upsu marketing and communications guidelines

MARKETING AND COMMUNICATIONS GUIDELINESUNIVERSITY OF PORTSMOUTH STUDENTS’ UNION

SEPTEMBER 2010PAGE 1

MARKETING AND COMMUNICATIONS GUIDELINESSeptember 2010



CONTENTS

PAGE SECTION

3 Introduction

4 Marketing department

5 Getting your materials made

5 Planning

6 Production

7 Design, print and digital

8 Photography and filming

9 Students’ Union logo

11 Alternative logos

11 University crest

12 Colours

12 Type face

13 Describing the Union

14 Email Accounts

15 Templates

16 Telephone

17 HOW TO GUIDES

18 Web: Minisites

19 Web: Events listings

20 Web: News articles

21 Web: Targeted emails

PAGE SECTION

22 Web: Facebook

23 Web: Twitter

24 Booking photographic kit

25 Press releases

26 Brochures

26 Flyers

27 Posters

27 Certificates

28 Vinyl banners

28 Quick stands

28 Special requests

29 Sponsorship

29 Activities Sponsorship

30 Event Sponsorship

32 Sponsorship Opportunities

33 Standard Formats

34 Useful Information



Crucial to the success of the University of Portsmouth Students’ Union is excellence in marketing and communications.

Strong marketing and communications is vital in conveying the values, identity and ambitions of the Students’ Union and must not only reflect the Students’ Union as it is today but convey to our stakeholders the vision we have of our future.

The student market is incredibly competitive and therefore it is absolutely crucial our communica-tions always project a consistent and professional image whilst also providing that element of fun that encourages engagement on a student level.

This guide has been created by the marketing team to help you create effective marketing and communications materials. It gives practical advice about using the Students’ Union logo and will help you to understand the design templates and styles agreed by the Students’ Union. These al-low you to express your department’s particular personality within defined boundaries and to get the best design in the most cost effective way. The step-by-step guide should provide you with all the information you need to get your material produced.

Tom WormanMarketing Coordinator

INTRODUCTION



Marketing exists to deliver consistent and accurate information about the Union activi-ties, events and campaigns across a range of formats, online and off-line, to external and internal audiences. The marketing team is split into three main areas:

• Print Media and Marketing• Web and Digital Marketing • Sponsorship and Commercial Partnerships

Further information on how these teams contribute to delivering effective marketing communica-tions materials can be found in this guide. Promotional and marketing materials encompass every-thing from a poster to a brochure or a website to a video, aimed at any other of our many audiences.

To ensure consistency and quality across all printed and digital communications all promotional materials should be cross checked via the marketing department.

MARKETING DEPARTMENT



1. Contact the appropriate member of the Union marketing team for advice. Contact details can be found online at www.upsu.net/marketing. Contact must be made at least four weeks in advance of product delivery

2. Once contact has been made, organise a date with a Union marketing staff member to come in and fill out a marketing tracking form, which will include a brief outline of the job, quantities, format and budget if known.

3. Once the marketing tracking form has been filled out further meetings can be organised to refine ideas and proof designs, seek further advice from the Union marketing team member(s). You will be assigned a project lead who’ll be your main point of contact within the depart-ment.

4. The Union operates a digital customer relationship management system which allows for online updates to the status of your project, but as a department we encourage face to face interaction. You can login to this at anypoint on www.upsu.net/servicedesk

Some things to think about before planning your marketing materials.

• AUDIENCE: Who is this aimed at? What do they need to know?

• PURPOSE AND ObjECTIvE: What is the intended outcome or call to action?

• MESSAGES: What are the key things your audience need to know?

• CALL TO ACTION: How are you going to gain a response from your audience?

• DEADLINE: When do you need this by? Is it needed for an event?

• COST: What is your budget?

• DISTRIbUTION: How will this be distributed? Costs and schedules

We can supply production cost valuations for all marketing requests before any work is started.

Our standard timescales for all marketing materials (whether designed for print or designed for web) is four weeks from the project being set. Depending on the complexity of the job and vol-ume of work, you should use this timescale as a guide to planning your work.

For larger publications or mini-sites, during busy periods or if new photography is required, then this process may take longer but we will be able to advise you on this matter.

GETTING YOUR MATERIALS MADE

PLANNING



FINALISE THE COPYWe can compose the text with you or help to refine yours. You should read though the copy com-pletely and once it’s all agreed, we’ll move forward and create a proof. It’s important that you are happy with the text at this stage as making major text amendments at proof stage may cause a delay to production times.

AGREE FORMATSee page 29 for our standard formats. We can advise you as to the most suitable format for get-ting your message across.

COSTS AND SCHEDULESWe can supply print and design estimates and we’ll need to discuss the delivery date with you.

IMAGESWe have an extensive database of photography and if we don’t have the picture you want, we can arrange for a member of the team to take new pictures, or source an image for you for an ad-ditional cost. We can also discuss graphics or illustrative treatments.

If you want to use your own images, let us know and we can advise whether they are of sufficient quality. Images need to be at least 300dpi and you need to be sure that you have the necessary copyright clearance. Images going online need to be at least 72dpi and you still need to be sure that you have the necessary copyright clearance. If this isn’t clear please seek advice from a member of staff.

PROOF:We will send you a proof, or request you to come in to discuss and approve the design, please check through it carefully. We will be checking for tone and content but proof reading is the sole responsibility of the person(s) who are providing the text. After proofing we can meet to go through amendments or if they are minimal, these can be emailed.

PRINTED PROjECTS:Once the proofs are signed off and approved, we will confirm delivery details, quantities and schedule and then the job can be sent to print.

ONLINE PROjECTSOnce the text and the design proofs have been approved and a URL has been agreed with the marketing department the design will be finalised and made ‘live’. The department will offer train-ing to those wishing to keep the website content updated themselves.

PRODUCTION



DESIGNThere is a staff member responsible for Design, Print & Publications works on the major-ity of Union marketing publications & prints. We also use the services of approved student designers when appropriate.

Any design work can be discussed by emailing [email protected].

PRINTINGThe UPSU shop team undertake the printing of all standard size (A4 and A3) print jobs for the Union on their in-house equipment. You can also request large scale prints (A2 or larger) though these will be produced externally at the university printers in either Portland or Eldon buildings.

Students’ Union activities, sports clubs and societies must use purchase order or paying out forms when requesting print jobs, and will be charged accordingly. Union staff need to log their print jobs with the shop supervisor so that the job can be recharged to their spe-cific area. This will be dealt with by marketing where possible.

ONLINEUPSU.net is the Union’s award winning website - it receives over 1.5 million page views a year and acts as a central resource of information for student life. The website has a large impact on student life with regular visitors but to remain active it must be kept up to date with the latest information from the Union.

There are multiple marketing opportunities through www.upsu.net and other Union con-trolled online marketing resources which are listed below, however, each campaign varies in what would work best in terms of online marketing so it is recommended you discuss this with the web and digital marketing coordinator.

• Mini-site• Homepage hero• Site-wide banner advert• News article• Online events calendar• Youtube video channel• Facebook profile status update• Facebook fanpage update• Twitter Profile update• Targeted email campaigns

DESIGN, PRINT AND DIGITAL



PHOTOGRAPHY AND FILMINGWe have an extensive database of photography and videos managed internally by the team and if we can’t find existing images that are right for your materials, we can always organise a photo shoot or film shoot for you.

Usually, we will coordinate the photography which is intended to be used in marketing materials but you can book the photo shoots for other non-marketing related events. When enquiring about a photo shoot please ensure you have the following details:

• Date required• Length of time required for shoot• Location• Purpose

We will not be able to confirm your booking without this information.

For enquiries, email [email protected]

If you have some photos that you would like to use you need to provide us with a JPEG of 300dpi or above. We will advise you if the quality is not sufficient or if we think the image is not appropri-ate.

PHOTOGRAPHY AND FILMING



The logo consists of spheres and half spheres, and the words ‘UPSU’ and ‘Representing Port-smouth Students’, as a single entity. It is an essential part of the UPSUs visual identity and as such must not be redrawn or altered and appear on all outward facing marketing.

Obtaining the correct logo is easy. Each of the formats for web and print is available to download from the UPSU Marketing Department’s webpage: www.upsu.net/marketing

The logo can be used:• In full colour using orange (pantone 021) and purple (pantone 2617)• In one solid colour

The logo must not be:• Skewed or distorted• Added to• Dissected/used in sections

THE STUDENTS’ UNION LOGOS

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STAFF

DESIGNSTUDIO



SOCIETIESThe Societies Logo is available to use on promotional materials and society hoodies but only after the VP Societies and Community, Societies Coordinator or Marketing Coordinator has checked how it shall be presented and agreed its use. The University crest and Logo is not available for any societies to use. Using the crest or logo without permission from the University will result in action being taken against the society and its committee members.

ATHLETIC UNION CLUbSThe Athletic Union Logo is available to use on promotional materials and sportswear but only after the VP Sports, Sports Administrator or Marketing Coordinator has checked how it shall be pre-sented and agreed its use. The University crest and Logo is not available for any sports clubs to use. Using the crest or logo without permission from the University will result in action being taken against the sports club and its committee members.

PERMISSION FOR OTHER ORGANISATIONS TO USE OUR LOGOIt is sometimes permissible for other organisations to use our logo. This is usually where the Union has a recognised relationship with the external organisation. Care must be taken that our logo is not used to endorse or promote services or products where the Union does not have an official relationship with the supplier. Please contact us if you are unsure whether another organisation can use our logo.

OTHER LOGOSOther organisations’ logos are often required on Union publications & mini-sites. For example, the University of Portsmouth Sport & Recreation department logo is required on The Athletic Union Guide. Other organisations’ logos should not be used on our printed materials unless the Union has official links with the organisation. If another logo is required, the logo should be provided by the organisation, as a high-resolution electronic file, of at least 300dpi.

You will sometimes want to identify your area distinctly within your publications, so we have the branding as a set which complements and incorporates similar elements throughout.

If you are working with an external partner and they require a copy of our logo, then at most times this should be Union’s full logo and not a department sub-brand. We need to know who’s using our logo. You can point your external partners to the website but only if they are entitled to use our logo, if you’re not sure then please contact us. The University of Portsmouth Students’ Union retains the right to have final say over who uses the logo.

THE STUDENTS’ UNION LOGOS



In order to maintain a coherent image, the development of new logos is rarely advisable as lots of different logos competing for attention will serve to dilute the Union’s brand identity.

Exceptions are made; however, when the logo is to be used by a specific club or society alongside the Union logo or the logo of that group’s particular area e.g. racquet sports have their logo on their hoodies along with the AU logo.

Any sport or society can develop their own individual logo but should always make use of the of-ficial UPSU logo or area logo on their marketing materials and kit as well.

Any requests for development of new logos, should be sent to [email protected].

The University Crest is reserved by the Uni-versity of Portsmouth for ceremonial uses only, such as graduation and official volun-teering certificates and trophies.

The crest may not be used on publicity ma-terial or clothing without express permission from the University gained via the University of Portsmouth Students’ Union Marketing Department.

ALTERNATIvE LOGOS

UNIvERSITY CREST

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gIn Portsmout

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The Union’s colours are purple (pantone 2617), orange (pantone 021), black & white. This is a fun-damental feature of our visual identity. Here are some colours that work well with our colours but this is not a prescriptive list of the colours we use in our promotional materials.

Swis721 light or Swis721 Roman are the typefaces selected to complement the Union’s logo and sub-brands. Most printed work will carry this font. If you are creating department handbooks, re-ports or Union documents please use this font or Helvetica or Gill Sans.

COLOURS AND TYPEFACE

Pantone 021 90% 80% 70% 60% 50% 40% 30% 20% 10%

Pantone 2617 90% 80% 70% 60% 50% 40% 30% 20% 10%

Black 90% 80% 70% 60% 50% 40% 30% 20% 10%

HELVETICA NEUE 55 ROMAN

ABCDEFGHIJKLMNOPQRSTUVWXYZabcdefghijklmnopqrstuvwxyz 123456789

GILL SANS


SWIS721 LIGHT




The Students’ Union describes the work that it does and the work that it strives to do via its vision statement and its values. These pieces of text should be used as the primary means of describing the organisation externally.

THE STUDENTS’ UNION’S vISION

“A positive impact with every Portsmouth student”

THE STUDENTS’ UNION’S vALUES

Courage: to say, stand up and fight for what we believe in

Honesty: to be truthful in all our dealings and act with integrity

Transparency: to be open and encourage scrutiny in ourselves and others

Member focus: to keep this at the very heart of everything we do

Student leadership: to ensure we are led by the student body and its representatives

Inclusivity: to act and encourage a diverse culture where all people belong

DESCRIbING THE UNION IN 75 WORDS

Portsmouth Students’ Union has a vision of creating a positive impact with every Portsmouth stu-dent during their time at University. As a charity led by our values and guided by our students, we do this by providing wide-ranging services and learner support to the 20,000 students of the Uni-versity of Portsmouth. The Union is based in the centre of Portsmouth and turns over £1.5M per annum, employing approximately 60 staff.

DESCRIbING THE UNION



EMAIL ACCOUNTS

The Students’ Union provides all staff and volunteers with @upsu.net email addresses. Each email address is provided in good-faith that the user will act appropriately and use the account for the purposes of official Students’ Union business.

All email addresses, associated accounts and work related emails are the property of the Students’ Union and are subject to the same laws and policies that apply to other forms of communication, including the Data Protection Act. Emails must therefore be composed using the same degree of care as would be used for a formal letter. Messages are potentially disclosable and statements must not be made that could expose the Students’ Union to legal liability or damage its reputation.

REQUESTING NEW ACCOUNTS OR NICKNAMESAny member of staff can request a new email account. This should be done through the UPSU.net service desk at www.upsu.net/servicedesk. Multiple email addresses can be assigned to one user in the form of nicknames or they can be set up as individual accounts.

ACCESSING EMAILSUsers can access the Students’ Union email portal through http://mail.upsu.net from anywhere in the world. The service is provided by Google and is liable to ‘down time’ beyond the control of the Students’ Union; if you do however recieve regular interuptance to the service please submit a marketing helpdesk ticket at www.upsu.net/servicedesk

PLAIN SIGNATURE FORMATSEmail signatures can be assigned in the ‘Settings’ option on your google mail acount. To protray a strong corporate brand it’s important all email signatures follow the same format:

[NAME][JOB TITLE]University of Portsmouth Students’ UnionCambridge RoadPortsmouthHampshirePO1 2EFE: [FIRSTNAME].[SURNAME]@upsu.netT: 023 92 84 [EXTENSION NUMBER]W: www.upsu.net

Disclaimer: This email and any attachments are confidential, legally privileged and protected by copyright. If you are not the intended recipient, dissemination or copying of this email is prohib-ited. If you have received this in error, please notify the sender by replying by email and then delete the email completely from your system. Where the content of this email is personal or otherwise unconnected with our business, UPSU accepts no responsibility or liability for such content. Internet email may be susceptible to data corruption, interception and unauthorised amendment over which we have no control. We do not accept liability for the presence of any computer viruses in this email or any losses caused as a result of viruses.

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EMAIL ACCOUNTS

HTML SIGNATURE FORMATSWe understand the need to be stylise your signatures, however we encourage UPSU Staff and Sabbatical Officers to use our inhouse design to keep a continuous corporate image. Googlemail doesn’t include an HTML signature option however you can ‘design’ your signature in the signature settings panel in the settings area of your account:

1. Enter your name2. Highlight your name and select the “B” button to turn it bold3. Enter your job title4. Enter the Students’ Union Address5. Press the Return Key to leave a gap6. Enter “E:” followed by a space and then your email address7. Highlight “E:” and select the “B” button to turn it bold8. Enter “T:” followed by a space then your telephone number9. Highlight “T:” and select the “B” button to turn it bold10. Enter “W:” followed by space then www.upsu.net11. Highlight “W:” and select the “B” button to turn it bold12. Press the Return Key to leave a gap13. Press the image icon (a picture of mountains located between the chain link and numbers)14. Enter the following URL: “http://www.upsu.net/images/email.gif”15. Press the Return Key to leave a gap16. Enter the disclaimer17. Highlight the disclaimer and select the “TT” button and from the drop down menu select “Small”

JOHN SMITHEmail CoordinatorUniversity of Portsmouth Students’ UnionCambridge RoadPortsmouthHampshirePO1 2EF

E: [FIRSTNAME].[SURNAME]@upsu.netT: 023 92 84 [EXTENSION NUMBER]W: www.upsu.net

Disclaimer: This email and any attachments are confidential, legally privileged and protected by copyright. If you are not the intended recipient, dissemination or copying of this email is prohibited. If you have received this in error, please notify the sender by replying by email and then delete the email completely from your system. Where the content of this email is personal or otherwise unconnected with our business, UPSU accepts no responsibility or liability for such content. Internet email may be susceptible to data corruption, interception and unauthorised amendment over which we have no control. We do not accept liability for the presence of any computer viruses in this email or any losses

caused as a result of viruses.

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TEMPLATES

You will fi nd templates for documents on the Students’ Union website at www.upsu.net/docs and on the University Network Drive under S-Union\CHARITY AREA\02_Organisation\06_Docu-ment Masters

TELEPHONE The telephone should always be answered as soon as possible and in a polite cheery tone.

Please use the phrase:

“Good Morning/Afternoon/Evening UPSU”You can look up any current University staff contact details using the UOP Directory Search online at www.port.ac.uk/directory. You can also request a voicemail on any University phone, acces-sible from outside of the University network, by contacting the IS Service Desk on [email protected] providing your name, username and extension number.

NameJob Title

Report Name – Month Year

Type report here

NameJob Title

Type report here

N:\MyDocuments\AgendaItem.docx 11/10/10 jlp 1

Completed to be issued

REPORT TO:

REPORT FROM:

SUBJECT:

DATE:

AGENDA ITEM

DECISION / ACTION REQUIRED

AGENDA ITEM RED Discussion & AgreementBLUE Agreement GREEN Information

REPORT TO:

REPORT FROM:

SUBJECT:

DATE:

DECISION / ACTION REQUIRED

AGENDA ITEM

1

NAME

DATETIME

LOCATION

MINUTES

PRESENT:



HOW TOGUIDES



PURPOSEA microsite is an individual web page or cluster of pages which are meant to function as an ad-ditional supplement to the UPSU.net website. Typically, a microsite is enhanced by various multi-media content, such as an animated, narrated introduction, and accompanied by a visual scheme which complements the activity or service well.

Microsite’s may be used for purely promotional purposes to create in-depth information about a particular product, service or activity. Unlike the main website, microsite’s are usually compli-mented by a print media and a specific URL to utilize a direct response marketing approach to sell its single activity or service.

Microsite’s take between 3 working days and 3 working weeks to create depending on the depart-ment work load and complexity of the site – advanced notice and consultation is essential.

REQUIRED INFORMATIONMicrosite’s should be discussed directly with the marketing team; however, before this meeting takes place you should prepare the following information:

• A rough sketch of what content you wish to have• A list of the functionality you wish to have• Proof read text for the website, clearly labelled referencing pages and locations

WEb: MICROSITE



PURPOSEThe UPSU.net events calendar hosts a calendar of all events happening throughout the union, university and city. If you’re running a club, society or activity event it’s essential to complete an online event submission form – this can be found at www.upsu.net/events.

REQUIRED INFORMATION• Event Name• Event Description• Event Location• Start of Event Time• End of Event Time• Event Date• Any associated images

WEb: EvENTS DIARY



PURPOSEEvery event, activity change, new service and opportunity for involvement should be published as a news story. Our news feed streams into both Facebook and Twitter giving a wider area of updates and it’s essential to keep our news fresh and up to date. The news articles have a great impact on people viewing them; we know they are ready by the University and local news organi-sations.

REQUIRED INFORMATIONAn active headline to grab the reader’s attention: The headline makes your news stand out. Keep it short, active, and descriptive; in other words, use something like “Tom Named Man of the Year” instead of “Tom Gets Award.”

Put the most important information at the beginning: This is a tried and true rule of journalism. The reader should be able to tell what the release is about from the first two paragraphs. In fact, chances are that’s all they may read. So don’t hide good information. And remember the “5 W’s and the H” - make sure your release provides answers to Who, What, When, Where, Why and How.

Avoid hype and unsubstantiated claims: A reader can smell a sales pitch a mile away. Instead of making over-inflated statements, provide real, usable information. Find legitimate ways to set you and your activity apart.

Be active and to the point: Use language that will get the reader as excited about your news as you are. If they are not excited, why would they become engaged?

Keep your news to one page: On the rare occasion, you can opt for a second page if it is neces-sary to provide critical details. Otherwise, if you can’t state your message in a page, you’re not getting to the point.

Keep jargon to the minimum: If you’re in a technical field, try not to use technical terms. Many readers are not as intimate with the Union or your activity/service as you are. Real English, not lingo.

Stress the benefits: This falls into the category of “don’t say it, show it.” Avoid saying something is “unique” or “the best.” Instead, show how people will benefit - i.e. save time, save money, make their life easier, etc. “Why do people need to know this?”

Be specific and detailed: The reader needs to be able to visualize a new activity, or know how a new service works. If in doubt, have someone unfamiliar with your activity or service read the re-lease and ask them to describe what you trying to say. And it’s better to use too many details than too few.

Proofread, Proofread, Proofread: Don’t trust your word processing program to catch errors in grammar and spelling. Have a few people read the release before sending it out.

WEb: NEWS ARTICLE



PURPOSEE-mail marketing is a form of direct marketing which uses electronic mail as a means of commu-nicating commercial or fundraising messages to an audience. In its broadest sense, every e-mail sent to a potential or current customer could be considered e-mail marketing. UPSU can target e-mails at specific groups of people who have opted in to receive digital news-letters from the Students’ Union and we also provide a bi-weekly digital newsletter. Please dis-cuss your needs with the Marketing Coordinator as we limit the amount of e-mails we send.

Every member of UPSU.net automatically subscribes to the bi-weekly newsletter. To see the dates of when the stakeholders will recieve the newsletter visit: www.upsu.net/marketing

REQUIRED INFORMATION• For targeted e-mails please discuss your requirements with the marketing department.• For inclusion in the monthly newsletter please include the following information:• An attention grabbing headline• A short paragraph or sentence describing the event/activity/service• A link to UPSU.net or official social networking page

WEb: TARGETED E-MAILS



PURPOSEToday, almost 500 million people worldwide are active on Face-book each month. Many of these people belong to the most valu-able demographics online, and they are spending more of their time and attention on Facebook and less on other channels and media - marketing to these students is one of the most important things you can do to launch your activity, event or service.

There is a variety of ways of promoting via Facebook, our net-work includes many thousands of students and therefore we rec-ommend launching all initial social networking marketing initially through Union controlled:

• Events• Groups• Targeted Adverts• Status Updates• Links• Notes• Photos• Videos

REQUIRED INFORMATIONThe information required for Facebook marketing is varied so please contact the Marketing Coordinator for further assistance.

Our Facebook profile is: www.facebook.com/pompeysuOur Facebook fanpage is: www.facebook.com/portsmouthsu

WEb: FACEbOOK



PURPOSETwitter is a social networking and micro-blogging service that enables its users to send and read other user messages called tweets. Tweets are text-based posts of up to 140 characters dis-played on the author’s profile page.

Twitter can be updated via the Twitter website, compatible external applications (such as, for Smartphone’s), or by Text Message (SMS). Making this communications tool great for on the day/night promotion where you can update as you go. UPSU.net can have twitter feeds integrated into the website, which can therefore operate as live updates for your event - an example of this use is live scores from Varsity updated via an iPhone application.

REQUIRED INFORMATION

• 140 character message• Link to UPSU.net or other approved media• Optional mobile photo if updated from off-site

Depending on the need users may be granted access for a limited period to the UPSU twitter feed to update the social network from an off-site location.

Our twitter account can be found at www.twitter.com/portsmouthsu

WEb: TWITTER



The Students’ Union has invested in a professional photographic studio with black, white and chromo-key green backgrounds. The studio is purpose built next to the Pure FM studios and has a heavy weight sound reducing curtain that allows for privacy and total lighting control.

The lighting kit is stored in adjacent cupboards and contains 2 strobes, 2 constant halogen video lights, barn doors, gels, soft boxes, and a variety of reflected umbrellas. The Union also owns a Canon 450D digital SLR and accompanying 2GB memory card to provide a full professional pho-tographic solution.

This equipment is all completely bookable by staff and students at the University of Portsmouth via the Student Media Coordinator or Marketing Coordinator.

You can check availability through www.upsu.net/servicedesk

bOOKING PHOTOGRAPHIC KIT



News releases should be written departmentally and then sent to the Marketing Coordinator for approval and distribution. Usually this will happen via the University Press Office however to provide a level of consistancy we urge you not to contact the Press Office directly without prior approval.

You can download example press release templates from www.upsu.net/marketing

WRITING AN EFFECTIvE NEWS RELEASEWhat’s important to you may not grab the news organisation. They may be less interested in the product than the fact that it brings environmental benefits, for instance.

News is typically: • controversial, new or surprising• amusing or funny• directly important to the audience• linked with famous people or places• linked with conflict, romance or mystery

Most press releases are now delivered electronically. In an email or using a company branded document, write ‘Press release’. Then write the date. Put a headline on the left - six or seven words in bold type. The headline will be active, understandable, convey the main point of the story and make people want to read on.

The first paragraph, the introduction, expands on the headline. It concentrates on what has hap-pened or will happen, who is involved and where. It conveys the whole story in a nutshell and its interest and relevance to the readership. It would still be understandable if the rest of the press release was deleted.

Tailor the introduction to the publication - a trade journal is attracted by what a new product can do for its business audience, a local paper is interested in local jobs, prestige or human interest.

Subsequent paragraphs give the how and why - the explanation and development of the terse first paragraph or two - and the when.

A quote from a Sabbatical Officer or Student is essential - never a staff member directly.

Keep everything tight and clear, with short sentences. Don’t make it sound like an ad. Write the release like a newspaper report. Refer to your business in the third person - ‘it’ not ‘we’.

Write ‘end’ and then name yourself as a contact, with phone and email details. A ‘note to editors’ can give background or more detailed information.

For further information please see the UPSU guide to writing an effective press release.

NEWS RELEASES



STANDARD bROCHURE FORMAT:A5, A4 or A4 squareFull colour printing or black & white printing

PURPOSE:Brochures and booklets are used to provide information on specific subject areas. These can range from clubs and societies to how to gain sponsorship. Brochures and booklets will also make an appearance at specific high level events such as the Activities Awards Dinner or AU Din-ner. Costs are dependent on supplier, paper weight, page size, page number and cover material.

PRINT: bROCHURES

PRINT: FLYERS STANDARD FLYER FORMAT:A7, A6, A5Full colour printingDouble sided

PURPOSE:Flyers are used to promote events and campaigns and are more often than not used as a form of active marketing giving volunteers the change to go out meet people and talk to them about the event/campaign with marketing materials in hand. Distribution is the responsibility of the party who commissioned the flyers originally unless clearly stated.



STANDARD POSTER FORMAT:A4, A3, A2, A1 or A0Posters sized A4 to A1 can be laminatedFull colour printing

PURPOSE:Posters are the most common marketing material and one of the most underrated. Though you’re poster will often fight for attention it will also give a constant presence to your marketing cam-paign. Posters should contain short, sharp and to the point information that the target market can absorb while passing by. They should aim to direct the audience to further information (usually online).

Poster costs are dependent on the size, weight, amount and supplier. Posters should be up for 1-2 weeks before the event itself happens. All non-Union produced posters must be stamped with the UPSU APPROVED mark available from the Marketing department.

PRINT: POSTERS

PRINT: CERTIFICATES STANDARD FORMAT:University Crested CertificatesA4

PURPOSE:Certificates are used to award students for completing a task project or training and are can be order on bulk throughout the year. They’re a great way of rewarding students and helping with the retention of volunteers.



STANDARD vINYL bANNER FORMAT:Variety of sizes up to 8ft by 30ftFull colour printing

PURPOSE:Vinyl Banners are weatherproof outdoor banners that can be attached to railings and buildings around campus. They are long lasting if secured properly. These banners provide a long period of marketing wide spanning campaigns and will grab the attention of people who may not enter into buildings. We have no formal agreements with the University to put up banners on their property however this should be done on a case by case basis. Artwork should be in the form of a vector or 25% size flat graphic - please discuss your needs with the Marketing department.

STANDARD QUICKSTAND FORMAT:1800mm x 500mmFull colour printing

PURPOSE:Quickstands are cardboard tubes about 6ft tall but fold up for easy transport. They provide bright clear and unusual marketing opportunities however are subject to damage - they are not weather proof, nor drunk student proof so think carefully about where you will put them. They are environ-mentally friendly in the fact we can recycle them and highly cost effective.

In addition to posters, brochures, flyers, banners and quickstands in the standard formats de-scribed, we can produce a range of bespoke marketing materials. Please contact the marketing team for more information.

PRINT: vINYL bANNERS

PRINT: QUICKSTANDS

SPECIAL REQUESTS



SPONSORSHIP

The Students’ Union offers the opportunity to strengthen brand presence and relationships with University of Portsmouth through sponsorship.

In addition to regular channels such as advertising and PR, the sponsorship of clubs, societies, events and activities can raise a company’s profile significantly and provides them with access to around 20,000 students living in the city.

Past sponsorship has resulted in increased investment in sporting and volunteering activities, ben-efitting both the individual clubs and the local community. The Students’ Union work to find spon-sorship packages that benefit students, whilst maximising exposure for the company.

We pride ourselves on our flexibility when working with sponsors, and believe that it makes us dif-ferent to many other organisations.

Here are the different ways in which we can use sponsorship:

SPORTS CLUbS

Our sports clubs travel the length of the country throughout the year and compete in both University and local leagues. Sponsors can arrange to have their name/ logo printed onto players’ kit and we are used to liaising with sponsors to ensure a quality presence on the field. Sponsoring sports clubs can also guarantee exposure at match games, formal dinners, awards ceremonies and press events.

SOCIETIES

Equality and diversity is actively promoted among students and this is reflected in the vast range of special interest societies. With over 100 active so-cieties boasting around 4000 members, sponsors are welcomed to associate with a relevant party, and we can work out a package that would be beneficial to both the students and ensure company exposure through the society’s events.

ACTIvITIES SPONSORSHIP



CLUb NIGHTS

The Students’ Union collaborates with promoters to provide approved club nights during the week which attract audienc-es of up to 2000 people. Through our club nights we can of-fer sponsors promotional opportunities such as putting their name/ logo on wrist bands and promoting the sponsor on site.

FORMAL bALLS

The Students’ Union holds 4 formal balls in September, De-cember, May and finishes with the Graduation Ball in July.

OPEN- AIR EvENTS

Every year the Students’ Union hosts three large open air events, starting with the hugely popular Freshers’ Fayre which is at the start of the academic year. This year we saw over 16,000 students attending over 2 days, which worked out at 100 people every minute during peak times! Next is the RE- Freshers Fayre in February and the year closes with the Cultural Carnival in May.

The Freshers’ Fayre has around 140 stalls and tents hosted by the students’ union, local and na-tional companies and gives students the chance to join union clubs/ societies and to find out a bit more about the students’ union itself and the local area.

Local and National companies can pay for a stall for 1 or 2 days and it is a great way for them to either break into the student market or to reinforce their brand. This can only be booked through our Student Marketing Team, BAM who can be contacted on 0845 1300667 or www.sumarketing.co.uk

EvENT SPONSORSHIP



SPORTING EvENTS

As sport is such a major part of University life, the sports teams provide many high profile events. The Portsmouth Vs Southampton Varsity game is one of the most popular with over 4000 students involved and always attracts large crowds.

We offer many different forms of sponsorship which include having a company’s name/ logo on playing kit, tickets and onsite stalls or promotion.

AWARDS CEREMONIES

Throughout the year there are two main awards ceremonies which mark the successes of the Sports Clubs and Student Activities Clubs. The ceremonies are well attended by players, students and staff within the Students’ Union who come together to celebrate the efforts and achievements of the year. Sponsoring Awards Ceremonies are a great way to guarantee brand exposure and we offer packages which include Trophy sponsorship, on site promotion and even a company’s name in the event title providing an official affiliation with the event.

EvENT SPONSORSHIP



STUDENT MEDIA

Media at University of Portsmouth Students’ Union is very strong and there are many ways spon-sors can get involved. Our Newspaper- Pugwash News- has a fortnightly run of 3,000 copies and the award winning Pugwash Magazine is produced four times a year and circulated to over 5000 students.

Both the newspaper and magazine are available for advertising and we can arrange full, half and quarter adverts as well as inserts at a very competitive price.

UPSU.net is our award winning community based Students’ Union with over 180,000 pages and 35,000 hits in one month alone. Company branding can be added to our website using banners for durations of 1 month to a year. We also send out a newspaper email to over 3000 students monthly which can include sponsors’ information.

All media sponsorship opportunities can only be arranged through our Student Marketing Team, BAM who can be contacted on 0845 1300667 or www.sumarketing.co.uk

vOLUNTEERING AND RAG

Our award winning V.I.P (Volunteering in Portsmouth) team are involved in diverse and versatile projects which help to make a difference to the local community. Some examples are the OAP Christmas dinner and the OAP Spring Dance later in the year, Community clean up, Environmental week and Community fun week.

Our Raising and Giving (RAG) volunteers raised in excess of £15,000 in 2009 for 3 nominated chari-ties. Students are encouraged to explore new and unique ways of raising money, which in previous years have included a sponsored skydive, a sponsored road trip around Europe and the yearly- and always popular- Naked Calendar.

Volunteering in Portsmouth and RAG events often generate favourable coverage in the local press and we always welcome sponsors to get involved with them.

All sponsorship enquiries should be directed to the Sponsorship and Fundraising Coordinator.

SPONSORSHIP OPPORTUNITIES



STANDARD FORMAT GUIDES

FORMAT SIZE FUNCTION

brochure A5, A4 or A4 squareUsually for promotion of activity areas, departments or specialist information.

Flyers A7, A6, A5Usually these are used to pro-mote an event or a specific facility

Posters A4, A3, A2, A1 or A0For information on the run. Used for events and awareness of serv-ices

Certificates A4Used to acknowledge experience and contribution to Union activi-ties

Vinyl Banners up to 8ft by 30ftUsed for long term outdoor pro-motion of activities

Quickstands 1800mm x 500mmShort term promotional item that stands out from the crowd

Homepage Hero 680x305 px Website homepage graphic

Advertising Banner 468x60 px Commercial advertising space

UPSU Banner 378x60px UPSU Website advertising space



USEFUL CONTACTS

Marketing CoordinatorE: [email protected] T: 023 9284 3614

Marketing AssistantE: [email protected]: 023 9284 3644

Sponsorship & Fundraising CoordinatorE: [email protected]: 023 9284 3676

BAM Media SalesE: [email protected] T: 0845 1300 667

Student Media CoordinatorE: [email protected]: 023 9284 5993

www.upsu.net/marketing

Innovative marketing ideas are welcomed but will need time and foresight in order to make them happen. Please come in and discuss your marketing ideas with us. Also if there’s something big going on and you think that the world beyond UPSU would be interested please come in and talk to us about press releases, we’re happy to advise where possible.

The Union Marketing Team

USEFUL INFORMATION

APPROvED SUPPLIERS

Print Express Corporate All printed materials

Colour Banners Vinyl banners printing

Print DisplaysQuickstand printing

Brilens Crested Clothing

Ikon Sports Sports Clothing

upsu marketing and communications guidelines

Documents

marketing department

marketing web

marketing materials

marketing team

strong marketing

communications materials

digital marketing sponsorship

digital communications