MCD EVENTS SUPPORT GUIDELINE AND STANDARD OPERATING PROCEDURE (SOP) 1. PURPOSE The Marketing and Communication Department (MCD) is a strong supporter of CPUT events and recognises the important role that institutional events play in advancing the University’s strategic objectives, stakeholder engagement and institutional reputation. However, it is neither practical, necessary nor desirable for MCD to arrange or be directly involved in every event hosted by CPUT. MCD’s role will therefore vary according to the nature, scale and strategic importance of the event. MCD may take responsibility for coordinating selected institutional events, provide guidance and support to event organisers, or serve on planning committees in an advisory capacity. Initial Planning and Consultation with MCD For all major institutional events, functions, conferences, workshops, launches and events involving senior University leadership, external stakeholders or dignitaries, the organising department is encouraged to invite MCD to the initial planning meeting. Early involvement of MCD is important to ensure that appropriate guidance can be provided from the outset on: •
Protocol: Appropriate arrangements for the Vice-Chancellor, Executive Management, Council members, government officials, international guests, dignitaries and other VIPs.
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Corporate Identity: Correct application of the CPUT corporate identity, branding, signage, invitations, programmes, backdrops and other visual elements.
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Marketing and Communications: Appropriate positioning, promotion and communication of the event, including media requirements and social media opportunities.
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Event Planning: Key considerations that may impact the University's reputation, stakeholder experience and overall event delivery.
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Photography and Media Coverage: Early identification of requirements and booking of appropriate communication resources.
Inviting MCD at the initial planning stage allows potential protocol, branding and communication requirements to be identified and addressed before arrangements are finalised. This avoids unnecessary costs, last-minute changes and inconsistencies in the University's corporate representation.
The organising department remains the event owner and is responsible for the overall planning, coordination, budget and execution of the event, unless otherwise agreed with MCD. MCD should therefore be consulted at the outset of major events, rather than only when branding, invitations or media support is required.
2. MCD’S ROLE MCD may provide assistance and guidance in the following areas: • • • • • • • • • • • •
Corporate identity and branding Marketing and promotion Media and communications Event planning and coordination Protocol and hosting of dignitaries Invitations and event-related communication Stakeholder engagement Event logistics and venue considerations Catering and décor guidance Photography and media coverage Entertainment Conference and event materials
The level of MCD involvement will be determined by the nature and requirements of each event.
3. ANNUAL CPUT EVENTS COORDINATED BY MCD MCD is responsible for arranging key annual institutional events, including but not limited to: • • • • • •
VC’s First-Year Welcome Address Open Days / Career Days Professorial Inaugurations Doctorandi Dinner Honorary Doctorate Lunches Other designated institutional events
4. EVENTS SUPPORTED BY MCD MCD provides guidance and assistance to the Secretariat with Executive Management (EM) and Council events, including: • • • •
Council Dinners VC Events Seminars and workshops Catering arrangements
• •
Breakaway sessions and seminars Other designated EM and Council functions
5. OTHER CPUT EVENTS MCD provides guidance and support, where required, for major CPUT events, including but not limited to: • • • • • •
Graduation Long Service Awards Dome of Remembrance events Launches Departmental conferences and seminars Functions and special events
The organising department remains responsible for the overall planning, coordination, budget and execution of its event unless otherwise agreed with MCD.
6. PROCEDURE FOR REQUESTING MCD ASSISTANCE For major special events, functions, conferences, workshops, launches and similar activities, MCD will collaborate with the requesting department to provide appropriate guidance and assistance. Where required, MCD will attend planning meetings and provide input on the following: Event Planning • • • • •
Date and time Venue identification and booking Availability of the Vice-Chancellor and other principals Guest list and special guests Event programme and requirements
Invitations and Communication • • • • •
Design of official invitations Event marketing and promotion Media and communications Booking of a Communications Officer Photography and other communication requirements
Note: RSVP management, guest confirmations and final guest lists remain the responsibility of the department hosting the event. Logistics • •
Catering and budget considerations Décor requirements
• • • • •
Liaison with Facilities Liaison with the Nursery Campus Protection Services Entertainment Conference materials such as lanyards, notepads and pens, where applicable
Protocol MCD will provide guidance on appropriate protocol requirements, particularly for events involving: • • • • •
Government officials Ministers and Deputy Ministers MECs and Mayors International dignitaries Other VIP guests
MCD will also advise on protocol requirements relating to Ministerial visits. National and International Delegates Where necessary, MCD can assist in the procuring of an appropriate agency to support: • • • • •
Flights and travel arrangements Airport transfers and transport Hotel accommodation Conference arrangements Logistics for national and international delegates
Any such arrangements will be undertaken in consultation with the requesting department and subject to applicable CPUT procurement procedures and budget availability.
7. RESPONSIBILITY OF THE REQUESTING DEPARTMENT The department requesting MCD assistance remains responsible for: • • • • • • • •
Event budget and funding RSVP management Final guest list Content and programme requirements Subject-matter coordination Approval of expenditure Department-specific logistics Ensuring that all relevant internal approvals are obtained
MCD’s involvement does not transfer overall event ownership from the requesting department unless MCD has specifically been assigned responsibility for the event.
8. CONCLUSION MCD remains committed to supporting the successful delivery of CPUT’s institutional events and ensuring that the University’s corporate identity, reputation and communication standards are consistently maintained. A collaborative approach between MCD and the respective organising department will ensure that events are professionally managed while clearly defining responsibilities and avoiding duplication of functions. Compiled by: Cathy Cloete Marketing and Communication Department (MCD)