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.