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You've booked your venue, you've got your budget balanced and your forms approved. Now time to let everyone know this event is happening.
There are various ways to publicise your events and activities, and this section explains most of the major ones. But also, get 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 contract.
Remember, you can only start promoting your activity once all required forms have been approved. If in doubt, feel free to ask us!
- What's On Calendar
The What's On Calendar is a great way for your members and other students to find your events. Club/Society Presidents and Treasurers can add events directly to the calendar following the process below:
- Sign in to the website and head to the What's On Calendar webpage.
- Click on 'Create event' in the top left hand corner to bring you to a webform.
- Fill out the form with as much information as you can about your event, making sure you select your Club or Society to associate the event with. Read the descriptions for each field carefully.
- When adding a venue, try to select a pre-existing option to avoid creating duplicate venues. If you can't find your venue, you can create a new one. If your event is recurring, the next time you create an event you will be able to quickly select the new venue that you added.
- If you're setting up paid tickets, under the "Event tickets" option on the edit page, please select "Club & Society event as part of a Ticket Request Form submission" to avoid free tickets accidentally being sold. Then submit your ticket request form for a member of our team to set up your paid tickets.
- There are a number of sections in the form that are not required and may feel unnecessary. Do not panic, it is perfectly fine to leave these sections blank. An example of this is the 'Access to event and sales' section - feel free to leave this blank!
- Social media
- It almost goes without saying – you’ll probably use some form of social media to promote your event. This could be through Facebook, Instagram, Twitter, WhatsApp, TikTok, Discord, YouTube, Snapchat, Weibo, WeChat or more…
- Think about who uses each platform. Not everyone will have Snapchat or a TikTok account, so if you advertise your event on these platforms, you might not reach everyone you’d like to.
- Some platforms allow you to create events - this can be a helpful way to gauge interest in your event but shouldn’t replace creating an event on the Students’ Union website.
- Some social media provide your analytics. Use this to help planning when and what you will post to boost your reach.
- Make sure any club/society accounts are linked to your club/society @ucl.ac.uk email address - this will avoid access issues during committee handover.
- If you're using third-party videos/images, make sure you are using royalty-free media or you have a license for use.
Remember that not everyone uses social media. It's therefore important that you advertise all your events via your webpage, What's On Calendar, and emails too!
- Emails and newsletters
Remember that not everyone uses social media. It's therefore important that you advertise all your events via your webpage, What's On Calendar, and emails too!
We send out all student emails every week, which include a section on the following week's events (chosen from the What's On). If you'd like to be featured in the email, please email [email protected] at least a week in advance.
- Posters and flyers
Printing and displaying posters and flyers are more 'traditional' methods of marketing your events.
To use an external printer, you should use the procedures outlined in our guide on 'Raising, Spending & Managing Money'. This may involve using a Purchase request form or a Payment request form. You will need to make sure your expenditure has been approved (if necessary).
There are a number of large poster boards in the Bloomsbury Building, and you can collect the keys for these from the Student Activities Reception anytime Monday - Friday 10:00 - 21:00, and on Saturday 11:00 - 19:00. Once an event has passed the reception staff will remove your posters.
Feel free to put your posters up on the blue poster boards in Students' Union cafes.
Displaying posters and flyers in UCL 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.
- Banners
You can also get banners printed and put on display outside 25 Gordon Street. You'll need to order these yourself from an external supplier.
Banners can be put up outside 25 Gordon St, or the Lewis' Building. To put up banners elsewhere around UCL, please contact UCL Estates.
- Digital screens
We have portrait digital screens in the Lewis Building, 25 Gordon St and the Bloomsbury Theatre building as well as landscape digital screens in the Institute Bar, Phineas Bar, Mully's and Huntley.
Contact us with your artwork in the below format on the email below and specify when you want your content to be shown and where. We'll do our best to accommodate your request, but space will be allocated on a first-come, first-served basis.
Contact us on [email protected].
Details:
- The digital screens can display still artwork or video in the following formats: JPEG, PNG, MP4.
- The portrait dimensions are 1080 px wide x 1920 px high.
- The landscape dimensions are 1920 px wide x 1080 px high.
- The maximum length of time you can display your advert for is 2 weeks.
- Students' Union brand guidelines and logos
Brand Guidelines
- Just call us the Union. No need to use the full title or abbreviate. The Union will do just fine.
- Remove any trace of any old logos.
- The new logos are a below this section. Please don't mess around with them. You should only use them in the colours you see below and don't stretch them.
- If you can, get your web addresses and social media handles updated to remove UCLU if you had it.
- Make sure the info on your club/soc page on the website is engaging and up to date. This is going to be the first port of call for new students and you'll want to look good.
Students' Union UCL Logos
TeamUCL Logos
We know that as a member of a sports team, where you're from and who you represent is a source of pride, and central to your team spirit. That's why we've created TeamUCL - here's how to use it.
- Display this badge with pride on your kit, your posters and your social media. It's a sign that you're part of a leading sporting institution and will strike fear into the hearts of your opponents.
- Shout about the blood, sweat and tears that go into being the best by posting to your social media with #TeamUCL. Share your eye-wateringly early training sessions, pre-match carbo loading and newly-achieved personal bests with us and the other members of the UCL sports community and show everyone exactly what it means to be #TeamUCL.
If you want to turn the TeamUCL shield into a logo for your club, all you need to do is put the name of your sport underneath. Please don't edit or add anything to the logo itself.
Please read the TeamUCL Identity Guidelines before using these logos.
