.

Posters and Flyers

Printing and displaying Posters and Flyers are traditional methods of marketing your events. 

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).

If you want your posters to be displayed on the poster boards around the Union, you can hand up to 15 A3 posters in to the Marketing Department in the Lewis Building. These can be displayed for two weeks. There are a number of large poster boards in the Student Activities Centre, and you can collect the keys for these from the Student Activities Reception anytime Monday - Friday 10am - 9pm, and on Saturday 11am - 7pm. Once an event has passed the Reception Staff will remove your posters.

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.
 

Website and Mail Outs

There are numerous online ways to advertise your events. Most importantly, submit all your events onto the What’s On calendar as this is our number one way of finding out what you’re up to. Presidents and Treasurers have access to add stuff.

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 union website homepage. Articles can be 200-400 words in length and should be accompanied by a photo. Please send to the Marketing & Communications Coordinator at union_marketing@ucl.ac.uk for consideration for publication.

Marketing also send out all student e-mails every week, which includes a section on the following week’s events (chosen from the What’s On) and a Club and Society feature article. If you’d like to be one of the featured clubs or socs, please email union_marketing@ucl.ac.uk at least two weeks in advance.

Banners

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 https://studentsunionucl.org/marketing/calendar and book a slot using the form at https://studentsunionucl.org/forms/promotional-space-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.

Union Screens

To put up promotional images or videos on the screens around the union, please follow the specifications below and e-mail your file 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.

Images and videos must be 1920x1080 pixels. Images should be RGB and saved as JPEG or PNG. Video should be no more than 30 seconds and be viewable without sound.

Top Tips!

Finally, get creative with your marketing! You can do some exciting and fun things to draw attention to your events. These include:

  • 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 Union’s YouTube channel

If you need help or advice then you can contact the Student Activities Team or the Union’s Marketing Department.