How to Publicise Activities and Events

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, try to 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 to!

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

Events added to the What's On Calendar will feature in the weekly newsletters sent to all students. 

Social Media

We'll repost your events and content on our Instagram every Monday. Please tag us in your content (stories or posts) by 11:00 on Monday. 

If you would like to feature on our social media - for example sharing a blog post of video about your group, let us know by emailing Saskia at [email protected]! 

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 the guide on How to spend money from your Club or Society Account. 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.
 

Website and Email Newsletters

There are lots of online ways to advertise your events. Most importantly, add all of your events to the What's On calendar as this is students' number one way of finding out what you're up to, especially if they aren't a part of your club/society yet. Presidents and treasurers have access to add events to the calendar.

We also send out all student emails every week, which includes 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.

Every Monday we send out a 'What's On this week' email to all students. The content is chosen from the What's On calendar, so it's really important your event is on there. If you want to feature on that email, contact us via [email protected] by Wednesday for inclusion the following Monday.

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. Banners can be put up outside 25 Gordon St, or the Lewis' Building. To put up banners elsewhere around UCL, please contact UCL Room Bookings.

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. 

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