Brookes Union - Freshers' Media Guide 2018

HE S E R

RS

a i d me F

E D I GU Want to reach in excess of 5,500 new Oxford Brookes Students?

With a combined spending power of ÂŁ50 billion and an average individual spend of over ÂŁ20,175 per year, students form a highly lucrative market.

CONTENTS

FRESHERS

Brookes Union fair trade cotton shopper “Goody” bag inserts................ 3

Living away from home, students are deciding which brands to buy, use and trust for the first time. That’s why attracting them to your product or service has huge potential for generating long-term brand loyalty.

It’s also why they’re the most profitable group in the 18 to 24 age bracket.

“Goody” bag inserts for freshers starting in Semester 2........................... 3 Freshers mini-site banner ad (exclusive) ............................................. 4 Freshers mini-site advertorial ............ 5 Brookes Union Handbook advert (exclusive)................................... 5 Welcome to Oxford Guide.................... 6 Freshers Fair stalls................................. 8 Freshers Fair sponsorship (exclusive)............................................. 10 Some of our satisfied customers....... 11 Terms and conditions.......................... 12 Booking forms...................................... 14

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Our range of advertising options gives you the opportunity to reach our students directly, in a format that suits you.

Brookes Union Freshers Fair is now located on the busy Gipsy Lane Campus.

The Fair will take place in and around the award winning new John Henry Brookes building.

The Fair now takes place on one day only with all students attending on this day.

Please see page 8 for details on stalls at the Fair.

To book call 01865 484 613 or email mstorey@brookes.ac.uk

BROOKES UNION FAIR TRADE COTTON SHOPPER “GOODY” BAG INSERTS If you’d like to reach students in advance of the Freshers Fair, you can insert an item into 3,000 of our bags which will be distributed throughout induction. If you can’t attend the Fair but would like a presence, you can insert an item into 3,000 of our bags which will be distributed throughout the Fair. Why not keep students aware of your brand by inserting an item of use on a regular basis like a branded pen or playing cards. To add impact to your communication, this year there will be a limit of 3 paper inserts per bag.

Cost For 3,000 bags distributed at induction

£650

For 3,000 bags distributed at Freshers Fair

£650

“GOODY” BAG INSERTS FOR FRESHERS STARTING IN SEMESTER 2 Oxford Brookes has between 500 and 1000 new students who start at the beginning of Semester 2. We will be welcoming them and presenting them each with a goody bag. Why not insert a branded highlighter, mug, tea towel or pen into our goody bags so that they can be reminded of your product or service throughout the rest of their time at Brookes...

Cost Leaflet

£150

Usable branded item

£100*

*50% discount for those who have participated in the September Freshers Fair

To book call 01865 484 613 or email mstorey@brookes.ac.uk

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FRESHERS MINI-SITE BANNER AD (EXCLUSIVE) Do you want new students and their parents to think about your product or service before they arrive at Oxford Brookes? Do you have a product or service which a student’s parents might want to buy for their child?

During August, before term starts, our 5,500 new students will be directed by ourselves and by Oxford Brookes University to our new Freshers mini-site.

This mini-site will reassure students, giving them useful information and tips about living in Oxford, the services Brookes Union offers, Freshers’ events and what to expect from Freshers’ week.

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To book call 01865 484 613 or email mstorey@brookes.ac.uk

Place your banner ad on every page of this site and be sure that your brand/ communication will reach our students at a time when they are planning for their student life and the year ahead.

Cost £995

FRESHERS MINI-SITE BROOKES UNION HANDBOOK ADVERT ADVERTORIAL (EXCLUSIVE) You can also place an advertorial and picture our new mini-site.

This is a pertinent opportunity to aid students in their preparations for uni and advise them of the benefits of your product or service. There are just three advertorial slots available.

Cost £495 All advertorials will be subject to the approval of Brookes Union.

FRESHERS 2018

Do you want your advert to be viewed extensively, before Freshers, during Freshers and at events later in the academic year, after Freshers?

Our Fold-out Handbook is the most widely distributed item at Brookes Union. As well as being distributed via our Pre-arrivals Mailer and handed out during Welcome Week, it’s handed out at Open Days, Applicant Days and Cross-campus events, stocked in our leaflet racks, and handed out from our reception desk.

Brookes Union Handbook is ideal for those wishing to promote to new, existing and prospective students – nothing else has such a unique reach.

Cost £1,500

To book call 01865 484 613 or email mstorey@brookes.ac.uk

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WELCOME TO OXFORD GUIDE This year your advert will go twice as far, since a link to the digital Guide will be included in our welcome letter. Our welcome letter is sent to students with confirmed places in August, approximately 1 month before our Freshers Fair, making the communications in the Welcome to Oxford Guide among the first to be seen by new Brookes students and providing an ideal opportunity for you to introduce your brand before reinforcing it at the Fair itself.

This high quality A5 booklet contains friendly useful information about Oxford – what to do and where to go.

Used by students as a point of reference throughout their first months and beyond, this guide is an excellent way to generate / raise awareness of your brand.

A digital copy of the Guide is also placed for students to look at on our web pages. Our 2016/17 Guide is on our web pages at present. To see it, please go to www.brookesunion.org.uk/ welcometooxford.

2. An advertorial page, where you provide copy, logo and picture(s) and we design your advert, using our fonts and colour schemes, so that it fits seamlessly in to the guide. Your advertorial will be placed in the section of the guide which is most relevant to your organisation / business.

The page will look like one of the guide’s articles – not an advert.

Cost Advertorial / advert page (A5 portrait)

£425

Half page (A6 landscape)

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There are two Welcome Guide options:

£215

1. A traditional advert, where you send us your advert and we drop it directly in to the Guide. You can choose from: a full page (A5 portrait), or a half page (A6 landscape).

Inside front cover (A5 portrait)

To book call 01865 484 613 or email mstorey@brookes.ac.uk

£800

Back cover (A5 portrait)

£950

To book call 01865 484 613 or email mstorey@brookes.ac.uk

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FRESHERS FAIR STALLS Do you want to market your products and services to our student body at the earliest opportunity?

Do you want to influence student purchasing habits at the very outset of their university life?

If you are booking an indoor stall, this year it will be possible to buy graphics for your stall. You can choose from either rollable PVC graphics or foamex board graphics.

Cost

Our Freshers Fair comprises of more than 100 stalls and is attended by around 7,000– 8,000 students.

Platinum Plus (high visibility, outdoors, suitable branded vehicles, 3m x 3m)

With new students making lifestyle and brand choices that will remain with them throughout their time at Oxford Brookes and later into adult life, this is a crucial time to raise awareness of your company on a face to face basis with our students.

Platinum (high visibility, outdoors, 3m x 3m)

You will be nestled amongst our numerous and varied Student Societies, to give your stall extra impact and authenticity.

Book a stall to encourage lasting brand loyalty and get a head start on your competitors.

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£1,500*

£1,400*

Platinum (high visibility, indoors, 3m x 3m)

£1,300*

Gold (high visibility, indoors, 2m x 2m)

£1,050*

Silver (normal visibility, indoors, 2m x 2m)

£900*

To book call 01865 484 613 or email mstorey@brookes.ac.uk

FRESHERS All booking for fresher stalls must be received by 31st August and paid for by 7th September.

Later bookings will be accommodated only if possible.

Graphics for indoor stalls

£60 per square metre £480 for a standard Gold or Silver sized booth £720 for a standard Platinum sized booth (based on two 3m x 3m panels) *5% discount will be given if payment for either platinum, gold or silver rate stalls is received before the end of July

To book call 01865 484 613 or email mstorey@brookes.ac.uk

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FRESHERS FAIR SPONSORSHIP (EXCLUSIVE) Freshers Week at Oxford Brookes is one of our busiest times of the year, and one of the highlights of the students’ calendar. We can offer an exclusive sponsorship package guaranteeing you maximum coverage when it matters the most.

Cost £4,350

Freshers Sponsorship Includes: • L ogo on all Freshers promotional material including front page of Welcome to Oxford Guide, Freshers Fair posters & flyers and Freshers student staff t-shirts • V inyl banner placed in a highly visible area for the entire Freshers Week (banner to be provided by company at own expense) • P latinum rate Freshers Fair stall – you will get first pick of the available stalls • L eaflet/item insert in the Freshers Goody Bags • Leaflet/item insert in the Freshers Goody Bags for Semester 2 • F ull page advert or advertorial in the Welcome to Oxford Guide • ‘As sponsored by’ and your logo on the Pre-Arrival Freshers mini-site

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To book call 01865 484 613 or email mstorey@brookes.ac.uk

SOME OF OUR SATISFIED CUSTOMERS

To book call 01865 484 613 or email mstorey@brookes.ac.uk

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THANK YOU We’re here to make sure our students love their time at Oxford Brookes. Your advertising helps us achieve this. This is because your money is used to support services like our student advice centre, our student societies, our academic support and our safety bus.

CONTACT US To find out more about any of our advertising opportunities or to discuss more bespoke opportunities, please contact Molly Storey.

Email: mstorey@brookes.ac.uk Tel:

01865 484613

Fax: 01865 484799 All prices are subject to VAT

TERMS AND CONDITIONS Please read the terms & conditions before you complete the booking form

GENERAL 1.1 We reserve the right to refuse distribution of any material or to support any activity that we deem to be unsuitable. This includes, but is not limited to material that contravenes our Equal Opportunities policy, which is available on request. Our decision is final.

1.2 If you are unsure about the suitability of your promotion or any material, please send a copy of the material or an outline of the promotion to: Molly Storey, Brookes Union, John Henry Brookes Building, Gipsy Lane, Headington Campus, Oxford OX3 0BP. 1.3 If you have booked advertising and your material is deemed unsuitable for distribution, no refunds will be given.

1.4 Clients may only promote their own products or services. If a client promotes a third party, we reserve the right to terminate their activity in accordance with our cancellation policy as outlined in 3.2.

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To book call 01865 484 613 or email mstorey@brookes.ac.uk

1.5 Brookes Union take no responsibility for the content of any advertisements or promotions, and will not be held liable for any transactions that may be completed as a result of the promotion or advertisement at Brookes Union.

PAYMENT 2.1 New companies are required to make payment upfront. Once an account has been established, future orders will be invoiced within 30 days of the activity taking place.

2.2 All Freshers orders must be paid by the end of the first week in September.

2.3 Payments should be made payable to The SU.com Trading Ltd.

CANCELLATION 3.1 All cancellations must be in writing to: Molly Storey, Brookes Union, John Henry Brookes Building, Gipsy Lane, Headington Campus, Oxford OX3 0BP. 3.2 Where a cancellation is made more than 60 days prior to the publication or event date, there will be no charge. Where a cancellation is made more than 45 days prior to the publication or event date, 50% of the agreed fee will be payable.

Where a cancellation is made more than 30 days prior to the publication or event date, 75% of the agreed fee will be payable.

Where a cancellation is made less than 30 days prior to the publication or event date, 100% of the agreed fee will be payable.

LIABILITY 4.1 In the event that for any reason Brookes Union shall cancel all or any part of a publication, or be unable to perform their obligation under this agreement, the liability of Brookes Union shall be limited to the refund of any payments made by the exhibitor to the students’ Union under this agreement.

4.2 Brookes Union shall accept no liability with regards to attendance figures to any event.

FRESHERS MINI-SITE ADVERTORIAL 5.1 All advertorials will be subject to the approval of Brookes Union.

FRESHERS GOODY BAGS 6.1 Brookes Union take no responsibility for any inserts, leaflets and / or posters. You accept full responsibility for the quality and safety of any product we insert into our Goody Bags on your behalf.

6.2 Size and weight per insert into our Freshers Goody Bags must be agreed with Brookes Union in advance.

6.3 Freshers Goody Bag inserts must be delivered to us by 1st September.

6.4 Please ensure that any inserts sent to Brookes Union are clearly marked for the attention of Molly Storey, and sent to the following address: Molly Storey, Sales & Advertising Coordinator, Brookes Union, John Henry Brookes Building, Gipsy Lane, Headington Campus, Oxford OX3 0BP. Brookes Union cannot accept responsibility for the loss or delay of any delivery that is not clearly marked.

100% of the invoice amount will still be chargeable if inserts are not included due to a delay caused by an incorrectly addressed delivery.

FRESHERS FAIR 7.1 Exhibitors may only promote their own products or services. Any stall holder found promoting a third party will be asked to leave and be escorted from the premises if required.

7.2 Exhibitors must only promote products and services from the immediate vicinity of their stall. Anyone seen distributing promotional material or collecting data elsewhere on the premises will be asked to leave.

7.3 Exhibitors are responsible for the security and safety of their property.

Brookes Union cannot be held responsible for damage or theft unless caused by gross negligence on the part of the Brookes Union. Any equipment or product stored overnight at Brookes Union is at the entire risk of the exhibitor.

7.4 Any damage caused by an exhibitor to backing boards, walls, ceiling or flooring including any cleaning costs, will be recharged.

7.5 All aspects of an exhibitors stall, including the promotional material and staff, must comply with Brookes Union’s Equal Opportunities policy.

7.6 We can accommodate one parking space per commercial rate booking.

You may use our loading bay to unload materials, but you must take your vehicle off the premises afterwards if you don’t have an allocated parking space for it.

7.7 For environmental reasons, exhibitors are not permitted to distribute plastic bags at the Fair.

ARTWORK 8.1 If you are supplying your own artwork you can send it to us in digital format by post, email su-sales@brookes.ac.uk, or in person. Artwork for print should be print resolution (300ppi), CMYK, fonts outlined, and submitted as pdf, jpeg or tif. Allow 3mm bleed and add trim marks if possible.

8.2 Artwork for advertorial pages in the ‘Welcome to Oxford Guide’ should be supplied as layered files (InDesign / Photoshop) to allow us to change the arrangement and sizing of elements.

11.2 Brookes Union does not accept responsibility for any loss or damage resulting from error, late publication, non publication, or failure of any cause.

8.3 Artwork for web or email should be screen resolution (72ppi), optimised for the web, and saved as png, jpeg or gif.

Website artwork should be supplied with a URL for the web ad to link through to.

11.3 Photographs, artwork etc. can be returned if requested. However, Brookes Union does not accept any responsibility for loss or damage, and is not an insurer for such articles.

INDEMNITY 9.1 You shall indemnify us against all loss, actions, costs, claims, demands, expenses and liabilities whatsoever which we may incur either at common law or by statute in respect of personal injury to or death of any person or in respect of any loss or destruction of damage to property (other than as a result of any default or neglect of ourselves or of any person for whom we are responsible) which shall have occurred in connection with any work executed by you under this contract.

11.4 Advertisers must warrant that the information in their entry(ies) is accurate and not a breach of the Trade Descriptions Act (1968) or any subsequent Acts. Brookes Union does not take any responsibility for inaccurate or misleading information.

SIGNATORY 10.1 Where a signatory does not have the necessary authority to make purchase orders and has signed this order, Brookes Union reserves the right to pursue any claim for outstanding monies from the signatory themselves.

11.5 Corrections, changes and amendments must always be confirmed in writing.

DATA PROTECTION 12.1 Any company that collects data whilst promoting at Brookes Union must be compliant under the Data Protection Acts 1998 and 2003.

LAW 13.1 This contract shall be subject to English law and the jurisdiction of the English Courts.

ADVERTS & ADVERTISING 11.1 Brookes Union reserves the right to refuse any unsuitable copy.

To book call 01865 484 613 or email mstorey@brookes.ac.uk

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FRESHERS FAIR STALL BOOKING FORM

Part one

Before completing this booking form, please read the Terms & Conditions on pages 10–11. Please note, all prices within this Media Pack are EXCLUSIVE OF VAT. Please tick the relevant box(es).

Freshers Fair Stalls – Platinum Plus (high visibility, outdoors, suitable for branded vehicles, 3m x 3m) Backing Board

Parking Space

Freshers Fair Stalls – Platinum (high visibility, outdoors, 3m x 3m) Backing Board

Parking Space

Freshers Fair Stalls – Platinum (high visibility, indoors, 3m x 3m) Backing Board

Parking Space

Graphics

Freshers Fair Stalls – Gold (high visibility, indoors, 2m x 2m) Backing Board

Parking Space

Graphics

Freshers Fair Stalls – Silver (normal visibility, indoors, 2m x 2m) Backing Board

Parking Space

Graphics

Proposed activity Please give a short overview of activity planned on your stand, and any equipment you are planning to use.

Please note that any activity which is not agreed at the point of booking will not be able to take place.

Please note if you propose to do anything other than hand out promotional material or want to adapt your stand in any way.

This must be done at least two months or more, before the date of the fair.

Please note the details of any promotional material you plan to hand out.

Please note that where this information is not provided in advance, Brookes Union reserve the right to refuse the activity.

FRESHERS FAIR STALL BOOKING FORM

Part two

Please select whether any of the activities below apply to your stand Food distribution

Filming, recording

Sampling (food/drink)

Hazardous substances

Cooking

Marquees/temporary structures

Performance

Noise including playing music

Use of compressed gas

Vehicles

Please email your completed form to:

Molly Storey

Email: mstorey@brookes.ac.uk

Please email your risk assessment and public liability insurance certificate to:

Nikki Smith

Email: nicola.smith@brookes.ac.uk

All exhibitors must be set up by 10:00 am

Please note that

Please note that under no circumstances are you to put anything on the walls or surrounding area. Backing boards must be used with the velcro squares provided on the day.

Please do not use anything other than velcro to attach your signs and posters to the board, as pins, glue and blue tack damage the boards. You will be charged for any damage caused.

• you are only permitted to undertake the activity pre-agreed in the ‘Freshers Stall Form’ you completed

Risk Assessment

• you may not distribute tickets for club nights

Please note that Oxford Brookes Union operates in accordance to the E guide and will require a full risk assessment for any of the activities listed above and further activity which is deemed to be subject to risk assessment. Please ensure that a full risk assessment for your stand activity is submitted to Brookes Union no later than 28 days prior to the date of Freshers Fair.

• there is a limit of four attendees per stall

Facilities required

All posters and publications displayed in, or distributed through the Union should include a fair representation of the student body.

Care should be taken to avoid stereotypical, discriminatory or inflammatory images or language. Positive images should be used wherever possible. This includes all materials provided by outside organisations.

Please note that the basic package for a stand is one trestle table, one backing board, two chairs.

Electrics 13 amp socket – Electrics ordered to spec based on activity.

Please confirm how many 13 amp sockets you require.

Wifi connection Please ensure that if your stand is dependent on Wifi you will need to make independent arrangements for this as connections to the existing network cannot be guaranteed.

• you are not permitted to distribute alcohol at the Freshers’ Fair • you are not permitted to promote any third party companies

• you are not permitted to leaflet away from your stall.

Advertising material Any advertising material must adhere to our equal opportunities policy which is:

Any company whose advertising material contravenes this policy will not be permitted to distribute this material.

Anyone in breach of these regulations will be removed from the premises.

Office use Risk Assessment received

Public Liability Insurance certificate received

PAT testing certificates for any equipment

BOOKING FORM Before completing this booking form, please read the Terms & Conditions on pages 10–11. Please note, all prices within this Media Pack are EXCLUSIVE OF VAT. Please tick the relevant box(es).

Welcome to Oxford Guide Welcome to Oxford Guide Advertorial or Advert – A5 portrait Welcome to Oxford Guide Advert – A6 Landscape Goody Bags Brookes Union Fair Trade Cotton Shopper “Goody” Bag Inserts: pre-fair Brookes Union Fair Trade Cotton Shopper “Goody” Bag Inserts: at the fair Goody Bag items for Freshers starting in Semester 2 Freshers Sponsorship Exclusive Handbook Advert

Exclusive sponsorship

Exclusive Freshers mini-site sponsorship

Freshers mini-site advertorial

Company Name Please return this form to:

Communications Department, Brookes Union, John Henry Brookes Building, Gipsy Lane, Headington Campus, Oxford OX3 0BP

Address

Email: su.sales@brookes.ac.uk

Postcode

Fax: 01865 484799

Contact Name

Tel: 01865 484 613 / 484 736

Email Telephone Fax Please find enclosed a cheque made payable to The SU.com Trading Ltd. Please invoice us, our official purchase order number/code is

By signing this form I accept the Terms & Conditions as detailed in this guide.

Sign

Print

Please Note: Our stalls comprise of one trestle table (approx. 150 x 80cm), two chairs and, if requested, one backing board (approx. 2m high x 1m wide). If you wish to bring your own backing board, please check that it will fit into this space. If you have any concerns about this please contact us.

We can accommodate one parking space per Platinum, Gold or Silver booking. You may use our loading bay to unload your materials, but you must take your vehicle off the premises after unloading, if you don’t have a valid parking permit for it. Each stall holder will be issued with one parking permit (if requested) before the fair. This must be presented to the security guard at the Fair entrance.