STANDARD OPERATING PROCEDURE (SOP) BOOKING OF CPUT BRANDED ELEMENTS FOR EVENTS 1. PURPOSE This Standard Operating Procedure (SOP) outlines the process for departments and faculties to request the temporary use (hire/booking) of CPUT branded marketing and corporate visibility items for official CPUT events. The Marketing and Communication Department (MCD) has a limited number of corporate branding elements available to assist departments with brand visibility at CPUT events. MCD cannot guarantee availability of any item, particularly during periods when multiple institutional events are taking place. 2. IMPORTANT INFORMATION •
Stock is limited and MCD cannot guarantee availability of any item, particularly during periods when multiple institutional events are taking place,
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Requests for branded items must be submitted to MCD at least one (1) week prior to the event to allow sufficient time for stock availability to be checked.
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Availability will be confirmed by MCD in writing. A request does not constitute confirmation of a booking. Items will only be considered booked once MCD has confirmed availability. Departments are encouraged to purchase their own corporate marketing elements where these items are required regularly for departmental events.
Brand Approval All new or newly manufactured CPUT branded marketing elements must comply with the CPUT corporate identity and require prior MCD approval. Departments and Service Providers must liaise with MCD regarding the approval of artwork and the use of the CPUT logo. Please refer to the: SOP and Guideline: CPUT Procurement and Brand Management of Corporate Gifts, Clothing and Merchandise and Elements
3. AVAILABLE CPUT BRANDED ITEMS MCD has a limited number of the following items available for departmental events, subject to stock availability: Item Gazebo Wall Banner Faculty Banner Telescopic Banner Tablecloths
Availability Limited – as per booking form Limited – as per booking form Limited – as per booking form Limited – as per booking form Limited – as per booking form
Tablecloths - Tablecloths are limited as per the booking form and subject to availability. Please note: CPUT branded tablecloths are for Registration Tables only and must not be used for catering tables. Departments should consider purchasing their own branded tablecloths if they require them regularly for events. 4. BOOKING PROCEDURE All requests must be submitted using the prescribed CPUT Branded Items Order/Booking Form. Step 1: Send and email to request the booking form: Ms Kay-Lynn Basson bassonk@cput.ac.za Step 2: The completed form must be emailed back to MCD to check stock availability. Step 3: MCD will check the requested items against available stock. Step 4: MCD will email the requesting department to confirm: • • • •
Whether the requested items are available; The quantities available; The collection arrangements; and Any other relevant conditions relating to the booking.
Please await written confirmation from MCD before planning based on the requested items. 5. BOOKING DEADLINES - NO EXCEPTIONS. To ensure that MCD has sufficient time to manage stock and prepare items for collection: •
REQUEST should be submitted to MCD at least 1 week before the event.
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FINAL ORDER should be placed at least 3 days before the event.
Late requests may not be accommodated due to stock availability, preparation requirements and operational constraints. 6. COLLECTION OF ITEMS Departments are responsible for making their own arrangements to collect the booked items from the Bellville Campus. Collection Point: Auditorium – Bellville Campus Collection Days and Times: Mondays and Thursdays only 10:00 – 11:00 Unless otherwise communicated by MCD, collection will be on the day immediately preceding the event, subject to the applicable collection schedule. Departments should ensure that an appropriate person is assigned to collect the items and that sufficient transport is available for the items requested. 7. CHECKING ITEMS ON COLLECTION IMPORTANT: Departments must inspect and check all items at the time of collection. The person collecting the items must verify that: • • • •
The correct items have been issued; The quantities are correct; Items are in good condition; and Any existing damage is brought to the attention of MCD immediately.
Any damage or discrepancy identified after the items have left MCD’s custody may be deemed the responsibility of the requesting Faculty/Department unless it was recorded at the time of collection. 8. RETURN OF ITEMS All hired/borrowed CPUT branded items must be returned to MCD within two (2) days after the event. NO EXCEPTIONS Departments are responsible for ensuring that all items are returned within the stipulated period. Items must be returned in the same condition in which they were collected. 9. DAMAGE, LOSS OR REPLACEMENT The Faculty/Department is responsible for the items from the time of collection until they are returned to MCD.
If any item is: • • • • •
Lost; Damaged; Broken; Missing components; or Returned in a condition that requires replacement,
the Faculty/Department will be liable for the replacement or repair cost, based on the current cost of the item. MCD reserves the right to recover the applicable replacement or repair cost from the Faculty/Department responsible. 10. RECOMMENDATION TO DEPARTMENTS Departments that regularly host events are encouraged to invest in their own branded corporate marketing elements, particularly: • • • • • •
Branded tablecloths; Gazebos; Banners; Telescopic banners; Lollipop stands; and Other frequently required marketing elements.
This will reduce reliance on MCD’s limited stock and ensure that departments have the necessary branding available when required. All independently purchased or manufactured CPUT branded elements must comply with the CPUT Brand Manual and be submitted to MCD for artwork and corporate identity approval before production. 11. RELATED GUIDELINE For the procurement, design, manufacture and brand approval of CPUT marketing elements, please refer to: SOP and Guideline: CPUT Procurement and Brand Management of Corporate Gifts, Clothing and Merchandise and Elements